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Workpaper Management Version 3.0 Upgrade Installation Guide

For the Practice IT Administrator

Please read this whole article and ensure that you understand it. If you have any questions, please contact the Reckon Support Team for assistance.
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This article will guide you through running the version control and installation of software for Workpaper Management 3.0. This installation should not be undertaken until the practice manager has assessed the release notes and confirms that it is safe to continue the software installation.

Before You Begin

Cloud Synchronisation services

APS Cloud users (Web/Mobile timesheets), before proceeding, stop the APS cloud services (Reckon APS Cloud Update Service and Reckon 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.
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Refer to Practice Management: Cloud Services F.A.Q.

Database Backup

Please BACKUP your database (normally called APS_DSQL) before continuing with this install.
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The backup is imperative as it can be used as a restore point if any problems arise during the database upgrade.

Prerequisites

Workpaper Management requires Practice Management Version 11 (or higher) and its pre-requisites as listed below.

  • Practice Management Version 11.2.2 with Corrections since Release (Hotfixes available from PM Downloads page on MyAPS)

  • Windows 8.1 and later, all fully patched

  • Office 2013 as a minimum

  • .NET Framework Version 2.0 fully patched

  • .NET Framework Version 4.0 fully patched

  • MS SQL2012 is the minimum tested version

  • MS Server 2012 including 64 bit, fully patched

iManage users please ensure you have also downloaded the hotfixes for PM11.2.2
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XPA users wanting to utilise XPA ó WM integration features require XPA 10.5 with XPA 11.1 preferred with ‘Corrections since Release’ or higher.
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VC users wanting to utilise VC ó WM integration require VC 4.5 or higher.
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Further reference should be made to the APS environment specifications.

Database Version

Practice Management Database Version is 11.2009 (or higher).
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​Do not proceed with this installation unless your database version is set to the correct version.
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Please take into consideration, when scheduling the time to perform your upgrade, that you cannot have PCs on a mixture of application versions.
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To determine whether you are on the correct database versions, proceed with the following steps:

  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 version for PM should be displayed:

Your version numbers may be different to the screenshot below; the ‘Advance DataTables Database’ version required is at least 11.2009.

Upgrade the Database

Part 1: Copying the Version Control

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 a backup of your database has been made.

In the instance that the database needs to be restored, any work that has been carried out since the backup cannot be recovered. It is important that users exit Reckon APS software during the backup process and for the duration of the database upgrade.

  1. Download the software installation from the link in the email received.

  2. Double click on the downloaded file, Workpaper Management v3.0 (2022.03).zip and choose to ‘Unzip”.

  3. Using Windows Explorer locate Workpaper Management v3.0 (2022.03) software folder.

  4. Click on the Version Control folder.
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  5. Copy the ‘vWM_3000.mdb’ file.

  6. Paste this file into the C:\Adv2000 folder on this PC or directory in which Workpaper Management is installed.

Part 2: Running the Version Control

You are now ready to run the version control which will upgrade your Workpaper Management database tables to Version 3.0000. Running a version control requires an ODBC connection rather than a DSN-less connection. Make sure there are no users active on the APS application suite when you run the version control. The database upgrade process is only carried out once from one PC.
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​IMPORTANT!
DO YOU HAVE A BACKUP? IF NOT DO IT NOW
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Do not proceed unless you stopped the Cloud synchronisation services. (If applicable)
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​Note: The database upgrade process is only carried out once and is not required to be run on each PC.
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If for some reason you have any problems with running the version control, please call the Reckon Support Team immediately. DO NOT allow staff back into APS until you have spoken to the Reckon Support Team. NEVER attempt to re-run the Version Control.
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This version control will upgrade your database for WM to version 3.0000.

  1. Using Windows Explorer locate the Adv2000 folder.

  2. Locate and double click on the vWM_3000.mdb.

  3. Click on OK in the popup message that displays the current SQL DB version number for WM. The Version Control screen will open.
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  4. Click Start.

  5. Click OK at the question about having a CURRENT BACKUP (assuming you have taken it).

The final step of the WM Version Control is to upgrade the XPA integration if applicable. The following message box will appear once the WM Version Control has run successfully, click Close.
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This message indicates that the structure is now in place for the WM-XPA integration.
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​Note 1: Non-XPA user - If you do not use XPA then please ignore this message.
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​Note 2: Error while running the version control - If during the version control upgrade process, you get a message like the one below, please stop immediately. Take note of the error number and message and the entry that is in the title bar of the message box. Once noted, click OK, then restore the backup of your database. Before attempting to run any version control again please contact the Reckon Support Team for assistance.


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Note 3: When the version control is already installed - If during the version control upgrade process, you get a message like the one below, showing the current SQL version for the application matches this version control, please stop. This indicates the version control has already been run.
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​Note 4: When pre-requisite is not met - If you attempt to run WM3.0000 version control where your existing Database of XPA does not meet the pre-requisite version number, you will be given a relevant warning message.
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For example: Where XPA9.3 is installed, running WM3.0000 version control will stop, stating that at least XPA10 should be installed to proceed.
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Installation Instructions

Part 1: Installation of Application


The installation of the application must be completed on every PC that runs APS.
This installation of WM will install the software Version 3.0.

  1. Using Windows Explorer locate Workpaper Management v3.0 (2021.08) software folder.

  2. Click on the Software folder.

  3. Click on the Release folder.
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  4. Double click on the ReckonAPS_Workpaper Management.MSI.

  5. The setup wizard Welcome page displays, Click on Next.

  6. Confirm the installation folder. Click Next to continue the install.
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    If C:\Adv2000 is not the correct installation folder, then click the Browse… button to select the correct installation folder location.
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  7. Click Next to start the installation.
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  8. The installation will progress…
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  9. Click Close when the Installation Complete page is displayed.
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Note: ‘Programs and Features’ shows WM3.0 package installed.

Part 2: Terminal Server Users

It is our experience that engineers have various methods of installing software under the Terminal Services environment. Therefore, we leave it to your engineer’s discretion which method is used. Reckon uses Add or Remove Programs (Install Applications/Programs and Features) to complete all our installs and uninstalls.

Part 3: Additional Databases

If you run more than one Reckon APS SQL database that utilises WM these must also be upgraded to Version 3.0.
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Additional databases will each require a clean copy of the Version control to be run on them.
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Please upgrade the main APS database and contact Reckon Support for assistance with additional databases.
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Part 4: Confirming Version Numbers

If you find any discrepancies when checking these version numbers, please contact Reckon Support Team.
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With the increased level of integration between WM and XPA, the database version numbers will differ depending on the version of XPA that your practice uses.
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To determine whether this update is complete, and you are on the correct database and application versions, proceed with the following steps:
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Database Version

  1. Log in to Central Login.

  2. At the bottom of the application list double click on About Advance.

  3. Where XPA 10 or later is installed you should have:
    Advance WM 3.000
    Advance WM-XPA 3.0000

  4. Where XPA is not installed you should have:

    Advance WM 3.0000

    Advance WM-XPA 0.0000

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