1 Installation and Configuration: Getting Started Upgrading to CounterPoint Overview This document provides instructions for upgrading your data to CounterPoint from earlier versions of SYNCHRONICS software (including Point-of-Sale Plus) and from other accounting software vendors, including Great Plains Accounting and RealWorld. Upgrading data Data from earlier versions of Synchronics software and accounting data from other vendors can be upgraded for use with CounterPoint by following the steps in this section. These steps should be followed for each company you upgrade. Prior to performing the upgrade, you should review Setting Up CounterPoint for CounterPoint setup information. Step 1 Install CounterPoint. WARNING: During the installation, you are asked to specify the CounterPoint directory. You must choose a unique directory for CounterPoint. Don t use the directory where the prior version of your software is located. Installing CounterPoint: See the CounterPoint Installation Guide for more information. Step 2 Register CounterPoint. Registering CounterPoint: See Registering CounterPoint for more information. Step 3 Create a company in CounterPoint for the company you want to upgrade, using File Utilities / Special / System / Create new company. Creating a company: See Creating a Company for more information. Step 4 Activate the company that will receive the upgraded data files by pressing F2 after creating the company, or by using System / Switch company.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 2 Step 5 Define the CounterPoint Company file, using Setup / System / Company. Entering Company file information: See Company for more information. Step 6 Define the user ID that you used to enter the software, using Setup / System / Users. Defining a user: See Users for more information. Step 7 Define calendars for this year, last year, and the prior year (using Setup / System / Calendars) if you are upgrading SYNCHRONICS invoice history for those years. Defining calendars: See Calendars for more information. Step 8 Define the Inventory Control file, using Setup / Inventory / Control. Entering Inventory control information: See Inventory Control for more information. Step 9 Define the account code(s) to use for the upgrade, using Setup / Inventory / Account codes. Defining account codes: See Account Codes for more information. Step 10 Define your inventory locations, using Setup / Inventory / Locations. Defining locations: See Locations & Location Groups for more information. Step 11 Define the Point of Sale Control file, using Setup / Point of Sale / Control. Entering Point of Sale control information: See Finance Charge Codes for more information. Step 12 Using Setup / Point of Sale / Stores / Stores, define the store that you specified as Store number for this location in Setup / Point of Sale / Control. Defining a store: See Statement Groups for more information.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 3 Step 13 Define the Customers Control file, using Setup / Customers / Control. Entering Customers control information: See Overview of Rentals Setup for more information. Step 14 If you are using the Receivables Option in CounterPoint, define your finance charge codes using Setup / Customers / Finance charge codes. Defining finance charge codes: See Finance Charge Codes for more information. Step 15 Define the customer tax code(s) to use for the upgrade of your stores and customers, using Setup / Customers / Tax codes. Defining customer tax codes: See Customer Tax Codes for more information. Step 16 Specify and describe the data files to upgrade using File Utilities / Upgrade / Define. This step allows you to specify the prior version of software, data file format, company ID, and package(s) to upgrade. Defining the upgrade: See the Defining the upgrade section on page 5 for more information. Step 17 Verify that the files are properly defined and prepared for upgrade using File Utilities / Upgrade / Verify. This step performs a trial run of the upgrade in order to determine in advance if the upgrade will be successful. If problems are encountered, you are notified so that you can make any necessary changes before beginning the actual upgrade. The verify process locates, opens, and attempts to read all of the data files to upgrade. Errors are written to the log file called SYSTEM.LOG (or groupname.log) in the toplevel CounterPoint directory. The verify process allows you to set up and verify the upgrade on a separate computer system. You may then take a copy of the file SYUPGF.DAT to the live site, copy it to the SYDATA directory for the company to upgrade, and immediately run the actual upgrade. You can also use the verify process at a live site for practice. Verifying the upgrade: See the Verifying/performing the upgrade section on page 17 for more information. Step 18 Make a backup of the CounterPoint data files for the company to upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 4 Step 19 Perform the upgrade using File Utilities / Upgrade / Perform. This step upgrades your data files for use with CounterPoint. NOTE: Any errors encountered are reported in SYSTEM.LOG (or groupname.log) in the CounterPoint top-level directory. Performing the upgrade: See the Verifying/performing the upgrade section on page 17 for more information. Step 20 Build monthly history using File Utilities / Upgrade / Build history. If you defined your upgrade to use Invoice history and PTD/YTD history, you should also choose to build monthly history. This step creates monthly history using the ticket history data that was upgraded through File Utilities / Upgrade / Perform. Building monthly history: See the Building monthly history section on page 19 for more information. Step 21 Recalculate item quantities using File Utilities / Special / Inventory / Recalc item quantities. Recalculating item quantities: See Recalculating item quantities in File Utilities for more information. Step 22 Recalculate customer unposted balances using File Utilities / Special / Customers / Recalc cust unposted bal. Recalculating customer unposted balances: See Recalculating customer unposted balances in File Utilities for more information. Step 23 If you upgraded any Accounts Receivables information, age your customer accounts in order to correctly set current customer balances. Step 24 Review the upgraded data. Step 25 Backup the upgraded CounterPoint data files, ensuring that you keep copies of both the original and upgraded files. Step 26 Define any information in CounterPoint that was not upgraded, using the steps outlined in Setting Up CounterPoint as a guide
Installation and Configuration: Getting Started - Upgrading to CounterPoint 5 Defining the upgrade Select File Utilities / Upgrade / Define. 1. Upgrade from From the selection window, select which accounting package to upgrade. When an accounting package has an existing definition on file, (Defined) appears next to that package in this pop-up window. When an existing definition is displayed, press F3 to delete this definition. 2. Version From the selection window, select the software version from which you are upgrading. 3. File format If you are defining a Great Plains upgrade, this field defaults to Btrieve, and cannot be changed. If you are defining an upgrade from RealWorld or SYNCHRONICS Version 5.0, this field defaults to Export, and cannot be changed. From the selection window, select the file format of the data files to upgrade. For most upgrades, you should use the file format of the prior version (Btrieve, Micro Focus, etc.). If you are crossing operating systems (e.g., Unix to Windows) during the upgrade, however, you must use the export (ASCII text) file format. 4. Company ID Enter the company ID that was used in the prior version for the data files to upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 6 Defining packages to upgrade For each package selection listed, specify whether to include this selection in the upgrade by selecting Yes or No. Group Enter a group ID (optional). NOTE: When you use a group ID, details of the upgrade are written to a file with the same name as the group and an extension of.log. A summary entry is also written to SYSTEM.LOG. When you actually perform the upgrade, you can specify a particular group ID to process. This enables you to use multiple computers to upgrade large amounts of data, processing a different group on each machine simultaneously. You can also upgrade one group at a time, initially upgrading only the data required to get the software up and running, then later upgrading large files like invoice history. Path for data files Enter the full path where the prior data files are located (e.g., C:\SYN65\IC00).
Installation and Configuration: Getting Started - Upgrading to CounterPoint 7 Defining options for upgrading from Synchronics This screen appears if you selected to upgrade from a prior version of SYNCHRONICS software. 1. Location for Central Enter the CounterPoint location ID that corresponds to the Central warehouse in the prior version. 2. Profit center for locations (Not applicable) displays if you are not using sub-accounts in CounterPoint. Enter the profit center to use as the default for each upgraded location. 3. Default account code for items Enter the default account code to use for each upgraded item. NOTE: The account code entered here must already have been defined using Setup / Inventory / Account codes. During the upgrade, each item s account code is assigned based on finding an existing account code with Inventory account, Sales account, Expense account, Return account, and profit center matching the upgraded item. If no matching account code is found, the system attempts to assign an account code that matches just the four account numbers (not the profit center). If a match is still not found, the default account code entered here is assigned.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 8 4. Upgrade Class/season to Select to move Class and Season entries for each item to the first set of user-defined attributes that are defined in Setup / Inventory / Control or to move Class and Season entries to the second set of user-defined attributes. If you don t want to upgrade Class and Season entries, leave <blank> for None. If you enter select the first set of user-defined attributes, the fields from the prior version will be upgraded to the second set of user-defined attributes in CounterPoint. Otherwise, they will be upgraded to the first set. 5. Miscellaneous item type Select: Non-inventory Service To upgrade all prior version miscellaneous items to a CounterPoint item type of Non-inventory To upgrade to an item type of Service NOTE: Miscellaneous items in prior versions began with an asterisk (*). In CounterPoint, an asterisk has no meaning. 6. Create vendor items from items? Specify whether to create a vendor item for each item, based on the vendor specified in the item record by selecting Yes or No. If you answer Yes, each item record is checked to determine whether a vendor is specified. If a vendor exists, a vendor item record is created with the following information obtained from the item record: Item number Description Purchase unit Min order quantity Lead time Current cost (prior version s Replacement cost) If the purchase unit matches one of the alternate units for the item, the purchase unit s conversion factor (# of alternate units per purchasing unit) is copied to the vendor item record. If a conversion factor cannot be found, 1.00000 is used. WARNING: Answer No if you are upgrading the vendor item file from Purchasing Plus. 7. Default tax code for stores Enter the tax code to use as the default for each upgraded store. NOTE: The tax code entered here must already have been defined using Setup / Customers / Tax codes. 8. Store for invoice history Enter the store number to assign to any upgraded invoice history record that lacks a store number (such as O/E invoice history records).
Installation and Configuration: Getting Started - Upgrading to CounterPoint 9 9. Register for invoice history Enter the register number to assign to any upgraded invoice history record that lacks a register number (such as O/E invoice history records). 10. Create monthly history from Select: Invoice history and PTD/YTD PTD/YTD only To use both invoice history and PTD/YTD figures to build monthly history To use only PTD/YTD figures Leave <blank> for None, if you don t want to build monthly history. If you intend to use File Utilities / Upgrade / Build history to build monthly history from upgraded invoice history, answer I to use both invoice history and PTD/YTD figures. If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly history from PTD/YTD figures. Item monthly history is left blank in anticipation that you would later use Build history to build monthly history for items from the recently upgraded invoice history. WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build history, because figures would be doubled for some history types. For example, if you answer PTD/YTD only, the upgrade would build monthly history for both vendors and items, placing PTD figures in the current month, and placing YTD figures (less the PTD amount) in the previous month. If you then used Build history after performing the upgrade, item history would be built from invoice history, which would result in some figures being doubled. 11. Set receivers to vouchered? Specify whether to mark all upgraded receivers as vouchered by selecting Yes or No. You should answer Yes if you have already paid your vendors for receivings so that you don t need to voucher any of them to Accounts Payable from CounterPoint. When received P.O. history is upgraded, each receiving will be marked as being vouchered. If you want any unvouchered receivings to show up as unvouchered in CounterPoint, you should answer No. 12. Terms code discount acct-# (Not applicable) displays if the Receivables Option is not registered. Enter the discount account number to assign to all upgraded customer terms codes. 13. Finance charge code acct-# (Not applicable) displays if the Receivables Option is not registered. Enter the account number to assign to all upgraded finance charge codes. 14. Non-miscellaneous customer type (Not applicable) displays if the Receivables Option is not registered.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 10 Select: A/R charge To upgrade non-miscellaneous customers as A/R charge customers Cash To upgrade non-miscellaneous customers as Cash customers All miscellaneous customers are upgraded as miscellaneous cash customers. 15. A/R acct-# for customers This field appears only for upgrades from SYNCHRONICS Version 5.0. (Not applicable) displays if the Receivables Option is not registered. Enter the A/R account number to assign to upgraded A/R charge customers. 16. Order Entry store number Enter the store number to assign to all upgraded orders. 17. Get O/E line profit centers from Select: Headers Lines To use profit centers from the O/E Header file as the profit center for all lines on all upgraded orders To use profit centers from the O/E Line file as the profit center for all lines on all upgraded orders Defining options for upgrading from Point-of-Sale Plus Defining options for upgrading from Point-of-Sale Plus This screen appears if you selected to upgrade from Point-of-Sale Plus.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 11 1. Main location Enter the CounterPoint location to assign to the upgraded data. 2. Default account code for items Enter the default account code to use for each upgraded item. NOTE: The account code entered here must already have been defined using Setup / Inventory / Account codes. During the upgrade, each item s account code is assigned based on finding an existing account code with Inventory, Sales, Expense, and Return accounts matching the upgraded item. If a matching account code is found, this account code is assigned to the item. Otherwise, the default account code entered here is assigned. 3. Default commission code for items Enter the default commission code to use for each upgraded item. NOTE: The commission code entered here must already have been defined using Setup / Inventory / Commission codes. During the upgrade, each item s commission code is assigned based on finding an existing commission code with a percent that matches the upgraded item. If a matching commission code is found, that commission code is assigned to the item. Otherwise, the default commission code entered here is assigned. 4. Store for management history Enter the store number to assign to upgraded drawer management history. Invoice and ticket history was not retained in Point of Sale Plus. This information is required for monthly history in CounterPoint, so no monthly history will be available for information upgraded from Point of Sale Plus. 5. Customer type (Not applicable) displays if the Receivables Option is not registered. Select: A/R charge Cash To upgrade all customers as A/R charge customers To upgrade all customers as Cash customers 6. A/R acct-# for customers (Not applicable) displays if the Receivables Option is not registered. Enter the A/R account number to assign to upgraded A/R charge customers. 7. Terms code for customers (Not applicable) displays if the Receivables Option is not registered. Enter the terms code to assign to upgraded A/R charge customers.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 12 8. Finance charge code for customers (Not applicable) displays if the Receivables Option is not registered. Enter the finance charge code to assign to upgraded A/R charge customers. Defining options for upgrading from Great Plains Accounting This screen appears if you selected to upgrade from Great Plains Accounting. 1. Profit center for locations (Not applicable) displays if you are not using sub-accounts in CounterPoint. Enter the profit center to use as the default for each upgraded location. 2. Default account code for items Enter the default account code to use for each upgraded item. NOTE: The account code entered here must already have been defined using Setup / Inventory / Account codes. During the upgrade, each item s account code is assigned based on finding an existing account code with Inventory, Sales, Expense, and Return accounts matching the upgraded item. If a matching account code is found, this account code is assigned to the item. Otherwise, the default account code entered here is assigned. 3. Create vendor items from items? Specify whether to create a vendor item for each item, based on the vendor specified in the item record.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 13 If you answer Yes, each item record is checked to determine whether a vendor is specified. If a vendor exists, a vendor item record is created with the following information obtained from the item record: Item number Description Purchase unit Min order quantity Lead time Current cost (prior version s Replacement cost) If the purchase unit matches one of the alternate units for the item, the purchase unit s conversion factor (# of alternate units per purchasing unit) is copied to the vendor item record. If a conversion factor cannot be found, 1.00000 is used. 4. Create monthly history from Select: Invoice history and PTD/YTD PTD/YTD only To use both invoice history and PTD/YTD figures to build monthly history To use only PTD/YTD figures Leave <blank> if you don t want to build monthly history. If you intend to use File Utilities / Upgrade / Build history, answer I to use both invoice history and PTD/YTD figures. If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly history from PTD/YTD figures. Item monthly history is left blank in anticipation that you would later use Build history to build monthly history for items from the recently upgraded invoice history. WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build history, because figures would be doubled for some history types. For example, if you answer PTD/YTD only, the upgrade would build monthly history for both vendors and items, placing PTD figures in the current month, and placing YTD figures (less the PTD amount) in the previous month. If you then used Build history after performing the upgrade, item history would be built from invoice history, which would result in some figures being doubled. 5. Customer type (Not applicable) displays if the Receivables Option is not registered. Select: A/R charge Cash To upgrade all customers as A/R charge customers To upgrade all customers as Cash customers 6. A/R acct-# for customers (Not applicable) displays if the Receivables Option is not registered. Enter the A/R account number to assign to upgraded A/R charge customers
Installation and Configuration: Getting Started - Upgrading to CounterPoint 14 7. Finance charge code for customers (Not applicable) displays if the Receivables Option is not registered. Enter the finance charge code to assign to upgraded A/R charge customers 8. Terms code discount acct-# (Not applicable) displays if the Receivables Option is not registered. Defining options for upgrading from RealWorld This screen appears if you selected to upgrade from RealWorld. 1. Location for Central Enter the CounterPoint location ID that corresponds to the Central warehouse in the prior version. 2. Profit center for locations (Not applicable) displays if you are not using sub-accounts in CounterPoint. Enter the profit center to use as the default for each upgraded location. 3. Account code for items Enter the default account code to use for each upgraded item. NOTE: The account code entered here must already have been defined using Setup / Inventory / Account codes.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 15 During the upgrade, each item s account code is assigned based on finding an existing account code with Inventory, Sales, Expense, and Return accounts matching the upgraded item. If a matching account code is found, this account code is assigned to the item. Otherwise, the account code entered here is assigned. The fields that must match are listed below: V6.5 Item field CounterPoint Account Code field Inventory acct # B/S Inventory Sales acct # Expense acct # Cr-memo acct # Sales Cost of goods sold Cost of goods rtrn 4. Miscellaneous item type Select: Non-inventory Service To upgrade all prior version miscellaneous items to a CounterPoint item type of Non-inventory To upgrade all prior version miscellaneous items to an item type of Service NOTE: Miscellaneous items in prior versions began with an asterisk (*). In CounterPoint, an asterisk has no meaning. 5. Create vendor items from items? Specify whether to create a vendor item for each item, based on the vendor specified in the item record by selecting Yes or No. If you answer Yes, each item record is checked to determine whether a vendor is specified. If a vendor exists, a vendor item record is created with the following information obtained from the item record: Item number Description Purchase unit Min order quantity Lead time Current cost (prior version s Replacement cost) If the purchase unit matches one of the alternate units for the item, the purchase unit s conversion factor (# of alternate units per purchasing unit) is copied to the vendor item record. If a conversion factor cannot be found, 1.00000 is used. WARNING: Answer No if you are upgrading the Vendor Item file from Purchase Order. 9. Store for invoice history Enter the store number to assign to any upgraded invoice history record that lacks a store number (such as O/E invoice history records). 10. Register for invoice history Enter the register number to assign to any upgraded invoice history record that lacks a register number (such as O/E invoice history records).
Installation and Configuration: Getting Started - Upgrading to CounterPoint 16 11. Create monthly history from Select: Invoice history and PTD/YTD PTD/YTD only To use both invoice history and PTD/YTD figures to build monthly history To use only PTD/YTD figures Leave <blank> if you don t want to build monthly history. If you intend to use File Utilities / Upgrade / Build history, answer I to use both invoice history and PTD/YTD figures. If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly history from PTD/YTD figures. Item monthly history is left blank in anticipation that you would later use Build history to build monthly history for items from the recently upgraded invoice history. WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build history, because figures would be doubled for some history types. WARNING: For example, if you answer PTD/YTD only, the upgrade would build monthly history for both vendors and items, placing PTD figures in the current month, and placing YTD figures (less the PTD amount) in the previous month. If you then used Build history after performing the upgrade, item history would be built from invoice history, which would result in some figures being doubled. 9. Finance charge code for customers (Not applicable) displays if the Receivables Option is not registered. Enter the finance charge code to assign to upgraded A/R charge customers. 10. Terms code discount acct-# (Not applicable) displays if the Receivables Option is not registered. Enter the discount account number to assign to all upgraded terms codes. 11. Finance charge code acct-# (Not applicable) displays if the Receivables Option is not registered. Enter the account number to assign to all upgraded finance charge codes. 12. Non-miscellaneous customer type (Not applicable) displays if the Receivables Option is not registered. Select: A/R charge To upgrade non-miscellaneous customers as A/R charge customers Cash To upgrade non-miscellaneous customers as Cash customers All miscellaneous customers are upgraded as miscellaneous cash customers. 13. A/R acct-# for customers This field appears only for upgrades from RealWorld Version 5.0. (Not applicable) displays if the Receivables Option is not registered.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 17 Enter the A/R account number to assign to upgraded A/R charge customers. 14. Order Entry store number Enter the store number to assign to upgraded Order Entry orders. 15. Get O/E line profit centers from Select: Headers Lines To use profit centers from the O/E Header file as the profit center for all lines on all upgraded orders To use profit centers from the O/E Line file as the profit center for all lines on all upgraded orders Defining options for upgrading from StoreKare For information on upgrading from StoreKare, refer to StoreKare Upgrade located in the PDF directory below your top level CounterPoint directory. Verifying/performing the upgrade Select File Utilities / Upgrade / Verify to verify the upgrade. Or select File Utilities / Upgrade / Perform to perform the upgrade. Group ID to upgrade Enter the group ID from the upgrade definition, to verify/upgrade only those selections assigned this group ID. Press F1 for All, to verify/upgrade all selections.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 18 You may initiate the upgrade for different group ID s at multiple workstations concurrently in order to complete the upgrade more quickly. Replace existing data? Specify whether to replace existing data records with upgraded data by selecting Yes or No. WARNING: If you answer Yes, any existing matching data records will be overwritten. Regardless of how you answer this question, if you have already upgraded or entered any data, you will end up with a combination of old and new data. Are you sure? This question appears after you answer No to Any change? Specify whether to continue with this verify/upgrade by selecting Yes or No. If you answer Yes, the verify/upgrade process begins. The verify process checks to ensure that each data file needed for the upgrade exists in the proper format in the specified location. The upgrade process actually performs the upgrade. A screen appears showing you the verification or upgrade activity. Results and problems are logged to a file called SYSTEM.LOG in the top-level CounterPoint directory. If you specified a particular group ID (instead of All), a summary entry for the group ID is logged to SYSTEM.LOG, and the details of that entry are logged to a file with the same name as the group ID and an extension of.log. When the verification process is complete, you are informed whether you may proceed with the upgrade, or whether to check SYSTEM.LOG for problems that must be resolved before performing the upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 19 Building monthly history Select File Utilities / Upgrade / Build history. This menu selection processes every document in ticket history, attempting to recreate the ticket and to complete the ticket information. For example, information on each line item s category and sub-category are filled in using existing values for the item, along with each item s weight, whether it s eligible for food stamps, etc. All tickets that fall within the current year s calendar (specified in Setup / System / Company) or in either of the prior two defined calendar years are processed into monthly history. Monthly history is created by simulating the posting of tickets. Monthly history is built in this manner for the items, categories, customers, stores, registers, etc. that are affected by the posting of a ticket. To obtain the proper results from this function: You should have answered Invoice history and PTD/YTD to Create monthly history from in the upgrade definition You should run Build history prior to posting any new tickets within Point of Sale NOTE: Build history doesn t update other forms of history, such as the purchasing history for a vendor. It only updates the monthly history directly related to end of day processing. NOTE: Monthly history data can be built for up to three calendars: this year, last year, and year before last. Data cannot be built for any calendar that isn t defined, or for any year that precedes or follows the current century (as specified in Setup / System / Company.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 20 WARNING: If you upgrade from an earlier version of Synchronics software and answered Invoice history and PTD/YTD to Create monthly history from in the upgrade definition, but don t actually build monthly history until a later time, any monthly history for new ticket history created after the upgrade will be doubled. For this reason, you should build monthly history before beginning to use your CounterPoint system. Building monthly history at a later time Building monthly history can take a long time, depending on the size of your upgraded Ticket History files. If you want to postpone building monthly history until a later time, make a backup copy of the upgraded ticket history files (SAHDRF and SALINF), then initialize the ticket history file. Any new tickets that you enter will be retained in this new history file. When you are ready to build monthly history, you should follow these steps exactly: Step Step 1 Step 2 Step 3 Step 4 Step 5 Description Export the new ticket history files (SAHDRF and SALINF) Copy the backups of the upgraded ticket history files back into your Sales History data file directory Use File Utilities / Upgrade / Build history to build monthly history from your upgraded ticket history files Use File Utilities / Sales History, 3. Restore from an export file to restore the new ticket history data from export, specifying to add it to the existing data Make a backup of the Ticket History and Monthly History files. Additional notes for upgrades Notes for upgrading from Synchronics Inventory Plus The leading asterisk (*) on miscellaneous items is never removed. All items are upgraded as Active. All items are upgraded with Food stamp? set to No. The last non-blank address line for each warehouse is moved into city, state, and zip code for the upgraded location. The minimum taxable amount is set to zero for all upgraded item tax codes. Item categories and sub-categories are created automatically by the upgrade process. The description for each category is set to the category name. Existing categories are never replaced by the upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 21 CounterPoint maintains LIFO/FIFO layers by location, which was not supported in earlier versions of SYNCHRONICS software. When you upgrade LIFO/FIFO data from earlier versions of Synchronics software, the upgrade process allocates the layers to locations so that only positive layers are assigned to a location that has positive quantity on-hand, and negative layers are only assigned to locations with negative quantity on-hand. Any remaining unassigned layers are allocated to the location specified in the upgrade definition as the replacement for Central, or to the first location found with the appropriate quantity on-hand (positive or negative). A layer may be split between two locations, or more than one layer may be allocated to a single location. The resulting layer records in CounterPoint contain the same total quantity as the layers being upgraded, but may not match the quantities upgraded to the inventory (or location) records. NOTE: After upgrading LIFO/FIFO data, you must use File Utilities / Special / Inventory / Recalculate inventory quantities in order to synchronize the layers with the inventory records. This utility will either create layers as needed, or adjust the inventory records to match the layers. Point of Sale The Invoice History file must be located in the P/S directory. The Ship-to Address file must be located in the P/S directory. Upgraded paycodes are set to pay code type Cash, A/R charge, Credit card, or Check, as appropriate. User passwords are not upgraded to CounterPoint due to a different encryption technique. Numeric users are upgraded without leading zeroes (e.g., User 001 from an earlier version will upgrade as User 1). User authorizations that are new in CounterPoint are set as follows: CounterPoint authorization Set to Void current ticket? Void tickets? (from prior version ) Change customers? Add customers? (from prior version ) Edit ticket lines? Yes The following fields are truncated by the upgrade: Field Original length Truncated length Ship-to address line 3 30 25 Ship-to address line 4 30 25 Purchasing Plus If you are upgrading Purchasing Plus information, the Purchasing Plus Vendor file must be located in the P/A directory. If you are upgrading Purchasing Plus, don t upgrade RealWorld Accounts Payable. Purchases YTD for each vendor are copied into the Ordered, Received, and Vouchered figures for the current month in CounterPoint monthly history.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 22 Receivables Plus The leading asterisk (*) on miscellaneous customers is never removed. After upgrading Receivables Plus information, you must age your customers in CounterPoint to correctly set the customer balances. (See Aging Customers Accounts for more information.) Proximo terms codes with negative due days upgrade with a Cutoff date of End of month. Tax code freight and miscellaneous charges are added into the monthly history miscellaneous amount. Tax code monthly history for the normal tax amount is copied from the A/R tax code tax amount. When upgrading sales reps, if a user with the same ID already exists in CounterPoint, Point of Sale user? for that user is set to Yes. Profile fields are always upgraded as alphanumeric fields. Customer categories are created automatically by the upgrade process. The description for each category is set to the category name. Existing categories are never replaced by the upgrade. Miscellaneous customers are always upgraded with a Type of Misc cash. Each customer s current balance is used for Highest balance. Statement groups are created automatically by the upgrade process. The description for each statement group is set to the group ID. Existing statement groups are never replaced by the upgrade. Credit hold is set to None for all customers. Allow checks? is set to Yes for all customers. Numeric sales reps are upgraded without leading zeroes (e.g., Sales Rep 001 from an earlier version will upgrade as Sales Rep 1). Order Entry Plus In order to upgrade ship-to addresses or invoice history, you must select to upgrade PS Setup and History files, even if you have never used Point of Sale. (O/E and P/S shared these files, and they may be upgraded only through a P/S upgrade). If line item discounts exist on upgraded orders, the extended price after the upgrade may differ by several cents. CounterPoint calculates a new unit price that includes the discount and rounds that price to 2 decimals. Order comments are upgraded into the CounterPoint Notes file with a note ID of COMMENTS. All line items are assumed to be taxable and discountable when updating header totals. The weight entered on order headers is upgraded into both order and to-ship totals Any records of cash received on an order are discarded.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 23 Labels All custom format data fields are mapped to the corresponding CounterPoint fields. All address-3 fields in the Custom Format file are mapped to the CounterPoint City field. Non-existent fields are dropped in the Custom Format file. Note dates in the Custom Format file are converted to a note ID of the eight digit date plus eight zeros (time). Item receiving tags are converted to Item on P.O. tags. All upgraded tags are assigned the location that is specified as This location in Setup / Inventory / Control. Timecards Timecards data is not upgraded. Version 5.0 Data can only be upgraded from export files. Only single-section tickets, holds, and orders are upgraded to CounterPoint. You should use File Utilities / Special / Inventory / Rebuild item keywords and File Utilities / Special / Customers / Rebuild customer keywords after upgrading to create item and customer keywords. Warranty dates cannot be upgraded from V5.0 Order Entry Plus. Instead, the upgrade will set the warranty fields in the CounterPoint OE Serial file based on the V5.0 Warrant from invoice date field. Version 6.5.2 GPS Specific G/L account mappings are not upgraded. These must be re-entered manually. In the Customer Codes file, the following field is truncated: Field Original length Truncated length Tax code 6 5 In the Received History and Purchase Transaction files, the following fields are truncated: Field Original length Truncated length Vendor name 30 25 Vendor address 1 30 25 Vendor address 2 30 25 Vendor address 3 20 15
Installation and Configuration: Getting Started - Upgrading to CounterPoint 24 In the Purchase Transaction file, the following additional fields are truncated: Field Original length Truncated length Drop-ship name 30 25 Drop-ship address 2 38 25 Drop-shop address 3 - city 20 15 In the Point of Sale EDC Transaction file, the following field is truncated: Field Original length Truncated length Customer name 30 25 In the Point of Sale Ticket Header file, the ship-to number is not upgraded due to incompatible data types. In addition, the following fields are truncated: Field Original length Truncated length Customer name 30 25 Customer address 1 30 25 Customer address 2 30 25 Ship-to name 30 25 Ship-to address 2 38 25 Ship-to address 3 - city 20 15 Apply-to number 11 10 Notes for upgrading from Great Plains Accounting Accounts Receivable Data files are upgraded as follows: From GPS file ARARAM Setup data SLSMAS Sales reps CUSMAS Customers SHIPTO Ship-to addresses AROPEN Open items ARHIST History/ closed items To CP File ARCODF Ship-via and Terms codes SYUSRF Add or set sales rep flag ARCUSF Customers ARSHPF Ship-to addresses SAMOHF Monthly history ARCODF Categories and Statement groups ARSHPF Ship-to addresses AROPNF Open items ARCLSF Closed items
Installation and Configuration: Getting Started - Upgrading to CounterPoint 25 Commissions due are not upgraded. Customer notes are not upgraded. The only customer upgraded with a customer type of Misc-cash is the CASH customer. Although GPA customers have A/R account numbers, these account number can t be upgraded reliably. The A/R account number defined in the upgrade setup is used for all upgraded A/R charge customers. Up to 10 each terms codes and ship-via codes are taken from the AR setup file. The code used is the number without leading zeros. The default ship-to (if there is one) is taken from the customer record. All other shipto s are numbered sequentially starting with 1 and taken from the ship-to address file. AR open item types (and AR history/closed items) are upgraded as follows: GPS doc type CounterPoint doc type 1 = sale (invoice) I = invoice 2 = scheduled sale D = debit memo 3 = credit/return C = credit memo 4 = finance charge F = finance charge 6 = debit memo D = debit memo 7 = service/repair D = debit memo 8 = warranty D = debit memo 9 = payment P = payment 10 = balance brought forward B = balance brought foward 11 = sale (invoice) - history I = invoice 12 = scheduled sale - history D = debit memo 13 = credit/return - history C = credit memo 14 = finance charge - history F = finance charge 15 = waived finance charge C = credit memo 16 = debit memo - history D = debit memo 17 = service/repair - history D = debit memo 18 = warranty - history D = debit memo 19 = payment - history P = payment 20 = balance brought fwd - history B = balance brought forward 21 = discount taken - history D = debit memo 22 = cash paid out - history C = credit memo 23 = write off - history D = debit memo
Installation and Configuration: Getting Started - Upgrading to CounterPoint 26 Address and name fields are truncated the same as in the upgrade from Synchronics V6.5.2 GPS. (See the reference to Version 6.5.2 GPS on page 23.) Monthly history for sales reps and customers is created. GPA tax schedules are not upgraded. No credit credit limit is upgraded to 0 credit limit. Accounts Payable AP upgrade is not necessary because only the vendor file would be included. Vendors can be brought into CounterPoint using System / Accounting interface / Update vendors. Customers When upgrading from GPS, if your customer numbers have leading zeros they are removed in the upgrade to CounterPoint. For example, if you have customer #123 and customer #0123, both customers will become #123 in CounterPoint. When upgrading from GPA V9, UPSZONE is upgraded into the Shipping zone field in CounterPoint s Customer file. This field may be truncated by 1 character during the upgrade. Inventory All IV file groups must be upgraded by the same workstation at the same time because a work file is used to correctly distribute information from GPS files into CounterPoint files. Data files are upgraded as follows: From GPS file INVMAS Items IVPLVL Item price levels ITMLOC Item locations BRKDWN Component breakdown SERIAL Serial numbers IVVITM Vendor items TRXHIS Transaction history To CounterPoint File IMITMF Items IMVITF Vendor items IMCODF Cat, Sub cat, and User defined attributes IMITMF Items IMINVF Inventory IMLOCF Locations IMKITF Kits IMSERF Serial file IMVITF Vendor items IMIVHF Inventory history If you were not using GPS multi-location, CounterPoint inventory records can t be created. In this case, you must use Inventory / Inventory / Copy in CounterPoint to create inventory records. GPS user-defined fields are upgraded to CounterPoint user-defined fields.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 27 GPS IV doesn t have any PTD/YTD data for inventory items, so no monthly history is created. Kits are upgraded as simple kits. Transfer history transactions are upgraded as adjustments. You should use File Utilities / Special / Inventory / Rebuild item keywords and File Utilities / Special / Customers / Rebuild customer keywords after upgrading to create item and customer keywords. GPS pricing levels are upgraded to stocking and alternate units with up to the first six prices. If no pricing levels are defined, only list price is upgraded to price-1. GPS advanced prices (customer specific prices) are not upgraded. For Version 8 IV, items can be lot-controlled and/or serialized. If an item is both, lotcontrolled takes precedence. Notes for upgrading from Point-of-Sale Plus The following files are upgraded: IM Items UIITMF PS Users PS Tickets PS History UKUSRF UKDLYF UKHISF AR Customers UCVFIL AR Open items UCVACT AP Vendors UCVFIL GL Accounts UCHART EDC transactions are not upgraded. You should use File Utilities / Special / Inventory / Rebuild item keywords and/or File Utilities / Special / Customers / Rebuild customer keywords after upgrading. No data for stores, registers, drawers, or devices is upgraded. You should define CounterPoint registers with the same numbers as the PSP drawers. You should also set up the same pay codes. PSP customers and vendors don t have visible numbers. Instead, they have hidden numbers that were assigned starting with 99999 and counting down from there. CounterPoint customer and vendor numbers are set by translating these hidden numbers. For example, 99999 in PSP becomes 1 in CounterPoint, 99998 in PSP becomes 2 in CounterPoint, and so forth. Average cost is used for standard cost. List, better, and best prices are upgraded to price-1, price-2, and price-3. Better and best price qty and customer type breaks are not upgraded. All customer credit limits are set to Unlimited. The balance method for all A/R charge customers is set to Bal forward.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 28 Open items do upgrade to CounterPoint. However, you must age the customer before a balance appears in the customer record. The tax code, customer category, and statement group fields upgrade to CounterPoint, but **Not on file *** displays to the right of the entry. You must define the actual tax codes, customer categories, and statement groups manually, using the Setup / Customers menu. User authorizations that don t match are upgraded as follows: PSP authorization CounterPoint authorization Read register? Use register readings? Change prices? Below minimum prices? Accept returns? Accept returns? Allow pay-in/out? Allow pay-in/out? Allow no-sale? Void tickets? Void tickets? Void current ticket? Unlock register? Unlock registers? Use no-tax? Override tax? Add customers? Change customers? Override credit limit? Override commissions? The CounterPoint user authorization Edit ticket lines? is set to Yes for all users. Only single-section tickets, holds, and orders are upgraded to CounterPoint. Commissions on tickets are not upgraded. Vendor items cannot be created from items because the vendor number is not stored in the item record. Vendor assignments to particular items are not upgraded. The Walk-in customer was not on file in PSP. Therefore, a data record is not available to upgrade. Any order or hold ticket for the Walk-in customer will not upgrade properly. You receive the message Customer not on file when you attempt to bring up the order or hold ticket. The Notes field for an item is not upgraded. Notes for upgrading from RealWorld Inventory Control The leading asterisk (*) on miscellaneous items is never removed. All items are upgraded as Active. All items are upgraded with Food stamp? set to No.
Installation and Configuration: Getting Started - Upgrading to CounterPoint 29 The last non-blank address line for each warehouse is moved into city, state, and zip code for the upgraded location. The minimum taxable amount is set to zero for all upgraded item tax codes. Item categories and sub-categories are created automatically by the upgrade process. The description for each category is set to the category name. Existing categories are never replaced by the upgrade. CounterPoint maintains LIFO/FIFO layers by location, which is not supported by RealWorld software. When you upgrade LIFO/FIFO data from RealWorld, the upgrade process allocates the layers to a location (See the reference to LIFO/FIFO on page 21.) Accounts Receivable The leading asterisk (*) on miscellaneous customers is never removed. After upgrading Accounts Receivable information, you must age your customers in CounterPoint to correctly set the customer balances (See Aging Customers Accounts for more information.) Proximo terms codes with negative due days upgrade with a Cutoff date of End of month. Tax code freight and miscellaneous charges are added into the monthly history miscellaneous amount. Tax code monthly history for the normal tax amount is copied from the A/R tax code tax amount. When upgrading sales reps, if a user with the same ID already exists in CounterPoint, Point of Sale user? for that user is set to Yes. Profile fields are always upgraded as alphanumeric fields. Customer categories are created automatically by the upgrade process. The description for each category is set to the category name. Existing categories are never replaced by the upgrade. Miscellaneous customers are always upgraded with a Type of Misc cash. Each customer s current balance is used for Highest balance. Statement groups are created automatically by the upgrade process. The description for each statement group is set to the group ID. Existing statement groups are never replaced by the upgrade. Credit hold is set to None for all customers. Allow checks? is set to Yes for all customers. Numeric sales reps are upgraded without leading zeroes (e.g., Sales Rep 001 from an earlier version will upgrade as Sales Rep 1). Accounts Payable If you are upgrading Synchronics Purchasing Plus information, don t upgrade RealWorld Accounts Payable information. If you are upgrading Accounts Payable information, the Accounts Payable Vendor file must be located in the A/P directory.