For the Practice I.T. Administrator
⚠️Important: We no longer use a Version Control file to update the APS Database. This is one of the biggest changes to the Upgrade Process. This has been replaced with a database schema update executed by the APS Central application. This only runs once on the first connection from an Application Machine.
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 the software installation for Practice Management version 11.4. 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, , 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 11.4 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.
All Users
Pre-requisites (minimum supported versions)
Windows 10 or higher, fully patched
MS Server 2022 or higher, fully patched (including terminal servers)
Microsoft Office 2019 or higher, refer to Practice Management: APS Compatibility with 64- bit office for office 64-bit compatibility.
.NET Framework Version 4.0 fully patched: this is installed by .NET 4.6.2.
MS SQL2022 or higher. The compatibility level of the database must be SQL Server 2008 (100) or higher.
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 http://support.microsoft.com/kb/321185.
📌Note: We test against the current and one prior version of Windows and SQL servers versions. However, products under Microsoft Extended Support will be compatible since no version-specific Windows or SQL features have been changed.
Preparation
⚠️Warning: It is imperative that you make a backup of these files. The Practice Management version 11.4 application install will REPLACE these files with the standard application files.
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.
For APS environment specifications, refer to our Platform matrix.
Upgrade Process
Steps to upgrade:
Stop Cloud Services (if applicable).
Backup your database.
Installation of the Application.
Upgrade database.
Accessing Additional Databases
Confirm version numbers.
Start Cloud Services (if applicable).
Part 1: Cloud Synchronisation services
APS Cloud users (Web timesheets, Contacts+, Workflow), before proceeding, stop the APS cloud services (APS Cloud Update Service and APS Cloud Scheduling Service). 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. Please remember to start the APS Cloud services once you finished the installation.
Part 2: Database Backup
BACKUP your database (usually named APS_DSQL) before continuing with this install.
⚠️Important: The backup is imperative as it can be used as a restore point if any problems arise during the database upgrade.
Part 3: Installation of the Application
Desktop
The installation of the Practice Management version 11.4 software must be completed on every workstation that uses the APS software.
This install of Practice Management will install the software up to Version 11.4. it will install over the top of any prior Practice Management release.
Please make sure you have a backup of custom invoice, receipt and statement files before installing this new package.
Terminal Servers
APS recommends that practices apply standard Terminal Server software installation best practices when deploying the application.
As installation methods can vary across Terminal Services environments, the approach used is at the discretion of your IT engineer. However, APS recommends logging on to the Terminal Server as a Domain Administrator and using Add or Remove Programs to perform all APS software installations and uninstallations.
If your practice uses additional databases, ensure that each database is fully backed up before running the installation updates against them.
Follow the below installation instructions:
Open Windows Explorer and locate your new Advance PM 11.4 software folder.
Locate and double click on APS_PM_V11.4.73.msi.
Click Next .
3. Browse to change the software installation location, click Next to continue.
4. Click Install to commence the installation.
6. Click Finish to complete the installation process.
To confirm a successful installation, check for the application in Add/Remove Programs or Programs and Features, depending on your operating system version.
Part 4: Upgrade the Database
To upgrade the Database open “Central” applications, the first user to start Central will be prompted to Upgrade the Database.
Please ensure this person is a Database Administrator for the APS database to ensure there are no security restrictions in place.
When opening Central the user will be prompted to update the database.
Upgrade Options:
Upgrade: Upgrades the database to the latest version.
Continue without Upgrade: Continues using APS without updating the database to match the software (NOT RECOMMENDED).
Part 5: 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.
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.
Note: Additional Databases
If you run more than one Advance database, they are required to be upgraded to version 11.4.
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 6: Confirm Version Numbers
The new version should be:
Advance® Practice Management Database Version 11.4002 or higher.
If you find any discrepancies when checking these version numbers please contact the APS support team.
Database Versions
Log in to Central Login.
Scroll to the bottom of the application list double click on About Advance.
3. Find the following lines, which display the installed version of each application:
Advance® DataTables Database 11.4002
Part 7: 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 11.4 Release Notes can be found under the Help menu as depicted in the screen shot below.