APS Practice Management 11.2.2 Installation Guide

Users upgrading from PM9.x

Please refer to Appendix 1 for specific details on upgrading from PM 9.x.

Users upgrading from PM10.x or higher

 Important - If you want to rollout 64bit Office across the firm, we highly recommend it is fully tested in your own environment with all your applications before you roll out the entire firm. Refer to KA-04892 for compatibility with APS Products. 

If you are already a PM11 client, then you will already have met all of the pre-requisites.

• Please read this whole article and ensure that you understand it.  If you have any questions, please contact the APS Support Team for assistance.
• This article will guide you through running the version control and the software installation for Practice Management version 11.2.2. 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 11.2.2 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

• Advance Practice Management Version 9.1.4.1 or higher.
• For AdvanceDocs users, you need to upgrade to pdfDocs.
• Windows 8.1 or Windows 10, fully patched
• MS Server 2012 or 2016 (and higher), fully patched (including terminal servers)
• Microsoft Office 2013, 2016 or 2019
• .NET Framework Version 4.0 fully patched – this is installed by .NET 4.6.1.
• MS 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 (http://support.microsoft.com/kb/321185).

• 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 11.2.2 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.
 

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 8.1 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 (32 bit Office only)

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 the ‘APS PM Outlook Add-in Installation Notes’.

APS Cloud Applications Pre-requisite

If your site is considering implementing any Cloud application offerings, please note the below requirement.

• .NET Framework Version 4.6.1 installed on the Synchronisation server

DSN Connections

It is very important that your DSN is a SYSTEM DSN and not a USER DSN. It is our published standard. 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

This is a link to a knowledge article on 32bit ODBC setup: KA-01195

ODBC 64bit Pre-requisite for 64bit Office

A 64bit ODBC System data source must exist that matches the 32bit ODBC System data source. Without this the version control will not run on a 64bit Office environment.

This is a link to a knowledge article on the setting up of an ODBC System Data Source to run the version control on a 64bit Office environment: KA-04859

Are you ready ?

IMPORTANT message

If you are already a PM V.11 user, then you will have met the criteria listed below.

If you are a new PM user, then you should have met the criteria listed below.

Confirm that your core database version for Advance DataTables Database is 9.1405 or higher. If it is not, you need to get your database version up to date first. 

Software Pre-requisite for 64bit Office

PM11.2.2 or higher must be installed on the machine running the Version Control before the Version Control can be run. See section Installation Instructions below.

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.

A knowledge article has been created showing how to locate the Cloud services - refer to the KA article KA-01215 to locate the cloud service installation.

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.

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 11.2008. 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.

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 9.1.4.1 (or higher) to 11.2008.

1.    Using Windows Explorer, locate the Adv2000 folder.
2.    Locate and double click the vPM_11.mdb to launch the application. 

3.    Click Start.

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 can only be run ONCE, if there is a failure, the version control must be deleted and a new one copied in before attempting to run it again. 

Please highlight 

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 11.2.2 Release Notes can be found under the Help menu as depicted in the screen shot below. 

Part 1: Installation of the Application.

The installation of the Practice Management version 11.2.2 software must be completed on every workstation that uses the APS software.

This install of Practice Management will install the software up to Version 11.2.2. 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.

If your practice is using a DSN connection, please ensure the DSN setup is configured correctly on all workstations / servers where the application is installed. Refer to KA-01195

Refer to KA-04892 for office 64bit compatibility information.

  NOTE! - For installation of Practice Management version 11.2.2 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 11.2.2 software folder.

2.    Locate and double click on APS_PM_V11.msi.

3.    Click Next

4.    Browse to change the software installation location, the Click Next to continue.

5.    Click Install to commence the installation.

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.

Part 3: Additional Databases

If you run more than one Advance database, they are required to be upgraded to version 11.2.2.

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 11.2009.

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 11.2009’.

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 11.2.2 is SQL 2012.

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 11.2.2. Please remember these versions are the minimum required versions.

If your database versions are up to date, the next step is to run the PM version control and install the PM Version 11.2.2 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 11.2.2 upgrade.

Non-Compliance Products

If you do not have any of the non-compliance applications installed, the upgrade to PM 11.2.2 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 Software Releases needs to be run, it is not necessary to install the application as well because PM version 11.2.2 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 11.2.2:

The above compliance products have pre-requisite versions that need to be checked before running the version control for PM version 11.2.2. 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 outdated 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 2.3000 or higher, you will see the following message if you attempt to run the PM 11.2.2 version control.