Update Release v

Transcription

1 Update Release v Release Date: 12/19/2016! IMPORTANT! Make sure you have a valid/current Backup of your Databases (Shdata, Shlogin and Testnplay.) The Installation Instructions below will guide you through updating your databases. NOTE: Shafers Back Office 6043XE requires your Server to be Windows 2008r2 Server or newer. Please read carefully before proceeding to install this update It is strongly recommended that you Download the file and save it to external media ( i.e.: CD, DVD, Flash Drive) for archival purposes in case you need to reinstall at any time in the future. NOTE: The Shafers Back Office updates are released in numerical sequence. This update is Release version ; if you are updating from a version older than , then we recommend that you contact our support staff and setup an appointment so we can assist you with the installation. Also, I tis recommended that you visit our website, enter your login credentials, open the Program Updates tab, then open the Quick Links for Program Updates INSTRUCTIONS and download/review the Release Notes for all releases from the current version you have installed through version Download the Installation Files Shafers Back Office: To download the file, access our website at or you can access it from the Help Menu. The download can be done from any workstation. However, the actual Installation MUST be performed directly on the System Server. Once you ve accessed the website: 1. Click on Customer Login 2. Enter your login credentials Company Id, Contact Id and Password. These values are case-sensitive and you must login as someone who has been selected as an Admin. 3. Open the Program Updates folder and click the download button next to Shafers Back Office Save the file into \Shafers\Support Tools\_Updates on your system server. NOTE: If you are not on a current Maintenance Plan, please contact our accounting office to renew. December 27, 2016 Copyright Explorer Software Group Page 1

2 Installation Instructions Shafers Back Office This is a Full Installation that includes all updates through NOTE: This version of Shafers has a minimum requirement of Windows Server 2008r2 (Windows Server 2012 is preferred). If you require assistance with the installation, please contact our support team at supportdesk@explorersoftware.com to set an appointment. If you are jumping releases, we want you to set an appointment so we can assist you with the update. 1. IMPORTANT! BE SURE THAT YOU HAVE A CURRENT BACKUP OF YOUR DATABASES BEFORE YOU BEGIN THE INSTALLATION. 2. At your system server, make sure everyone is out of Shafers, shut down the Dispatch Server, Mobile Manager Server (if it s running) and the SQL Database Server. 3. Ensure that you are logged in as the Windows Administrator. 4. Open the \Shafers\Support Tools folder (where you saved the downloaded file) and right-click over ShafersBackOfficeServer6047.exe select to Run as Administrator to start the installation. See note below regarding Mobile Manager/Mobile Office. 5. During the installation, the SQL Database Server will start and the database updates will be applied. 6. Once the database update is completed, you may begin using the software. 7. You may need to reset the path for your Shafers Backup. To verify, go to File > System Maintenance > Backup Data. If the path is blank, then click on Change and key in the New Backup Root Folder, then click on Change again. 8. If you are updating from a version prior to XE, a new Shafers Icon will be created on your Server machine. You will need to create a new Shortcut for each workstation. The Shmenu2XE.exe file can be found at \Shafers\Win32\Lib\ShMenuXE a. You may also need to register the ActiveX components, using the batch file found at \Shafers\Win32\ShafersClientSetup\registerActiveX_workstation.bat; this will be evident if you receive the error message Class Not Registered when you are trying to run dispatch or payroll. b. You may also need to install an updated version of VCRuntime, indicated by a side-by-side error. Please call our support team if you experience any issues after the update. 9. If you require assistance with the installation, please contact our support team at supportdesk@explorersoftware.com to set an appointment. 10. Please send an to tracy.garvin@explorer-software.com advising that the installation is complete, so that we can update your account information. Mobile Manager / Mobile Office If you are using the X-Charge Interface for credit card processing on Mobile Office and you are planning to update to X-Charge version for use with the new EMV (chipped) Cards, then you will need to get the Mobile Office update that contains this specific change. Please contact Shafers Support to request the Mobile Office update. You will need to coordinate the X-Charge Installation with your Shafers installation. December 27, 2016 Copyright Explorer Software Group Page 2

3 ! YEAR END REMINDERS! Here are a few reminders for Shafers Year End Processing: o GL Setup and Company Info: You may need to adjust your Fiscal Periods and reset your earliest and latest Open Trans Dates to allow processing in o Payroll (Federal Tax Tables) - You will need to verify and reset your Payroll Tax Tables before running your first payroll for o Payroll (State Tax Tables) - You will also need to verify/reset your State Tax Tables. o To download our Year End Closing Procedures, please log in to our Customer Portal and go to the General Information section of our Quick Links Menu. Payroll W2 s OHIO The Ohio Department of Taxation (ODT) is requesting filers, starting with the 2016 tax year (W-2s issued in January 2017), to include the four-digit school district number along with the school district name in Box 20 when reporting school district withholding on Form W-2. Per the Ohio Department of Taxation, Reporting 4-digit School District Identification Number on W-2s, Revised October 2016: NOTE: This updated tax alert reflects a revision to our original issued in July of See revisions in red below. The Ohio Department of Taxation (ODT) needs your help! Starting with the 2016 tax year (W-2s issued in January 2017), please list the four-digit school district number along with the school district name in box 20 when reporting school district withholding. Many localities have both a city income tax as well as a school district income tax. We have found that thousands of W-2 statements provided by employers each year list a city name twice with two different tax withholding amounts; one for city income tax withheld and one for school district income tax withheld. This has caused some individuals to mistakenly claim the wrong withholding amount on the return or add both withholding amounts together when filing their city and/or school district income tax returns. To assist individual taxpayers (your employees) from making these errors, ODT is asking that you or your payroll service provider clearly distinguish between city and school district withholding reported on the W-2 forms by including the 4-digit school district identifier and district name. Because of the limited space in box 20, ODT will accept the 4-digit school district number in combination with an abbreviation of the school district name or the letters SD for school district. Here are examples of acceptable methods: SD SD GRE GRE Please explain to the employees receiving W-2s containing school district information that the four-digit code is their Ohio school district tax jurisdiction. Please visit tax.ohio.gov for additional information, example W-2s and a link to The Finder, an online tool that provides the correct school district number for every school district in Ohio. We appreciate your cooperation in helping improve the income tax filing experience for your employees. Payroll Quarterly Report Form 941 Please note that we are currently providing an import file to populate the.pdf form from the IRS; However, it has been brought to our attention that the Acrobat Reader DC version requires a license to utilize the file import feature. We are looking into options for auto filling the.pdf form. December 27, 2016 Copyright Explorer Software Group Page 3

4 Updates and Enhancements to Misc. Shafers Main Menu Help Login to a Different Company This option has been enhanced to get the proper Company Info for Financial Statements, etc. Updates and Enhancements to Accounts Receivable AR Customer Master Sal/Svc History the Sales Class column has been restored to the summary screen grid. AR Reports Management Customer Sales Listing by original design this report was listing ALL Invoices regardless if they were posted or not. We have enhanced the selection screen to provide an option to list Only Posted Invoices (which we have set as the default selection); we have also added the functionality to Use the Bill-To Customer. These changes are so you can now compare the Invoice Listing and AR Invoice Register to the Customer Sales Report when using matching report selections. Updates and Enhancements to Billing Billing Printed Invoice Watermark A new option has been added to the AR System Options Invoice Printing screen, to enable you to setup a Watermark(s) to print on your Billing Invoices. Click on the Watermarks button, then Select the Component for which you are setting the watermarks; i.e. AR Invoice December 27, 2016 Copyright Explorer Software Group Page 4

5 Key in the name of the Watermark - this is the text that will print as the watermark, set a Print Order and tab through all remaining fields. NOTE to print with No Watermark enter a hyphen in the Name field. Once you have added all Watermark info, click on the Save button at the bottom of the screen. At the Billing Invoice Printing screen, you will select which Watermark you want to have printed on all selected invoices; you may choose to select <ALL>. NOTE: The Printer Selection screen will be evoked for each group of invoices based on the Watermark selection. December 27, 2016 Copyright Explorer Software Group Page 5

6 To change the color of your watermark, you will need to set an option within the Shafers_sys.ini file. The setting is [WATERMARK] Color=$ffe6e6 NOTE: $ffe6e6 is the default color; a # in front of the word Color will comment out the color setting. You can pick a color by going to google.com and typing color picker in the search screen. The value in the.ini file is the hex value with a $ prefix. Updates and Enhancements to Call-In Call-In Search Engine Search by Bill-To the function has been reinstated. Updates and Enhancements to Equipment Adding a New Equipment / Serial Number the Serial Number field will now allow you to simply key into the field without having to double click. However, if you are editing an existing Equipment Unit and the Serial Number field contains data, will require you to double click in the field to activate it, at which time a question will be evoked asking if you want to change the Serial #; upon answering Yes, you will be allowed to change the number. NOTE: If your User is set to Full Permission for the System Options (in User Setup), you may need to change it to Selected and then on the Other Restrictions tab, set the option to Yes; then change it back to Full Permissions and save. December 27, 2016 Copyright Explorer Software Group Page 6

7 Updates and Enhancements to Maintenance Agreements Maintenance Agreements Schedule Visits Post to Dispatch the Posting Report has been updated to Preview to the screen and then you can send it to the printer from there. Updates and Enhancements to Quick Quotes! NEW Feature! - Quick Quotes Printed Quote and Packing Slip Watermarks Refer to page 6 for setup information. o To print the watermark on your Packing Slip, on the Packing Slip screen (shown below), checkmark the box next to Print Watermark, and make our watermark selection. If you select All, a packing slip will be printed for each watermark that you have setup for the Packing Slips. o To print the watermark on your Quick Quote, you will need to set the option within the Printing Options screen. NOTE: due to the structure of the Printed Quote, you will need to make your selection and print separately for each watermark. December 27, 2016 Copyright Explorer Software Group Page 7

8 ! Enhancement! - Quick Quotes Packing Slip will now include the Bin Location of the parts that are on the quote. This bin location is in relation to the Quote Location (new field). e Quick Quotes Spell Checker the error, WPSpellController not created or active, has been resolved. Quick Quotes Deletion tracking we are now tracking the deletion of parts from a quote and/or deletion of the full quote. You will not be prompted multiple time asking if you are sure you want to continue with the deletion. This is also being reported on the Utility Use report showing the date of the deletion and the user who processed the deletion. December 27, 2016 Copyright Explorer Software Group Page 8

9 Updates and Enhancements to Eclipse/Shafers Integration! NEW Feature! - Customer Sync Eclipse Receivable Type = Shafers Customer Type Some clients use a different AR Control Account based on Receivable Type. Therefore, to better assist you in identifying a customer s receivable type, we have provided an option within the Customer Options setup (File Administration Company Information Integration Division Links Customer/Tax) to enable Sync Receivable Type. This will set the Shafers Customer Type equal to the Receivable Type from the Eclipse customer record. The sync of Customer Type will take place during the initial sync of Customers, as well as for customers that are added within Eclipse. If you are adding the customer within Shafers, you will be required to select the appropriate Customer Type and Receivable Type, as you do currently. Note: The sync will not create the Customer Type within Shafers setup; Therefore, you will need to establish the Customer Types beforehand. Due to field size limitations (the Customer Type Code within in Shafer is max 4 characters), you will need to enter the Eclipse Receivable Type Code within the Description field of the Shafers Customer Type. This description must match the Eclipse Receivable Type Code exactly (case-sensitive).! Enhancement! - Inventory Sync When synchronizing your Eclipse Inventory into Shafers, we will now include a synchronization of Vendor, Vendor Part Number, Manufacturer (OEM), Manufacturer Part Number (OEM #), and Bin Location. Reminder the parts cost and pricing is not synchronized, it is retrieved at the time of Billing and/or creating a Quick Quote. NOTE: Regarding Parts Pricing in Eclipse you will set your costs and pricing based on Material Group, Location and Part #; each part should be related to only ONE Material Group; if you have it related to more than one group, with the same location, you will get duplicate records during the transfer of your billing invoice, resulting in the invoice being held instead of posted. Quick Quotes Quick quotes will not retrieve the current Cost and Pricing for Parts that are entered on the quote. The Prices that will be imported are based on the Customers setting (or Quote default setting) for Parts Rate (List, Net, or Priv); List is related to Eclipse Price level 1, Net is related to Eclipse price level 2, and Priv is related to Eclipse price level 3. December 27, 2016 Copyright Explorer Software Group Page 9

10 ! REMINDER! Bing Maps Key Registration Bing Maps Key Per the instructions in the Release Notes, the temporary Bing Maps license used in that release is about to expire. You will need to go to to setup and register for your free key to use in the Shafers application. If you receive the following popup you will need to immediately register for your free key. Once on the site, you can follow these steps to register: Sign in or create a dev account and then sign in. In the top left of the screen mouse over My account and select My Keys. Type Shafers as the Application name. Leave URL blank. You will select Basic Key. Application type is Universal Windows App Copy it to the ShafersGoogleMap.ini file. Once you have the key, you will need to edit the ShaferGoogleKey.ini file and replace the xx with the key value. Then save the ShafersGoogleKey.ini file into \ShafersApplications\Shafers\Win32\Lib\ShMenuXE If prompted, answer Yes to overwrite the existing file. If you require assistance, please contact the Explorer Shafers support team at supportdesk@explorer-software.com or call us at +1 (800) ext 3. December 27, 2016 Copyright Explorer Software Group Page 10