UPGRADE AND INSTALLATION NOTES. Practice Management Version 11

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1 UPGRADE AND INSTALLATION NOTES Practice Management Version 11

2 Author Created and Published by Reckon Limited Level 7, 65 Berry Street North Sydney NSW 2060 Australia ACN All Rights Reserved Copyright 2015 Reckon Limited Copyright & Trademarks No part of these materials may be reproduced or transmitted in any form or by any means, including photocopying, without written permission of Reckon Limited. Every effort has been made to ensure the accuracy and completeness of this manual. However, neither Reckon Limited, its subsidiaries, employees and agents, are liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Reckon Limited reserves the right to issue revisions, enhancements and improvements to Reckon APS software or any other Reckon software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change. Reckon, Reckon logos, R logos, Reckon APS, Advance and Accountable Technology are trademarks of Reckon Limited. Limited PAGE 2 OF 18

3 Contents For the Practice IT Administrator... 4 APS Cloud Applications... 4 InfoTrack Integration... 4 Users upgrading from PM9.x... 5 Assessing your APS Product Versions (Pre-requisites)... 5 Matching your Database Version to a Software Release... 6 Non-Compliance Products... 6 Compliance Products considered by PM Version 11:... 7 CRM Users... 7 All Users... 8 Pre-requisites... 8 Microsoft Platforms... 9 Windows 8 and Server 2012 or Higher... 9 APS Cloud Applications Pre-requisite... 9 DSN Connections Before You Begin Cloud Synchronisation services Database Backup Upgrade the Database Extracting the Version Control for PM Running the Version Control for PM Cloud Synchronisation services Release Notes Installation Instructions Part 1: Installation of the Application Part 2: Terminal Server Users Part 3: Additional Databases Part 4: Confirming Version Numbers Database Versions Limited PAGE 3 OF 18

4 Pre-requisites Check the prerequisites of Microsoft platforms before you start. Page 8 APS Versions Check the current versions of all your APS software. Page 5 Backup SQL Stop any services using your aps_dsql database and run a SQL backup procedure. Page 10 Backup PM Invoice & Statement Files Ensure to backup any 1invoice and statement files residing in the Adv2000 folder if they haven't been moved centrally yet. Page 8 Version Control Run version control on SQL database once. Page 11 IMPORTANT NOTICE: If you get any errors, restore the SQL back up and abort the upgrade immediately so that users can continue working in the system. Using the software after a version control failure without restoring your backup will cause loss of data. Log a call with support@reckon.com for further instructions. Error? Yes Restore the SQL backup and abort the upgrade No Application Install the software 1 on all terminal servers and/or local machines. Page 15

5 For the Practice IT Administrator IMPORTANT! If you are already a PM 10.x client, then you will already have met the database and APS application pre-requisites. Please read this whole document and ensure that you understand it. If you have any questions, please contact the APS Support Team for assistance. This document will guide you through running the version control and the software installation for Practice Management version 11. This installation should not be undertaken until the practice manager has assessed the release notes and confirms that it is safe to continue with the software installation. This release combines all non-compliance products (PM, CRM, and CM) to streamline the implementation of additional products in the future. Please note that any compliance products such as Tax, XPA, ACR, etc will continue to be released in line with legislated compliance cycles. WM will be released as a separate product. If your practice is not licensed for some of the non-compliance products noted above, the upgrade to PM 11 will install the updates automatically. However, the product will not be available for use until the products have been purchased and activated by your APS Consultant. APS Cloud Applications For installation instructions for APS Cloud applications please refer to the APS PM V.11 Cloud Application Installation Notes document. InfoTrack Integration For information on how to integrate InfoTrack into the APS PM V11 Consoles please refer to the APS PM V.11 InfoTrack User Guide document. Limited PAGE 4 OF 18

6 Users upgrading from PM9.x Assessing your APS Product Versions (Pre-requisites) IMPORTANT! It is imperative that you review what products are used in your practice and that all related database versions are correct before continuing with this upgrade. Please also note the minimum SQL Server version for PM 11 is SQL 2008 R2. If your practice uses any of the below products and your versions do not match the stated minimum versions of those modules, please do not proceed with this PM upgrade. Practice Management Tax Manager Xcede Professional Accounting Workpaper Management Client Relationship Management Corporate Register Credit Management To determine your database versions, check the About Advance form from your Applications menu to get the versions of the products you have. The following screen shot shows what your product database versions should look like once you are up-to-date prior to running the version control for PM 11. Please remember these versions are the minimum required versions. Limited PAGE 5 OF 18

7 If your database versions are up to date, the next step is to run the PM version control and install the PM Version 11 application software. Please proceed to the Pre-Requisites section for your specific Microsoft environment. If your database versions are not up to date, please upgrade your database to the latest version for any product that does not meet the minimum required version. If there are products listed above that do not appear in your database these can be ignored. Matching your Database Version to a Software Release The below list is the minimum pre-requisite database versions required to proceed with the PM version 11 upgrade. Non-Compliance Products Practice Management (version ) Credit Management (version 1.0) Client Relationship Management (version 2.3) Value Billing (version 1.2) Workpaper Management (version 2.3) If you do not have any of the non-compliance applications installed, the upgrade to PM 11 will install the required updates automatically. However, the product will not be available for use until purchased and activated by your APS Consultant. Only the version control from the above Limited PAGE 6 OF 18

8 Software Releases needs to be run, it is not necessary to install the application as well because PM version 11 will do this for you. Please source from APS Support the appropriate version controls to get your database to the correct pre-requisites for any of the product that are not up to the minimum requirements. Compliance Products considered by PM Version 11: Xcede Professional Accounting (version 9.3) AU Corporate Register (version 1.5) The above compliance products have pre-requisite versions that need to be checked before running the version control for PM version 11. Each of these products have an add-in and is integrated into the main Central Console application that needs to be upgraded to work within the console. If you find that your version numbers are out dated on any of these compliance products, you will need to install the Software Releases as well. If you attempt to run the PM version control without meeting the pre-requisite versions, you will receive the relevant warning messages. For example: if you use WM and you are not up to version or higher, you will see the following message if you attempt to run the PM 11 version control. CRM Users The Approver field on Attendees in Events is now a drop-down list of Fee Earners (defaults to the Fee Earner of the Client Partner). Before upgrading to PM 11, Each Partner record MUST be linked to their corresponding Fee Earner, Partners and Fee Earners can be linked through either the Partner or Fee Earner consoles. IMPORTANT! Before upgrading to this release of CRM you must link all Partners to their corresponding Fee Earner and all Fee Earners should be allocated a Partner. Limited PAGE 7 OF 18

9 All Users Pre-requisites Advance Practice Management Version or higher. For AdvanceDocs users, you need to upgrade to pdfdocs. Windows 7, Windows 8.1 or Windows 10, fully patched MS Server 2008R2, 2012 or 2016 (and higher), fully patched (including terminal servers) Microsoft Office 2010, 2013 or 2016.NET Framework Version 4.0 fully patched this is installed by.net MS SQL2008R2, SQL2012, SQL2014 or SQL2016. The compatibility level of the database must be SQL Server 2008 (100) or higher. See the specific section on this subject if you do not know how to verify this. If you wish to determine the version of SQL / SQL Service Pack you are using, use the link below and follow the instructions for your major version of SQL ( If you have a customised invoice file (apinvoice.dll), please keep a copy/backup of this file. If you have a customised receipt file (advrec.dll), please keep a copy/backup of this file. If you have a customised statement file(s), they are called *.rpx, please keep a copy/backup of all of these files. NOTE: It is imperative that you make a backup of these files. The PM version 11 application install will REPLACE these files with the standard application files. We now have a product matrix in place in the User Area of our website to assist the assessment of which versions of Microsoft products are certified with what versions of our different products. Further reference should be made to the APS environment specifications, a copy of which can be downloaded from our product matrix ( Limited PAGE 8 OF 18

10 Accessing Additional Databases If your Practice utilises additional Practice Management database(s) and accesses the software from a sub-folder, you are required to perform the below changes. This is often done to allow users to access a second database, perhaps for Tax purposes. aacentral.exe has been replaced with aacentralapp.exe since PM version 10. If you are already on PM version 10 or higher, skip this section of the documentation. We recommend that you remove aacentral.exe from the second folder in case it is used in error. If the previous aacentral.exe was also set as a shortcut from the desktop, the shortcut will also need to be replaced so that it now points at aacentralapp.exe in the second folder. Microsoft Platforms Windows 8 and Server 2012 or Higher This release provides the necessary support for Windows 8 and Server 2012 or higher. There are two additional packages ( msi) to support the following Outlook Add-ins on Windows 8 and Server 2012 and higher. Outlook Contact Integration Quick Timesheets If you acquire a new desktop with Windows 8 or a new terminal server with Server 2012 and higher and use either of these features, you will need to install the corresponding package (msi). The reason for this is more stringent control over the computer s registry. If you do not use either of these features, you do not need to install these packages. The reason these are not included in the main Practice Management package is that many clients do not wish to use these features within Outlook. If we were to include them, then everyone who does not want to use the feature would have to disable the Add-in within Outlook for every user. There is no change to the functionality of these two features within Advance. If you experience any difficulties with your Outlook Contact Integration or the Quick Timesheet Add-in for Outlook, please contact your system administrator. See Installation instructions for these additional packages in Appendix 2. APS Cloud Applications Pre-requisite If your site is considering implementing any Cloud application offerings, please note the below requirement..net Framework Version installed on the Synchronisation server Limited PAGE 9 OF 18

11 DSN Connections It is very important that your DSN is a SYSTEM DSN and not a USER DSN. It is our published standard and an IT administrators should know the difference. With many more.net content, we need to stress this point. If your connections use a USER DSN, then your connection with.net will fail. It must be a SYSTEM DSN Before You Begin Cloud Synchronisation services APS Cloud users (Web/Mobile timesheets), before proceeding, stop the APS cloud services. These services MUST be stopped before backing up your database to ensure integrity in the database restore point should this be required. These are located on the synchronisation server. For most clients this will be either on their SQL server or the PIQ/BPA server. Database Backup Please BACKUP your database (normally called APS_DSQL) before continuing with this install. The backup is imperative as it can be used as a restore point if any problems arise during the database upgrade. If your Practice utilises additional databases, please ensure each of these is also backed up prior to running a version control against them. Limited PAGE 10 OF 18

12 Upgrade the Database Extracting the Version Control for PM The following process is an administrative function only and must be done from a workstation that has, at least, the runtime version of Microsoft Access installed. Do not proceed unless your database versions are correct. Do not proceed unless you stopped the Cloud synchronisation services. (If applicable) Do not proceed unless all users are logged out of all APS applications. Do not proceed unless a backup of your database has been made. In the instance that the database needs to be restored, any work carried out since the backup cannot be recovered. It is important that all users log off from APS during the backup process and for the duration of the database upgrade. The following steps show where to place the vpm_11.mdb version control file: 1. Locate the vpm_11.mdb file from the extracted version control folder. 2. Copy this file to the folder where Advance PM has been installed. You are now ready to run the version control which will upgrade your database to Version Ensure that there are no users active on the PM system when you run the version control. Running a version control requires an ODBC connection rather than a DSN-less connection. If you attempt to run the version control with a DSN-less connection, you will receive the following error message. In this case, please change your connection to use a system DSN connection. Limited PAGE 11 OF 18

13 Running the Version Control for PM IMPORTANT! DO YOU HAVE A BACKUP OF YOUR DATABASE? IF YOU ANSWERED NO, PLEASE BACKUP YOUR DATABASE NOW! The database upgrade process is only carried out once from a single workstation. It is important that all users exit Advance for the duration of the database upgrade. Please note that an ODBC style connection is the only valid way to run a version control. IMPORTANT! If for some reason you have any issues running the version control, please call the APS Support Team immediately. DO NOT allow any staff to login to APS Practice Management until you have spoken to the APS Support Team. DO NOT re-run the version control. This version control will upgrade your database for Practice Management from version (or higher) to Using Windows Explorer, locate the Adv2000 folder. 2. Locate and double click the vpm_11.mdb to launch the application. 3. Click Start. Limited PAGE 12 OF 18

14 4. Click OK to confirm that you have a CURRENT BACKUP. 5. Once the version control has completed, you will receive a message confirming the upgrade was successful. Click OK. You may now Close the Version Control. Once the vpm_11.mdb version control has successfully been completed, it is not necessary to run it again. NOTE! If at any stage during this process you receive a message like the one below, please stop immediately, take note of the error number, the message and the entry that is in the title bar of the message box. Once noted, click OK, then restore the database from a backup. Before attempting to run the version control again, please contact the APS Support Team for assistance. The version control must be deleted are a new one copied in before attempting to run it again. Limited PAGE 13 OF 18

15 After running the PM version control, the database version will be as below. Cloud Synchronisation services Now that the database has been successfully updated, start the APS Cloud Services (if installed). Release Notes Once you have installed the software successfully, the Practice Management version 11 Release Notes can be found under the Help menu as depicted in the screen shot below. Limited PAGE 14 OF 18

16 Installation Instructions Part 1: Installation of the Application. The installation of the Practice Management version 11 software must be completed on every workstation that uses the APS software. NOTE! For installation of Practice Management version 11 on Terminal Servers, do not follow these procedures. APS encourages the Practice to follow Terminal Server best practices for installing software. 1. Open Windows Explorer and locate your new Advance PM 11 software folder. 2. Locate and double click on APS_PM_V11.msi. 3. Click Next. Limited PAGE 15 OF 18

17 4. Browse to change the software installation location, the Click Next to continue. 5. Click Install to commence the installation. Limited PAGE 16 OF 18

18 6. The installation will progress. 7. Click Finish to complete the installation process. To check that the installation was successful, locate the entry in Add/Remove Programs or Programs and Features, depending on your operating system. Part 2: Terminal Server Users Engineers have various methods of installing software under the Terminal Services environment, therefore, we leave it up to the engineer s discretion on which method to use. APS recommends you log in as Domain Administrator on the Terminal Server and use Add or Remove Programs to complete all our installations and un-installs on terminal servers. Limited PAGE 17 OF 18

19 Part 3: Additional Databases If you run more than one Advance database, they are required to be upgraded to version 11. Copy a fresh version control file for every different database that is required to be upgraded. The version control should be run from within the secondary folders. Please upgrade the main Advance database and install the software, then copy the aacentralapp.exe file from C:\Adv2000 to the additional Advance folders. If you are unsure on how to do this please contact APS Support for assistance. Please note, this is a new file and it is the file to launch when using a second folder. Part 4: Confirming Version Numbers The new version should be: Advance Practice Management Database Version If you find any discrepancies when checking these version numbers please contact the APS support team. Database Versions 1. Log in to Central Login. 2. At the bottom of the application list double click on About Advance. 3. Look for the following lines where the versions for all applications should be displayed: Advance DataTables Database Limited PAGE 18 OF 18