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update_from_dos

SUMMARY

Here is a list of things that should be done to a DOS data set after it is updated to version 5.35. Please look at Routines to run after upgrade to 5.41.0.23 or greater at the bottom of this article for steps after upgrade to 5.41.0.23 or later. (See table of contents for a quick link)

REQUIREMENTS

These instructions need to be performed by a technician or a very skilled technical user. If you are not this person then please contact Windward Technical Support.

THE PROCESS

  1. Run a query to change all transaction lines with GL codes < 4 characters in length to GL account 0000. Afterwards clients should go to account 0000 and fix the transactions that have posted to account 0000.
  2. Run toolbox routines to fix the starting journal entries on Bills and Invoices. You can also run the Fix Bookmonth Date routine on invoices (optional). You will need to make sure your A/R clearing and A/P clearing accounts exist first. You can use 2990, and 2995 for these 2 accounts. You will also need to set the minimum book month back to the first month that exists in the financial years section.
  3. Run an integrity check with only the “Check Activity” option selected. We will do a full integrity check after finished these initial steps.
  4. Perform a fix proof on all months as described in article KB517
  5. Create Historical Tax rates. Any errors will make a large mess in Integrity checks. To be done by customers, may need training or assistance from support.
  6. Perform a complete integrity check and clean up any integrity errors. This step must be done by the client. If this job is ever too great of a task they may want to consider doing a system restart. WARNING: not cleaning up integrity problems can make it impossible to reconcile some of your GL accounts. A good practice would be to make sure all integrity problems have been fixed before your month end.

REFERENCES

query for fixing GL codes < 4 digits: Take a look at the second query as well, the query will let you view what the accounts numbers were before you updated them.

update "Trandata" set Account = '0000' where length(Account) < 4
select * from "Trandata" where length(Account) < 4

These queries are needed for fixing departments errors if customer is no longer running departments: Please note that if you log into the data set with codes that have departments enabled you can run the move departments routine to perform a more thorough fix.

update "Trandata" set department = 0 where department > 0
update "Transact" set Department = 0 where department > 0
update "ARPyment" set Department = 0 where department > 0
update "Invoice" set Department = 0 where department > 0
update "Bill" set Department = 0 where department > 0
update "Cheque" set Department = 0 where department > 0

Query for Deleting Ledger numbers that are less than 4 digits:

delete from "Ledger" where length(AccNO) < 4

Additional Routines to consider

  • Clear Back Orders on Invoices
  • Run a Fix Balance errors on all GL accounts
  • Compare The Trial balance, Aged AR, Aged AP, Inventory Value, and perform reconciliations (Inventory, Cash Clearing, Bank, AR, and AP)Links: inventory_reconciliation, accounts_receivable_reconciliation, cash_clearing_reconciliation, Bank_Rec
  • Foreign currency setup. Please review foreign currency setting in the new system to make sure it is completely setup. This only applies if you were using Foreign Currency in DOS. You will have problems if it is left partially set up.
  • If you are doing a restart on a large data set it might require you to manually clear out some files before you perform the restart in the new version. Here are a list of files that need to be deleted for a restart. Manual DOS Restart
  • Run toolbox routine to cleanup invoice date errors: Invoice Routines > Fix Book months on range of invoices > Set all book months to month of Invoice date. Then run the 2 routines displayed (Change invoice book months based on invoice date, and Change Payment book months based on payment date).

Routines to run after upgrade to 5.41.0.23 or greater

It is important to note that after 5.35 all users must make sure they upgrade to at least 5.41.0.23 due to some stock control issues. At that time here are some additional steps that need to be taken: In order to properly correct these issues there are a number of Toolbox routines that need to be run after applying the latest release update.

After updating to Version 5.41.0.23 the following Toolbox Routines need to be run to correct existing data problems.

In the Toolbox, under

Inventory Routines > Stock Control Routines

Run the following four routines:

  • Fix PO Received
  • Fix PO Stock
  • Fix PO Stock Records
  • Recalculate Invoice Oversold (Enter the date of the original conversion from 5.35.8 or earlier version)
  • Verify Non-countable Received Quantities
  • Fix Returned Serials
  • Remove Serialized Stock

If Department Transfers and Serial Numbers are in use

  • Fix Transferred Serials
  • Rebuild Transfer Stock Records

Look in the data folder for a file called ‘stockconvert-detail-YYYYMMDD-HHMM.txt’ the Date and Time of the data original conversion are embedded in the file name.

Once completed, I suggest that you also run the Inventory and Purchases > Inventory > Inventory Reports > Inventory Integrity

Report with the following additional item checked:

Fix Inventory Stock Quantities

The ‘Fix Inventory Stock Quantities’ item will recalculate the Stock quantities for all inventory now that the toolbox routines have corrected the stock records.

update_from_dos.txt · Last modified: 2008/05/23 16:42 (16 years ago) by cliff