Upgrade Guide 5.

4PFWUG740 09/05
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The Sage Software logo and the Sage Software product and service names mentioned
herein are registered trademarks or trademarks of Sage Software, Inc. or its affiliated
entities. Platinum is a registered trademark licensed from Platinum Technology
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 Table of Contents
Chapter 1: Introducing Sage PFW 5.4 . . . . . . . . . . . . . . . . .1
What’s New in 5.4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Global Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Financial Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Process Manufacturing Features . . . . . . . . . . . . . . . . . . . . . . .8
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Recap of 5.3, 5.2, 5.11, and 5.1 Features . . . . . . . . . . . . . . . . . . .14
Version 5.3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Global Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Platinum for Windows Features . . . . . . . . . . . . . . . . . . . . . .18
BatchMasterPFW Features . . . . . . . . . . . . . . . . . . . . . . . . . .20
Version 5.2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Version 5.11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Version 5.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Chapter 2: Sage PFW Installation Procedures . . . . . . . . . . 43
Financial/Distribution Applications . . . . . . . . . . . . . . . . . . . . . . .44
Pre-installation Procedures . . . . . . . . . . . . . . . . . . . . . . . . . .44
Installation Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Upgrading from 5.x to Sage PFW 5.4 . . . . . . . . . . . . . . . . . .49
Process Manufacturing Applications . . . . . . . . . . . . . . . . . . . . . .51
Pre-Installation Procedures . . . . . . . . . . . . . . . . . . . . . . . . . .51
Installation Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Upgrading BMPFW 5.0x to Sage PFW 5.4 . . . . . . . . . . . . .54
Chapter 3: Installation Instructions . . . . . . . . . . . . . . . . . . 57
Server Installation of Sage PFW and Pervasive.SQL . . . . . . . . . .59
Product Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
Installing Sage PFW on the Client Workstation . . . . . . . . . . . . . .67
Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Installing Pervasive.SQL Client and the Sage PFW Client . .68
Files Updated by Sage PFW Installation . . . . . . . . . . . . . . . .75
Sage PFW on the Desktop 76
Installing MDAC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
Installing Adobe Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
How to Install Adobe Reader . . . . . . . . . . . . . . . . . . . . . . . .78
Post Installation for All Versions . . . . . . . . . . . . . . . . . . . . . . . . .80

I
 Additional Steps When Installing to a New Drive . . . . . . . . 80
Defining the Process Application Server (PAS) . . . . . . . . . 83
Next Step . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Chapter 4: Automatic Data Conversion . . . . . . . . . . . . . . . 87
Automatic Data Conversion Wizards . . . . . . . . . . . . . . . . . . . . . 89
Sage PFW Menu Upgrade Wizard . . . . . . . . . . . . . . . . . . . . 89
Understanding the Automatic Data Conversion Wizard . . . 92
How to Run Auto Data Conversion . . . . . . . . . . . . . . . . . . . 95
Security Data Conversion Wizard . . . . . . . . . . . . . . . . . . . . 97
Post Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Registering Sage PFW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Registration Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Special Considerations for Registering General Ledger . . 108
Configuring the System . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Reading the README Files . . . . . . . . . . . . . . . . . . . . . . . 109
Chapter 5: Before Processing in Version 5.4 . . . . . . . . . . 111
BatchMasterPFW and PFW 5.0x . . . . . . . . . . . . . . . . . . . . . . . . 112
Reviewing Your Current Settings . . . . . . . . . . . . . . . . . . . 112
Generating Reports and Forms . . . . . . . . . . . . . . . . . . . . . . 113
Special Considerations for Inventory Reports . . . . . . . . . . 115
General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Defining Masks and Auto Numbering . . . . . . . . . . . . . . . . 118
Establishing Cash Accounts . . . . . . . . . . . . . . . . . . . . . . . . 120
Posting by User ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Reconfiguring Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Refreshing Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Customizing Business Desktop . . . . . . . . . . . . . . . . . . . . . 125
Converting Custom Crystal Reports to version 10 . . . . . . . 125
Crystal Report Template Files . . . . . . . . . . . . . . . . . . . . . . 126
PFW 5.1x, 5.2, 5.3, and BMPFW 5.3 . . . . . . . . . . . . . . . . . . . . 127
Converting Custom Crystal Reports to version 10 . . . . . . . 128
Appendix A: Upgrade Checklist . . . . . . . . . . . . . . . . . . . 131
Upgrade Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Appendix B: Crystal Reports and Sage PFW 5.4 . . . . . . 141

II
 Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142
Appendix C: Preserving CWB Changes . . . . . . . . . . . . .145
Upgrading Customizations and Translations . . . . . . . . . . . . . . .146
Preserving Customizations in CWB . . . . . . . . . . . . . . . . . .147
Preserving CWB Translations . . . . . . . . . . . . . . . . . . . . . . .149
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Sage PFW Product Registration Form . . . . . . . . . . . . . . . .155

III
IV
 Preface

Preface

Overview
Introduction Welcome to Sage PFW ERP, version 5.4. Sage PFW is
comprised of financial, distribution, and process
manufacturing applications.

About this guide This guide is intended for users upgrading from Platinum for
Windows 5.x and greater plus version 5.02 and greater of
BatchMasterPFW (BMPFW) to Sage PFW 5.4.

This guide provides the following:

• Features included in Sage PFW 5.4

• Pre-installation information
• Installation procedures
• Data conversion requirements
• Post-installation information

In this section This section provides information on the following topics:

Topic Page
Compatibility Information ii
Sage PFW 5.4 Documentation Set iv

Upgrade Guide Version 5.4 i

Preface

Compatibility Information

Overview
Introduction This section discusses the compatibility and upgrade path for
Sage PFW 5.4.

Upgrade Path The following table illustrates the installation path you must
follow to upgrade your current version of Platinum for
Windows/BMPFW to version 5.4.

If your
Use this BMPFW Use this PFW upgrade
current
upgrade path... path...
version is

5.0 5.02 to 5.4 5.4

5.01 5.4 5.4
5.02 5.4 5.4
5.1 n/a 5.4
5.11 n/a 5.4
5.2 n/a 5.4
5.3 5.4 5.4

If your version is not listed, refer to the Upgrade Guide

Addendum.

Associated product Many other products interface to Sage PFW 5.4. The following
compatibility table displays the products and their compatible versions.

Product Version
Abra 7.4
Abra Link 5.1
AuditMaster 6.1*
Crystal Reports v10

ii Upgrade Guide Version 5.4

 Preface

Product Version
FAS 2005.1
FAS Universal Link 5.3
FRx 6.7 (R03)*
Pervasive.SQL V8.1
Premier Budgeting and 5.2
Advanced Allocations
StarShip 9.0*

*Version number subject to change.

Documentation of The additional procedures for upgrading PFD 4.1a thru 4.6 or
incremental any of the pre-Platinum for Windows 5.x versions (PFW 4.1
upgrades thru 4.8a), are discussed in the Upgrade Guide Addendum.
Additionally, if you are upgrading from any version of
BatchMasterPFW, other than 5.02, the instructions are also
included in the Upgrade Guide Addendum.

This addendum is available on the Platinum for Windows 4.8a

or Sage PFW 5.4 installation CD for you to view online using
Adobe Reader. The file is:

\\PLATINUM\PFWRES\MASTER\UPGRDADD.PDF

Note: If you do not have Adobe Reader installed, you may

install it from the \\PLATINUM\ACRCLIEN\ directory on the
installation CD. Refer to “Installing Adobe Reader” on
page 78 for instructions on installing Adobe Reader.

Upgrade Guide Version 5.4 iii

Preface

Sage PFW 5.4 Documentation Set

Hardcopy Your Sage PFW kit contains the following hardcopy user’s
guides:

• System Management
• Upgrade Guide 5.4

These are also provided online and are accessible from the
User’s Guide option on the Sage PFW Help menu.

The System Management User’s Guide contains registration

instructions, your software license agreement, and support/
maintenance information.

This guide contains the steps required to upgrade to the new

version of Sage PFW. It provides detailed steps and
requirements for BatchMasterPFW and PFW applications.

Online guides The following Sage PFW documents are provided online for
the installed applications and all are accessible from the PFW
Help menu except the Upgrade Guide 5.4:

System Basics Production

System Manager Formula
Accounts Payable Costing
Purchase Order Inventory Pro
Accounts Receivable Purchasing Pro
Sales Order Order Entry Pro
Bank Book Laboratory
General Ledger - Standard MRP
Edition
Inventory MSDS

iv Upgrade Guide Version 5.4

 Preface

Multi-Currency Labeling
Premier Financial Business Insights
Applications
Project Costing

README files Readme files for the Sage PFW applications are provided
online from the Sage PFW Help menu. You should read these
files before you configure Sage PFW 5.4.

You may also open the README files by opening the

following file on the installation CD:

\\PLATINUM\PFWRES\MASTER\DDMASTER.HLP

Miscellaneous The following documents are also provided online as

online documents selections from the Other Online Documents option on the
Sage PFW Help menu:

• Database Reference Guide for version 5.4

• Partner Services Directory (third-party directory) HTML
link to the web.

Upgrade Guide Version 5.4 v

Preface

vi Upgrade Guide Version 5.4

Chapter 1
Introducing Sage PFW 5.4

Introducing Sage PFW 5.4 Chapter 1

Overview
Introduction This chapter provides an overview of the changes and
enhancements made in Sage PFW 5.4.

In addition to the enhancements that follow, many Problem

Tracking Reports (PTRs) were addressed in this release. You
can view the fixed PTRs on Sage Software Online.

Language Preservation of language translation is not covered in this

translation Upgrade Guide. See your Sage Business Partner or Authorized
Consultant regarding translation preservation issues.

In this section This section contains the following topics:

Topic Page
What’s New in 5.4 2
System Requirements 11
Recap of 5.3, 5.2, 5.11, and 5.1 Features 14

Upgrade Guide Version 5.4 1

CHAPTER 1 Introducing Sage PFW 5.4

What’s New in 5.4

Overview
Description This section discusses new features available in the 5.4 release
of Sage PFW. The global features are available for all
applications; financial, distribution, and process
manufacturing.

Global Features
Re-branding In order to better align our North American operations with
The Sage Group plc, our global parent company, Best Software
is becoming Sage Software. For more than 25 years, Sage
Software has been helping small and mid-size businesses by
providing integrated software solutions that are flexible and
affordable. They are built to meet the needs, challenges, and
dreams of companies and organizations like yours. But as your
business evolves, so do we. Be assured then, that even though
our name is changing our focus is as it has always been -
providing our customers with innovative solutions and world-
class support.

The corporate name change presented the perfect opportunity

to give our product a new name that reflects the entire ERP
solution, Sage PFW 100 ERP. Since the purchase of
BatchMasterPFW, in February 2002, the applications have
been fully integrated to provide a complete financial and
process manufacturing solution. With the 5.4 release, these two
suites of applications are now called by one name, Sage PFW
100 ERP.

New Install Wizard The installation wizard has changed and so have the steps you
can use to install. Here are some of the changes:

• CWB is now a part of installation

• Launcher provides access to all facets of installation,
including Adobe Reader, Sage PFW client and server, and
the Upgrade Guide.

2 Upgrade Guide Version 5.4

 What’s New in 5.4

Context Launcher The ability to quickly and efficiently open related menu items
Inquiries for Customer Keys and Vendor Keys from the context menu
was introduced via the Context Launcher in version 5.3. This
powerful functionality has been expanded to allow you to
quickly inquire on Customer or Vendor information and, now
you can access related menu options for Item Keys as well.
The Context Launcher allows you to access Customer/Vendor
Profile information and Customer Statement details much
faster. Detailed billing, aging, transaction, and history
information is just a few clicks away.

For example, if you are entering an invoice and you need to see
information on a past invoice, you would simply right click on
the customer key and select the Customer Profile Report
option. The Customer Key that is active in Invoice Entry will
automatically pass to the Customer Profile Report Parameter
screen, and once you select process you can view the details
for that specific customer

Sales History information, available balances, Serial/Lot

details, and much more is now also just a right-click away! The
new Item Key Context Launcher provides several related tasks
and is available in most screens that include an Item Key. You
can use the right-click to view the following information for an
item.

Financial/Distribution applications
Item Master file maintenance
Item Location file maintenance
Vendor Item file maintenance
Transaction Entry
Availability Report
Serial/Lot Availability Report
Sales History Report
Vendor Item Listing

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CHAPTER 1 Introducing Sage PFW 5.4

Process Manufacturing applications

Item Entry
QC Results Entry
Customer Item Keys file maintenance
Availability Report
Lot Availability Report
Sales History Report
Material Usage Report
Item Production Report
Vendor Item Listing
Vendor Lead Time/Quote

Business Insights Business Insights consolidates critical information and enables

single click access to analytical and collaborative tools.
Information is easily accessible and can be displayed in a
variety of graphs and tables. This graphical presentation makes
it possible to interpret large amounts of data and quickly
identify business patterns and exceptions. We are pleased to
offer two new insights for process manufacturing applications,
Sales Analysis and Daily Order Summary. Both are also
available for the financial applications.

The Sales Analysis Performance Indicator (PI) provides a

multitude of views on past sales to assist in accurately
identifying the customers, salespeople and items that drive the
most revenue. This powerful tool also allows you to determine
seasonal or recurring trends in your business. With this
information, you can improve vendor and customer relations
based on volumes, costs and profitability.

The Daily Order Summary provides a synopsis of orders over

the user defined number of days. Know, every day, the number
of orders entered, the average dollars per order, the total dollars
per day, and more!

4 Upgrade Guide Version 5.4

 What’s New in 5.4

Quick Print Save time by quickly printing documents from directly within
Documents the entry screen. The Quick Print feature will let you print a
form for the currently selected document via a Print button in
the following Document Entry screens:
• AR Invoice Entry
• AR Credit Memo Entry
• PO Purchase Order Entry
• OE Sales Order Entry
• PU Purchase Order Entry
• PU Return Entry
• OR Sales Order Entry
• OR Return Entry

Improved All parameter screens have been redesigned to incorporate the

Efficiency for the View List and the parameters onto one screen. This reduces the
Parameter Screens number of keystrokes necessary to create and run reports,
listings, many utilities, and print/posting menu items. Users
can now get to the information they need faster! We have also
added a new button that allows you to quickly repeat the
beginning range field!

Additionally, from within the View List, a new search tool is

available. This search allows you to quickly locate a pre-saved
parameter by entering all or a portion of the description and
pressing the Find button.

DSN Creation The server based DSN creation is now automated within Sage
PFW, through the Company Setup Wizard. The Company
Setup wizard automatically creates a DSN on the server where
the company data files are located. This occurs when you
create a new company or modify an existing company.
Additionally, the upcoming Customer Insights application and
selected future features will use the Pervasive Relational
Engine to access the company database.

Customization In addition to converting the CWB to 32-bit, it now has an

Work Bench updated look and supports all Windows color schemes. We’ve
also made several modifications to improve usability and
efficiency in the CWB components. The foremost

Upgrade Guide Version 5.4 5

CHAPTER 1 Introducing Sage PFW 5.4

improvement is in how you add columns to lookups – now the

Column Properties screen is a single screen and it defaults with
the defined properties of the field. This promotes consistency
in the field definitions within the lookup. Also, the Lookup
Editor now uses the 32-bit version of the lookup server, so you
can view exactly what the lookup will look like in size and
format. The Lookup Compare Utility is now available directly
from the Lookup Editor, via the new Compare button.

Multi-task while performing translations and save time! The

Language Editor now allows multiple instances of itself,
allowing translators to view / translate different language files
at the same time.

The new Find/Find Next functionality in the Component

Browser will simplify locating entries in the list.

Queue Repair Queue Repair now allows you to select multiple users or
multiple queues to be repaired using standard Windows SHIFT
or CTRL key selection functionality.

Enhanced e-mail With this release, the distribution format has been changed to a
Distribution .pdf file, so the report can not be modified. You will no longer
need to open your report in the Crystal Viewer and export it to
a .pdf format. With this release you can take advantage of the
distribution tab and be confident that the report is in a format
anyone can read.

Business Objects This release of Sage PFW now utilizes version 10 of Crystal
Crystal Reports Reports. When using the new version of the Crystal 10 Report
Version 10 Designer, you can dock the Field Explorer, making it easier to
work on reports and see the formulas and fields at the same
time. Plus the Report Explorer lets you see which fields and
formulas have already been inserted in the report, and in what
section.

In version 10 the search functionality now searches any sub-

report as well as the main report, making finding data in large
reports more efficient.

6 Upgrade Guide Version 5.4

 What’s New in 5.4

Merged DDF Files You no longer need to manage two sets of Data Dictionary
Files! Version 5.4 contains only one set of DDF files which
includes both PFW and BatchMasterPFW data file definitions.

The DDF merge affects BatchMasterPFW custom reports and

any customizations that use our DDF files, as the
BatchMasterPFW tables with common PFW tables have been
changed to use the field names of the associated PFW tables. If
there are field name changes in a table, you will find the new
and old table definitions side-by-side in the Database
Reference Guide.

The merge eliminates confusion over which DDF files you

need and saves you time in future upgrades.

New Design for the The Database Reference Guide has also been redesigned. The
Database Reference new file is broken down into two sections, the first section
Guide provides a summary of changes made to the DDFs. The second
section still provides complete index and field detail.

Financial Features
Bank Book Sage PFW currently offers the ability to print and post batches
Enhancements of transactions by User ID; however, the functionality was not
previously available in Bank Book. Due to the overwhelming
request for this feature it has been added to the Bank Book
application. In Bank Book you can now Post Journal Entries
by User ID and print a Journal Entry Listing by User ID.

AR - Void Posted Save time and reduce errors when processing NSF checks. We
Receipts have added a Void Posted Receipt utility capable of voiding
any posted cash receipt, including those applied on account or
those posted to history. Plus, you can eliminate the overhead
associated with processing returned checks by charging bank
fees and/or additional customer fees, if they apply. Once a
receipt is voided, the invoice will be automatically re-
activated.

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CHAPTER 1 Introducing Sage PFW 5.4

Sales Order Pre- This release of Sage PFW will save you time when processing
payment pre-payments entered in Sales Order Entry. You are no longer
required to manually apply the on-account pre-payment entries
to the appropriate posted invoices. The Print and Post Invoices
posting program will now automatically apply the ONACT
payments to invoices being created.

Enhanced A new column token, Line Item Detail Apply Date, has been
Spreadsheet Import added to the Spreadsheet Import Utility. This token is optional
and allows you to save time when you are importing a Journal
Batch with several different Line Item Detail Apply Dates.
Simply define the new token and the line item detail apply
dates entered in the column will be automatically assigned
during the import to the General Ledger.

Process Manufacturing Features

Universal Notes and Your need to access critical information directly from Sage
Attachments PFW inspired the Universal Notes and Attachments feature
released in version 5.2. Now process manufacturing users can
take advantage of this powerful feature for both Items and
Formulas. Save time by having vital details, such as item
specifications, formula secrets, and other valuable information
at your fingertips.

The Universal Notes and Attachments feature has been added

for Item Keys in the Item Entry document entry screen and to
the Item Master file maintenance screen. The Formula Entry,
Product Cost Analysis, and Physical Properties Analysis
document entry screens will support the entry of Universal
Notes and Attachments for Formula Keys. Notes and
Attachments defined for Item and Formula keys will be
viewable in lookup windows defined for these keys. Action
notes will be displayed for Item and Formula Keys in any entry
screen in which they can be used.

Expanded Template The Template feature allows you to define multiple views, as
Availability well as define object properties and behaviors. Templates are
now available in Formula Entry.

8 Upgrade Guide Version 5.4

 What’s New in 5.4

By designing Templates, you can;

• Enhance user security by adding field level security

• Control work flow by restricting entry to fields specific to
your business
• Ease the data entry process by limiting the number of tabs
and fields that a user must visit
• Create screens that are specific to your business processes
• Select the desired lookup for the fields found in Formula
Entry.

Formula Approval We are pleased to introduce a new Formula Approval process.

This feature adds security to the Formulas application by
allowing you to require formulas to be approved before they
can be used in Production and other areas. Plus, formulas can
not be modified once they are approved. This feature is
optional and can be activated at a company level.

Enhanced Multi- Currently in the process manufacturing applications, all prices

Currency Pricing are expressed in one currency, the Home currency, and are
subsequently converted to the Customer’s Natural currency
based on the exchange rate of the date of the transaction,
making it difficult to quote an exact price to a customer whose
currency differs from Home currency. To address this issue, in
version 5.4 the Pricing tables are modified to support
expressing a Base Price as well as Price Break information in a
customer’s Natural currency rather than your Home currency.

The changes made to version 5.4 are specifically designed to

support expressing prices in Natural currencies in order to
insulate pricing from currency fluctuations.

Lot Recall Report A new report has been added to the Production application to
support the FDA requirements for the BioTerrorism Act of
2002. The Lot Recall Report is capable of reporting customer
information for all products sold for which the selected item
and lot was a raw material, either directly, or indirectly through
intermediate production.

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CHAPTER 1 Introducing Sage PFW 5.4

In addition, the new report is capable of going the other way

and reporting vendor information. The report is capable of
identifying the vendor supplying the ingredients of the selected
lot, as well as reporting the vendor supplying the ingredients of
the intermediate product batches.

10 Upgrade Guide Version 5.4

 System Requirements

System Requirements

Overview
Introduction The recommended system configuration is as follows.

Network File Server Due to the increased number of users that rely on Citrix and
declining customers on Novell Netware, Sage PFW 5.4 will be
certified on Citrix. We will no longer be certifying Sage PFW
on Novell Netware.

Network Operating Systems

Windows 2000 Server, Windows 2003 Server, Citrix
Metaframe XP, using Terminal Server Services, or Red Hat
Enterprise Linux ES Basic Edition (Kernel Version 2.4 or
above).

Windows Servers Minimum Hardware Requirements

• 500 MHz Pentium processor
• 512 MB RAM minimum
• 1 GB or greater free hard disk space
• Monitor: VGA
• 32-bit NIC

Software Recommendation
• Microsoft Access 2002

Hardware Recommendation
• 1.8 GHz Pentium processor
• 1 GB RAM
• 1 GB or greater free hard disk space
• Monitor: VGA
• 32-bit NIC

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CHAPTER 1 Introducing Sage PFW 5.4

Citrix Metaframe Minimum Hardware Requirements

XP with Feature Operating Systems: Windows 2000 Server (SP4 or later with
Release 2 Server Terminal Services (Application Mode)), Windows 2003 Server
Enterprise Edition (Application Mode)

• 1.8 GHz or more Pentium processor

• 512 MB RAM
• 128 MB additional RAM for each additional client session
• 5 GB or more free hard disk space
• 2 GB free hard disk space for each additional client session

Hardware Recommendation
• 1.8 GHz or more Pentium processor
• 1 GB RAM
• 256 MB RAM for each additional client session
• 5 GB or more free hard disk space
• 2 GB free hard disk space for each additional client session

Client Workstations Operating Systems

and Process Windows 2000 Professional (SP4 or later), or Windows XP
Applications Professional (SP1a or later). Note that if you are using a PAS,
Servers it is not supported concurrently on a client machine or on the
Sage PFW Server.

These requirements are valid for clients connected to a Citrix

Metaframe XP server.

Minimum Hardware Requirements

• 500 MHz Pentium processor
• 256 MB RAM Minimum
• 500 MB free hard disk space
• Monitor: VGA
• CD-ROM drive (one per network)
• 32-bit NIC

Software Recommendation
• Microsoft Access 2002

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 System Requirements

Hardware Recommendation
• 1.8 GHz Pentium processor
• 512 MB RAM minimum
• 2 GB or greater free hard disk space
• Monitor: VGA
• 32-bit NIC

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Recap of 5.3, 5.2, 5.11, and 5.1 Features

Overview
Description The following section discusses the features added to the Sage
PFW financial and distribution applications in the past four
releases.

This section contains the following topics:

Topic Page
Version 5.3 15
Version 5.2 25
Version 5.11 31
Version 5.1 33

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 Version 5.3

Version 5.3

Overview
Description This section discusses changes made in the 5.3 release of the
Sage PFW financial, distribution, and process manufacturing
applications.

Global Features
Unified Installation Both BatchMasterPFW and PFW are now installed from the
same CD.

Business Desktop The Business Desktop is a powerful alternative to your

standard menu browser. With a flexible TreeView design,
similar to Outlook and Explorer, you will be better organized
and more efficient.

The Business Desktop is designed to improve workflow. You

can easily create and rename tasks as well as drag and drop
tasks from one folder to another. If you use spreadsheets and
other documents daily, you can really take advantage of the
ability to add shortcuts and URLs.

The main page of your Business Desktop also provides

important links and information on the latest features,
education, support, and web resources. The Web Resource
page provides easy access to Sage Software Online, free Web
Events, Education Schedules and more.

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Improved Security Due to growing concerns about compliance with regulations

like Sarbanes-Oxley, we have added several configurable
security options. The Admin can control password expiration,
login attempts, and the acceptable format for passwords. The
Admin menu provides a Security Data Conversion to upgrade
the file structure to support the following configurable security
settings:

• Password Format:
Minimum Length
Require Alpha Character
Require Numeric Character
Require Special Character
• Login Attempts Allowed
• Number of Days to Expire
• Force password change next login

Should a user forget his or her password, the Admin can reset
the password and require the user to change their password the
next time they login. In addition, users can easily change their
password on the Login screen. Passwords are encrypted to
ensure the highest level of security.

Many of you will be excited about the User Group Security

Report, because this tool will allow you to quickly and easily
verify menu item access for your users and user groups.
Several parameters are available, so you can print just the
information you require.

Business Insights Business Insights consolidates critical information and enables

single click access to analytical and collaborative tools.

Information is easily accessible and can be displayed in a

variety of graphs and tables. This graphical presentation makes
it possible to interpret large amounts of data and quickly
identify business patterns and exceptions.

Business Insights was introduced in December, 2003, and is

compatible with Platinum for Windows version 5.2 and higher.
In version 5.3, Business Insights Select is automatically
installed with PFW System Manager and additional menu
items will appear in your new Business Desktop. If you do not

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 Version 5.3

see these new menu items, ask your Admin to check your user
security. In addition, be sure to view the demo for the Business
Insights Professional version to see how you can take
advantage of flexible tools such as interactive HTML pages
and powerful PivotTables.

Enhanced Usability The following enhancements have been added to improve

usability throughout BatchMasterPFW and PFW.

Numeric Search Capability

This release includes a new numeric search option to locate
your data without typing the leading zeros. Of course, this new
feature does not impact our current method of search, Alpha,
and is optional for the following keys:

• Batch Number
• Container Key
• Customer Key
• Formula Key
• Item Key
• Ship To Key
• Vendor Key

When these keys are used to search, the system will remember
and default to the last search method, Numeric or Alpha, used
for the company you are in. Of course, with a single click you
can change your search method.

Template Defaults
Save time in your data entry screens by setting default values!
Your template screens now provide you with the ability to
assign default values for most fields. For example, customers
that do not use the Inventory application have requested the
ability to set the Quantity Ordered field on the Sales Order
Entry screen to 1. A template can be used to assign this value,
and the data entry screen will automatically populate. Since the
default values are defined on templates, you have complete
flexibility. You can establish as many templates as you need to
increase data entry speed and accuracy per company, user
group, or globally as required.

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Context Launcher
You can now quickly and efficiently open related menu options
from your context menu. For example, you could be updating a
customer address in Customer File Maintenance, and right-
click in the Customer Key field to launch the Sales Order Entry
menu option.

The customer account that is active in Customer File

Maintenance will automatically pass to the Sales Order Entry
lookup and display only the orders for that specific customer.
You can select the existing order, or close the lookup screen to
enter in a new order for any customer. The Context Launcher
typically provides several related tasks and is available in most
data entry screens that include a Customer Key or Vendor Key
field.

Drop Down List Boxes

In an effort to minimize the keystrokes required for data entry
and conform to Windows standards, we have changed the
format of fields where the options are provided by PFW or
BatchMasterPFW. For example, the status field of the Sales
Order Entry screen contains a static list of options. To select a
Quote status, you no longer need to open the lookup screen and
select the quote option. Now, you can simply arrow through
the selections available, because they are in a standard
Windows Drop Down List Box. To save time, you can type the
first letter of your selection, Q, in the status field to
immediately change the status to Quote.

Platinum for Windows Features

Purge and Archive Can you improve your process speed? If you have old data you
Utilities no longer need, increase your processing speed by purging
historic data! These new purge utilities can be scheduled to run
on your Process Application Server during non-peak hours. In
addition, all purged data is automatically printed on a report
and optionally archived to an Access database, so you can still
view the data using MS Access until you delete the archived
file.

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 Version 5.3

Purge Inventory Transaction History

Has your Inventory Transaction History grown beyond a
manageable size? Organizations that process a large volume of
transactions will really benefit from this utility. You can now
Purge Inventory Transaction History by Item Key Range,
Location Key Range, Transaction Type, and through a Period
End Date. In addition, Cost layers will also be purged with the
corresponding transactions that qualify to keep your files in
sync.

Purge Chart of Accounts

Quickly remove accounts from your GL Chart that have not
had activity after a specified Period End date. Flexible
selection criteria can be used to isolate the specific accounts
you need, including: Account Number Range, Account
Number Filter and Account Type.

Purge GL Transaction History

We have had an overwhelming request for a utility that would
remove historical transactions from the General Ledger by
Fiscal Year. It is here! Transactions are deleted by batch using
the apply date of the header for qualification.

Enhanced Inter- With an abundant amount of Inter-Company transactions,

Company many of you will benefit from the ability to import this
information using the GL Spreadsheet Import Utility. Using a
new token, you can import the Inter-Company ID for the entire
batch or define the ID at the line item level. Enjoy this time-
saving feature.

Accounts Payable Locate the information you need with ease. We have enhanced
Features the Lookup for Voucher Entry, so you can locate your voucher
by the Vendor's Purchase Order number.

In response to several requests, the Vendor Invoice Number is

now displayed as a column on the Handwritten Check Entry
screen.

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BatchMasterPFW Features
Pervasive.SQL V8.1 Pervasive.SQL V8.1 is available to customers that have
Pervasive.SQL included as part of their Sage ClientCare plan.
With this version the user license design has changed, so user
counts will be handled with a license key rather than a separate
user count diskette. Additional improvements in
Pervasive.SQL V8.1 include:

• Increased Processing Speed

• Improved User Interface
• Auto-Reconnect Technology

Simplified No longer do you need to install PFW and BatchMasterPFW

Installation and separately. PFW 5.3 now allows you to install both products at
Administration the same time. Plus, the installation and Admin tasks are
completely windows based and wizard driven.

Furthermore, the Chem and Food demonstration companies

can easily be selected during the installation process.

The following utilities can be easily accessed from the Admin

menu:

• Auto Data Conversion

• Data File Recovery
• Data File Initialization

In addition, the Change Key utility has been divided into two
utilities, Change Item Key and Change Formula Key, for better
security control. These menu items can be found on the utility
section of the Inventory and Formula applications respectively.

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 Version 5.3

Field Size Increases Need a little more room for your growing business? As our
customers grow, we continue to receive many requests for
increased field sizes. The entire list of fields can be found in
the table below:

Field Field Length

Ver. 5.02 Ver. 5.3
AP Invoice Number 10 20
Container Key 18 30
Customer Keys 5 12
Customer PO Number 15 20
Formula Keys 18 30
Item Keys 18 30
Labor Cost Keys 18 30
Prop (Property) Keys 18 30
QC Description 15 50
Requisition Number 5 16
Vendor Keys 5 12

In addition, document numbers have been expanded from a

length of 5 or 6 to 16. Each type of document number has a
corresponding user defined mask. This mask defines the static
portion of the document number plus the number of digits
desired (up to nine) for the system-generated portion of the
document number (e.g., 2004-######-12). The total size can
be no larger than 16 characters.

There can be a static portion in the mask both before and/or

after the numeric portion. The auto-increment portion must be
contiguous. In order to easily identify invoices and credit
memos, a new document number sequence, Next Credit Memo
Number, has been added to the OR- Process Options Setup
with a corresponding mask definition. Now when printing
invoices and credit memos in Accounts Receivable, documents
can reflect a specific numbering convention, based on the type
of document being printed.

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CHAPTER 1 Introducing Sage PFW 5.4

Additionally, in Accounts Receivable, the printing and posting

of invoices and credit memos allows you to print and post
invoices independent of credit memos.

However, in order to accommodate those who wish to continue

to use a single auto-number sequence for both Invoices and
Credit memos, we have included a configurable setting that
will allow you use a single sequence for both.

Due to larger field sizes for document numbers, the option of

creating hexadecimal numbers has been removed.

Also, please note:

• Entire “masked” number will be saved as a transaction's

document number.
• Auto Data Conversion will create default masks with nine
digits and no static portion (i.e., #########).
• The Override Invoice Number option will prompt the user
to enter ONLY the auto number portion of the Invoice
Number.
• Reprint features require the user to enter the entire
Document number including the static portions.
• Customers using Serial/Lot numbers must post Invoices
prior to the upgrade.

In addition to field size changes, users may now enter up to

255 Physical Properties per Item. Previously this file was
restricted to 99 Physical Properties.

Notes and Access to critical information inspired the Universal Notes and
Attachments Attachments feature released in Platinum for Windows version
(Customers/ 5.2. Now BatchMasterPFW users can take advantage of this
Vendors) feature by entering notes and attaching vendor contracts or
other documents in Accounts Payable. These notes and
attachments can be viewed from several Purchasing screens
that include the Vendor Key. Similar functionality is also
supported in Accounts Receivable, so important information
for your customers can be accessed in several Order Entry
screens.

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 Version 5.3

Action notes further enhance your ability to communicate

effectively with your employees that interact with vendors and
customers. Order Entry will immediately display any customer
action notes to inform your staff of credit holds or other
sensitive issues plus preserve public vendor and customer
notes.

Enhanced Labeling By popular demand, label sizes have been increased to

accommodate up to a 22 by 22 inch label. Customers printing
labels for gallon and drum containers can now take advantage
of the labeling application.

HMIS® A Personal Protective Equipment Code list has been added to

Compliance Update ensure HMIS® compliance.

The new HMIS® equipment code include:

Protective Equipment Codes

n - Splash Goggles
o - Face shield and eye protection
p - Gloves
q - Boots
r - Synthetic Apron
s - Full Protective Suit
t - Dust Respirator
u - Vapor Respirator
w - Dust & Vapor Respirator
y - Full Face Respirator
z - Airline Hood or Mask

Safety information is easily selected from an include list, and

will be concatenated with the Personal Protection code. This
method of selection will guarantee that each HMIS® value
contains only one capital letter, as required for compliancy.

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CHAPTER 1 Introducing Sage PFW 5.4

Moving and An additional field, UPC, has been added to the Inventory
Enlarging the UPC Master file, offering you the ability to include this information
Field on custom Crystal Reports. This field is defined as
alphanumeric with a length of 14 and is blank by default.

BatchMasterPFW Many BatchMasterPFW customers would like to take

Bonus Items advantage of the PFW Utilities to Change Customer and
Vendor Keys. These utilities have been enhanced to
automatically update the BatchMasterPFW files respectively.

Have you ever used iShip to track your shipments? We have

added a weblink button to the memo field available in the
Order Entry application. The memo field, now labeled Memo/
Tracking, can be used to record the shipment tracking number.
When you use the weblink, this tracking number will
automatically pass to iShip and let you know the status of your
delivery.

24 Upgrade Guide Version 5.4

 Version 5.2

Version 5.2

Overview
Description This section discusses changes made in the 5.2 release of the
PFW financial, distribution, and process manufacturing
applications.

Note: Any feature that is specific to Inventory, Sales Order, or

Purchase Order is not available to BatchMasterPFW as it is
specific to the PFW Financial applications.

Global Cash In System Manager, you can now define your cash accounts,
Account banking information, auto-number, and masking information
for each bank account. Cash account availability in Accounts
Payable will be based on the bank accounts created in System
Manager. These bank accounts are also used by the Bank Book
application.

Universal Notes and Universal Notes and Attachments is a powerful feature that
Attachments allows you to view or create both notes and attachments. Notes
can be created in various fonts, colors, in bold or italics, and
quickly checked for spelling with the click of a button. You can
attach the notes or other documents directly to master file
records, transaction headers or transaction lines, and control
their behavior. Each note may serve a different purpose. Notes
may have the following options:
• Action flags for pop-up note functionality
• Importance setting for sorting and printing
• Effective and expiration dates
• Post with document flag
• Print note flag

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Notes can be entered manually in rich-text format or uploaded

from files (pictures, .xls, .doc, .pdf, etc.). In fact, it may make
sense to include both text notes and an attachment. For
example, it may be helpful to provide a diagram and special
sales instructions for an inventory item that can be viewed by a
salesperson at the time of order entry.

Throughout Platinum for Windows, your toolbar will help you

quickly identify master file records or documents that have a
note or attachment. Note options control the characteristics of
the note. For example, Action notes automatically appear to
the user, and require a response before continuing. In addition,
if the note is flagged to “post with the document,” your notes
will remain with the document as it moves through the system.
Therefore, a note entered in Sales Order Entry could be posted
through the system as the order is processed. Eventually, the
notes and attachments could be viewed from the corresponding
Accounts Receivable invoice.

Increased Field Several field sizes have been increased with this version of
Sizes PFW. The field sizes have been increased for:
• Vendor Invoice Number - 20 Characters
• Customer PO Number - 20 Characters
• Requisition Number - 16 Characters
• Manufacturer Part Number - 30 Characters
• Manufacturer Code - 30 Characters

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 Version 5.2

Batch Printing and Platinum for Windows currently offers the ability to print and
Posting by User ID post batches of transactions by User ID in Inventory and
General Ledger. This feature has been added to the parameter
tab for several print and post menu items and report menu
items. They are as follows:

Application Business Desktop Item

Accounts Payable • Select Voucher or Debit Memo to
Post
• Unposted Voucher and Debit
Memo Report
• Post Voucher and Debit Memo
Accounts Receivable • Invoice Edit Report
• Print and Post Invoice and Credit
Memo
• Cash Receipts Register Report
• Bank Deposit Slip Report
• Post Cash Receipts
Purchase Order • Open Purchase Order Report
• Print and Post Purchase Orders
• Print and Post Purchase Order
Receipts
Sales Order • Sales Order Report
• Print and Post Sales Orders
• Invoice Edit Report
• Print and Post Invoices

Provisional Trial This multi-purpose worksheet has options for including/

Balance Report excluding a range of accounts, zero balances, and adjustment
period entries. In addition, the Trial Balance can be used to
compare with FRx reports to troubleshoot missing accounts in
FRx.

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Single Check per You can now selectively print a voucher on its own check or
Voucher include it on a check that pays multiple vouchers. This can be
controlled at a vendor level or on a voucher-by-voucher basis.
Each vendor has a default setting in Vendor Maintenance that
can be activated if each voucher should print on a separate
check.

Alternatively, we have added an option for this feature in

Voucher Entry, Additional Cost Entry, Voucher Payment Entry,
and Purchase Order Entry, so the processing of the voucher can
be determined during the transaction processing cycle.

Lost or Damaged This release has a utility to record a check number as lost or
Check Utility damaged and supply a reason. This information prints on your
Accounts Payable Check Register and will then be moved to
history when the period is closed. In addition, the Lost or
Damaged Check Utility will look for a duplicate check number
and prompt the user to allow the entry if a duplicate is found.

Bank Book - Multi- Bank Book Journal Entry and Bank Book Journal Correction
User Journal Entry now include support for multiple users.

Enhanced Crystal With PFW 5.2, additional data files can be added to existing
Reporting PFW Crystal Reports, but only in the PFW Financial
applications. With this enhancement, you can add additional
company data files and custom Btrieve or Access Tables to
PFW Access or TTX based Crystal reports. Make sure you
first copy the original PFW report to your Custom directory to
preserve customizations. ODBC using Pervasive Server
Engine, Btrieve drivers, and Access drivers work great;
however, if you will be adding an Access table to a PFW
Access based report, you may need to address case sensitivity
issues depending on your data. Case sensitivity will not be an
issue with Btrieve and ODBC using Pervasive Server Engine.

Crystal Report If you want to create new reports and would like the standard
Template Files look and feel found on the existing PFW reports, you can use
the new report format files. These files are found on the PFW
Installation CD at the following location:

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 Version 5.2

\\CWB\PFWRES\MASTER

In this directory, you’ll find SMULand.RPT (Landscape

layout) and SMUPort.RPT (Portrait layout). These files are not
installed but reside on the installation CD.

Additional UPC An additional field, UPC, has been added to the Inventory
Field in Inventory Master file, offering you the ability to include this information
on custom Crystal Reports. This field is defined as
alphanumeric with a length of 14 and is blank by default.

Customize Find You now have the ability to customize the find record lookup
Record Lookups windows for the following menu items:
• Accounts Payable
Voucher Entry
Debit Memo Entry
Additional Cost Voucher Entry

• Accounts Receivable
Invoice Entry
Credit Memo Entry
After the Fact Invoice Entry

Lookup Throughout the product, the lookups have been redesigned to

Functionality accommodate the addition of the Universal Notes and
Redesigned Attachment feature.

When you initially enter a lookup, the cursor is in the Search

box. As you enter characters in the Search box, the record most
closely matching your search is lightly highlighted. Once you
tab or click the record list, the highlight color changes and the
Universal Notes/Attachment button becomes functional, based
on the highlighted record. If the highlighted record has notes or
attachments, the Universal Notes/Attachment button is
available. If, however, the highlighted record does not have
notes, the Universal Notes/Attachment button is greyed out.

The Universal Notes/Attachment button is only available when

you are in the record list. For more information, refer to the
System Basics User’s Guide.

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PO Negative Non- Negative non-inventory line items can now be added directly
Inventory Items to the purchase order, providing the flexibility to record the
line item to any available chart of account number. For
example, add a discount line to your Purchase Order, and select
the GL account number to post the transaction to.

New Look for User The User Guides now link to external PDF files when
Guides displaying sample reports. Because of this new feature, a
multitude of new PDF files are installed on the server in the
\\Platinum\PFWRes\Master directory. These new PDF files
reflect the reports found in PFW.

30 Upgrade Guide Version 5.4

 Version 5.11

Version 5.11

Overview
Description Version 5.11 was a maintenance release. The primary focus of
this maintenance release was to resolve reported PTRs.
Additionally, the following enhancements were added.

Note: Any feature that is specific to Inventory, Sales Order, or

Purchase Order is not available to BatchMasterPFW as it is
specific to the PFW Financial applications.

Accounts Payable Negative non-inventory line items

You can enter a negative amount for non-inventory items on
Accrued or Re-accrued vouchers, prior to posting. The only
stipulation is that the voucher must have an overall value
greater than zero.

Purge History Transactions

This purge utility now purges the Transaction History
(APTRANH), Line Item History (APLINH), and Voucher
Header History (APHDRH) files.

Accounts Line Item History Listing

Receivable This listing is now a Crystal Report that can be customized.

PFW Financial Report Parameters

applications You can save a report parameter with an assigned printer on the
Routing tab. However, when the parameter is saved, it is the
printer number from the printer list that is saved, not the printer
name. When the pre-saved parameter is run, the printer number
is used for output. If the person running the pre-saved
parameter doesn’t have the printer number in their list of
printers, the report is printed to that user’s default printer.

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CWB Un-install This version provides an uninstall program for the

Customization Workbench product. This is available for both
the client and the server.

32 Upgrade Guide Version 5.4

 Version 5.1

Version 5.1

Overview
Description of 5.1 This section discusses changes made in the 5.1 release of PFW.

Note: Any feature that is specific to Inventory, Sales Order, or

Purchase Order is not available to BatchMasterPFW as it is
specific to the PFW Financial applications.

New Expanded This release of PFW increases the field sizes of many key
Field Sizes fields found in several applications. For several of these
expanded fields, you can apply a mask to determine how many
characters you wish to use. Expanded field sizes and masking
provides greater flexibility in defining key values and for
reporting capabilities.

If you choose to take advantage of the new expanded field

sizes, keep in mind that any field that is all numeric will
automatically be zero filled. You may want to include an alpha
character to stop the zero fill process.

Conversion issue
During the auto conversion process, all expanded key fields
that contain only numbers (numeric) are filled with zeros.
However, all pre-saved parameters, that contain numeric
customer keys, are not zero filled. After the conversion, the
affected pre-saved parameters must be refreshed and saved.

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Therefore, if you use any of the following keys in pre-saved

parameters, you will need to refresh and save these parameters.
The fields affected by this are:
Accounts Receivable Customer key
Ship to key
FOB key
Ship Via key
Terms key
Accounts Payable Vendor key
FOB key
Ship Via key
Terms key
Inventory Item key

Using Alpha Characters

If you have fields that are comprised of primarily upper case
characters, you may see characters truncated on reports. This is
due to proportional fonts and a limited amount of space on
some of the reports. There is a work around for this. By using
Crystal Reports Designer, that is shipped with PFW, you can
isolate the field that is truncated and decrease or change the
font of that field.

The following section discusses the expanded fields in each

application:

Accounts Receivable
Customer key - This field is now 12 characters long. The data
conversion to PFW 5.1 fills these fields with zeros if the
current customer key is numeric.

Ship to key - This field is now 8 characters long. The data

conversion to PFW 5.1 fills these fields with zeros if the
current ship to key is numeric.

Document numbers - These fields can now be up to 16

characters long and can be masked. This includes transaction
numbers, invoice numbers, credit memo numbers, apply to
numbers, check numbers, deposit numbers, finance and late
charge numbers. The data conversion to PFW 5.1 does not zero
fill or apply a mask to any of these numbers being converted.

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 Version 5.1

FOB key - This field is now 4 characters long. The data

conversion to PFW 5.1 fills these fields with zeros if the
current FOB key is numeric.

Ship Via key - This field is now 4 characters long. The data
conversion to PFW 5.1 fills these fields with zeros if the
current Ship Via key is numeric.

Terms key - This field is now 4 characters long. The data

conversion to PFW 5.1 fills these fields with zeros if the
current Terms key is numeric.

Sales Order
Sales Order number - This field is now 16 characters long. The
data conversion to PFW 5.1 does not zero fill or apply a mask
to any of these numbers being converted.

Accounts Payable
Vendor key - This field is now 12 characters long. The data
conversion to PFW 5.1 fills these fields with zeros if the
current vendor key is numeric.

Document numbers - These fields can now be up to 16

characters long and can be masked. This includes voucher and
debit memo numbers, apply to numbers, and check numbers.
The data conversion to PFW 5.1 does not zero fill or apply a
mask to any of these numbers being converted.

FOB key - This field is now 4 characters long. The data

conversion to PFW 5.1 fills these fields with zeros if the
current FOB key is numeric.

Ship Via key - This field is now 4 characters long. The data
conversion to PFW 5.1 fills these fields with zeros if the
current Ship Via key is numeric.

Terms key - This field is now 4 characters long. The data

conversion to PFW 5.1 fills these fields with zeros if the
current Terms key is numeric.

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Purchase Order
Purchase Order number - This field is now 16 characters long.
The data conversion to PFW 5.1 does not zero fill or apply a
mask to any of these numbers being converted.

Inventory
Item key -This field is now 30 characters long. The data
conversion to PFW 5.1 fills these fields with zeros if the
current Item key is numeric.

Bank Book
Document number - This field can now be up to 16 character
long and can be masked. The data conversion to PFW 5.1 does
not zero fill or apply a mask to any document number being
converted.

General Ledger - Standard and Premier

Account key - We will no longer be using sub-system lookup
account keys. As part of the PFW 5.1 data conversion process,
these sub-system account keys will be converted to the 32
character account number. The account number will come
from NLCHART. If NLCHART does not exist, LOCHART
will be used. If a corresponding 32 character account number
cannot be found, the 8 digit account key value will be placed in
the 32 character field.

Description - The Description field in all Journal Batch files is

now 60 characters long.

New Form Layouts The increased field lengths discussed above have made it
necessary to change the layouts of most the pre-printed forms
with the exception of Accounts Payable checks. The AP
checks did not change from version 5.01.

Note: Be sure to contact your forms vendor and order your

forms prior to upgrading to 5.1.

In order to take advantage of the larger field sizes, you will

need to either obtain new forms, or customize the report files
(.RPT) that produce the forms.

36 Upgrade Guide Version 5.4

 Version 5.1

For those that will not be using the new longer field sizes, we
have created base .RPT files that can be used as a starting point
to create custom layouts for old forms. They can be found in
the \OLDFORMS sub-directory on the distribution CD.

Please be sure and save these old form layouts and your
customized report files to the appropriate \CUSTOM
subdirectory.

Auto Numbering Many types of document numbers can now have a

and Document corresponding, user defined mask. A mask consists of two
Number Masking parts;
• Static - An optional alphanumeric description
• Variable - A system generated number that must be a
contiguous number with no special characters.

This mask defines the static portion of the document number

plus the number of digits (up to nine) for the system generated
portion of the document number. In addition to defining a
mask, you can also enter the next available number.

For example, you might define a mask where the static portion
signifies the current year and the system generated number is
six characters long. Also, the auto numbering is set to begin
numbering with 000009. The mask will look like this:

2002-######

When a transaction is entered, using this mask, the new

document number will be 2002-000009.

The total size of a document number, including static and

system assigned number, can be no larger then 16 characters.
Additionally, the static portion of mask can be before and/or
after system generated number (e.g., 2002-########-12).

Installing PFW 5.1 provides a default mask for all document

number fields that is nine digits long (#########). Make sure
to review your masks before you begin processing with version
5.1.

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CHAPTER 1 Introducing Sage PFW 5.4

When a transaction is saved, the entire masked number is

saved in the document number fields, including the static
portion.

Note: The PFW 5.1 conversion utility does not refresh pre-5.1
data using the new masking feature or expanded field sizes.
This provides historical reference to all original transaction
numbers.

Document Masking
Unique masks can be assigned to the following document
numbers:

Accounts Payable
Voucher Number
Check Number

Accounts Receivable
Invoice Number
Transaction Number
Deposit Number
Late Charge Number
Finance Charge Number
Credit Memo Number

Bank Book
Document Number

Purchase Order
Purchase Order Number

Sales Order
Sales Order Number

Credit Memos In Accounts Receivable, you can now setup a separate Credit
Memo number and Mask. This allows you to track credit
memos and invoices separately.

In addition, Print and Post Invoices and Credit Memos now

processes invoices and credit memos separately.

38 Upgrade Guide Version 5.4

 Version 5.1

New Country File A new Country file maintenance and Country file listing are
and File Listing added to the System Manager tab. This new file maintenance
allows you to add, change, and delete country abbreviations
and names. The listing lets you print the countries that are in
this file.

The Country file maintenance is used by Accounts Receivable,

Sales Order, Accounts Payable, Purchase Order, and Project
Costing for country lookups in file maintenances and entry
screens.

Warning! This table is not maintained by PFW.

So, as countries need to be added, deleted, or
changed, it is up to the user to make these changes.

Note: Do not delete or change country key US or USA. These

are the default values and if they are changed or deleted this
will directly affect the applications that use this field.

Redesign of The sub-system lookup chart functionality has changed. The

Subsystem Lookup lookup chart files (GLCHART.*) are no longer created,
Chart Functionality updated, or used. This functionality is now completely
contained in the Chart of Accounts file (NLCHART).

When you setup a new account number or look at an existing

account number, you have access to the following new tab.

Upgrade Guide Version 5.4 39

CHAPTER 1 Introducing Sage PFW 5.4

This tab lets you select the sub-systems that will have access to
each account number. This replaces the lookup charts.

Note: The PFW 5.1 conversion selects the sub-systems

previously setup in the prior versions of PFW.

Creating Custom You can customize existing Crystal reports and restrict these
Reports by new custom reports to a specific company or companies. To do
Company this, you must add the new report file (*.RPT) to a \CUSTOM
directory in a company’s directory. When that report is run
from the Business Desktop in PFW, the system looks first in
the \\Platinum\Company name\CUSTOM directory for the
correct *.RPT file. If it is found, that is the report format used
to generate the report.

If the*.RPT file is not found in the company’s custom

directory, PFW then checks the
\\PLATINUM\PFWRES\MASTER\CUSTOM directory. If it
is found, that is the report format used to generate the report.

Finally, if the *.RPT file is not found in the

\PFWRES\MASTER\CUSTOM directory, the report in the
\PFWRES\MASTER directory is used to run the report.

Data Conversion The upgrade to PFW 5.1 requires a data conversion in each of
your companies and within each company, of every data file.
The new expanded fields touch almost every data file in PFW
and requires the conversion process to rebuild every affected
file. Because of this, the data conversion will be time intensive,
based on the amount of data in your files.

You may want to archive and purge as much historical data as

possible prior to upgrading to 5.1. Many PFW applications
provide purge utilities that not only purge data but also provide
a list of the purged information. These lists can be archived by
saving the list to a disk or printing a hard copy of the
information.

40 Upgrade Guide Version 5.4

 Version 5.1

New Demo Data PFW 5.1 provides you with updated demo data for the
following companies:
• GLSDEM
• PREMGL
• PRMTRN
• PRMCON

The upgrade to PFW 5.1 replaces the demo data in all of these
companies. If you want to save your current demo data, you
can backup the company data prior to installing.

Changes to Data PFW 5.1 converts all company data files to Pervasive.SQL
Files version 7 file format. Additionally, all floating point fields are
converted from BFloat (MBF) to IEEE Floating Point format.

Version 5.1 also added the new field sizes, some additional
spares, several new fields, and some changes to existing fields
to the DDF files. A new set of DDFs is included on the
installation CD, located in the \UIK directory on the CD.

For a complete list of PFW’s data files, that include the above
changes, refer to the Database Reference Guide
(CORETR.PDF). This file is located in the following
directory:
\\PLATINUM\PFWRES\MASTER

All changes made to the DDFs are displayed in a bold font.

Upgrade Guide Version 5.4 41

CHAPTER 1 Introducing Sage PFW 5.4

42 Upgrade Guide Version 5.4

Chapter 2
Sage PFW Installation
Procedures
Sage PFW Installation Procedures Chapter 2

Overview
Description This chapter discusses complete installation procedures that
you should be aware of when upgrading your current
installation to Sage PFW 5.4

Note: Sage PFW is a complex and sophisticated

software product. The Sage PFW 5.4 installation is a
job for certified personnel. For a successful installation,
you should seek the assistance of your Business
Partner.
If you, as an end-user, choose to install Sage PFW 5.4
without the assistance of a Business Partner, please be
aware that Sage Software's technical support is limited
to specific questions about specific aspects of the
upgrade process and does not include guidance through
the upgrade process itself.

In this chapter This chapter contains the following sections:

Topic Page
Financial/Distribution Applications 44
Process Manufacturing Applications 51

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C HAPTER 2 Sage PFW Installation Procedures

Financial/Distribution Applications

Overview
Description This section includes a process overview and identifies tasks
you may or may not need to perform prior to installing Sage
PFW 5.4 when you are upgrading from PFW 5.x or later.

Pre-installation Procedures
Version 5.x to Sage This section includes a process overview and identifies tasks
PFW 5.4 you may or may not need to perform prior to installing Sage
PFW 5.4 when you are upgrading from PFW 5.x or later.

In this section This section contains the following topics:

Topic Page
Upgrade Process Flowchart 45
Backing up - before you install 46
Demonstration company data - saving existing data 46
Language translation - resetting the language to English 47
Turn Off Virus Checkers 47
Remove Prior PFW Client Installations 47

44 Upgrade Guide Version 5.4

 Financial/Distribution Applications

Upgrade Process The following flowchart shows the procedures you will need to
Flowchart perform to complete the upgrade process from PFW 5.x or
later to Sage PFW 5.4. Also included are the chapters in which
the procedures are located.

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C HAPTER 2 Sage PFW Installation Procedures

Converting pre- If you have created entry screen templates and would like to
saved templates use them in 5.4, you must do the following:

Step Action
1 Prior to installing 5.4, copy all ??TMPLAT.SRF files
found in the \\PLATINUM\PFWRES\MASTER direc-
tory to a new location. This can be a disk, CD, client
machine, or new location on the server.
2 Install version 5.4.
3 Once the installation is complete, copy the
??TMPLAT.SRF files back into the
\\PLATINUM\PFWRES\MASTER directory.

Run pre-upgrade Generate the specified reports using parameter settings that you
reports will use after conversion to verify converted data. The following
are suggested reports:

• Accounts Receivable: Aged Receivables report

• Accounts Payable: Aged Payable report
• Bank Book: Reconciliation report and Cash Balance report
• Purchase Order: Open Order report
• Sales Order: Sales Order report
• Inventory: Planning report & Valuation report.

Backing up - before Before installing this Sage PFW 5.4 upgrade, you should back
you install up your entire PFW system including all companies.

Demonstration During installation you are given the choice to install the
company data - demonstration companies for the Standard and/or Premier
saving existing data Editions of the General Ledger, or the Chem and Food
companies for process manufacturing.

If you choose to only install Sage PFW, and you choose to

install GL Premier Edition demo data, the program will
overwrite the existing data for demonstration company
PREMGL. If you choose to install GL Standard Edition demo

46 Upgrade Guide Version 5.4

 Financial/Distribution Applications

data, it will overwrite the existing data for GLSDEM. If you

choose to install Premier Consolidations or Premier
Translations, it overwrites the existing data for demonstration
companies PRMCON and PRMTRN, respectively.

If you are installing any of the process manufacturing

applications and you choose to install the Chem and/or Food
demo data, the installation will overwrite the existing data
found in their sub-directories.

If you want to save the existing data, you should:

1. Rename those company directories on your network file
server prior to installing Sage PFW 5.4.
2. After installation, create a new company using the new
name given in Step 1.
3. Run the automatic data conversion utility on those
demonstration companies after installing Sage PFW 5.4.

Language If you have defined more than one language, you must make
translation - sure the current language is set to English (United States) in
resetting the the Language Selector before you perform the installation
language to English procedures.

Turn Off Virus Because Sage PFW requires read/write access to certain files
Checkers during processing, it is recommended that continual virus
checkers be turned off or configured to only check executable
files during Sage PFW processing. These programs may
change the access rights of files or cause errors during
processing.

Remove Prior PFW On each workstation that will be running Sage PFW 5.4,
Client Installations remove all prior versions of the Sage PFW application using
Control Panel - Add/Remove Programs.

If this step is missed, you may receive the following error

when the queue manager attempts to open:
Error 382 qmReport set not supported at runtime

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C HAPTER 2 Sage PFW Installation Procedures

Installation Procedures
Description This section contains installation procedures for upgrading to
Sage PFW. Once the pre-installation requirements are
complete, you can continue the upgrade process.

Complete installation procedures are available for PFW 5.x or

later to Sage PFW 5.4.

Important! Use only the section that reflects your

current version.

If you want to successfully upgrade your system, you must read

the information in this chapter and follow the instructions that
apply to your system before you perform the installation.

In this section The following topics are discussed in this section.

Section Page
Upgrading from 5.x to Sage PFW 5.4 49

Installation You install Sage PFW from a single CD-ROM that includes all
CD-ROM of the application files. The installation prompts you to select
the applications that you want to install. You may install the
applications you purchased, as well as unpurchased
applications that you would like to evaluate for a 30-day trial
period. Within 30 days, you must register the applications you
have already purchased and any additional applications you
would like to purchase, or uninstall any unpurchased
applications.

Online documentation files are automatically included with

each selected application.

You must also have a Pervasive.SQL V8.1 CD-ROM designed

for your network operating system. The Pervasive CD carries
the name “Server Version for NT”. The Pervasive.SQL V8.1,
Server Version for NT is compatible with all operating systems
certified by Sage PFW, including 2003, and 2000.

48 Upgrade Guide Version 5.4

 Financial/Distribution Applications

Installation Complete step-by-step instructions for installation are

Instructions available, refer to Chapter 3: “Installation Instructions” on
page 57.

Upgrading from 5.x to Sage PFW 5.4

Upgrade procedure Use the following steps to perform the upgrade process from
5.x to Sage PFW 5.4.

Step Action
1 Perform the pre-installation procedures discussed ear-
lier in this chapter.

Note: Make sure to remove all prior versions of

Btrieve/Pervasive and Crystal before installing.
2 Install Sage PFW 5.4 on the network file server. Com-
plete step-by-step instructions are available in Chapter
3, refer to “Server Installation of Sage PFW and Perva-
sive.SQL” on page 59.

Note: It is recommended that you install Sage PFW 5.4

to a new location on your server.
3 Install Pervasive V8.1 on the network file server.

Complete step-by-step instructions are available in

Chapter 3, refer to “Server Installation of Sage PFW
and Pervasive.SQL” on page 59.
4 Install Pervasive.SQL V8.1 client on each workstation.

Complete step-by-step instructions are available in

Chapter 3:, refer to “Installing Pervasive.SQL Client
and the Sage PFW Client” on page 68.

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C HAPTER 2 Sage PFW Installation Procedures

Step Action
5 Install Sage PFW 5.4 on all client workstations, mak-
ing sure to remove all prior versions of PFW Client
from each workstation. If you installed Sage PFW 5.4
to a new location on the server, make sure to redirect
the client workstation to the new drive.

Complete step-by-step instructions are available in

Chapter 3, refer to “Installing Sage PFW on the Client
Workstation” on page 67.

You may need to install MDAC and Adobe Reader on

each workstation.

Complete step-by-step instructions are available in

Chapter 3, refer to “Installing MDAC” on page 77 or
“Installing Adobe Reader” on page 78.
6 Once the installation process is complete, please
proceed to “Before Processing in Sage PFW Version
5.4” on page 111 for additional information.

50 Upgrade Guide Version 5.4

 Process Manufacturing Applications

Process Manufacturing Applications

Overview
Description This section discusses the pre-installation procedures
necessary to install the process manufacturing applications.

Pre-Installation Procedures
BatchMasterPFW If you are upgrading from a version earlier to 5.0x, refer to the
5.0x to Sage PFW Upgrade Addendum for complete instructions.
5.4
If you are integrated with PFW, you’ll need to upgrade all the
financial and process manufacturing applications to Sage PFW
5.4 at the same time. Instructions for upgrading PFW are found
in the previous section. If you are not integrated with the
financial applications, use this section to upgrade.

In this section This section contains the following topics:

Topic Page
Upgrade Process Flowchart 52
Preliminary Tasks 53
Windows 98 platforms 53
Backing up files 53

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C HAPTER 2 Sage PFW Installation Procedures

Upgrade Process The following flowchart shows the procedures you will need to
Flowchart perform to complete the upgrade process from BMPFW 5.02 to
Sage PFW 5.4.

52 Upgrade Guide Version 5.4

 Process Manufacturing Applications

Preliminary Tasks This section discusses tasks you should perform and
requirements you should be aware of before you begin the
upgrade process.

Windows 98 Sage PFW 5.4 no longer supports Windows 98. Prior to

platforms upgrading, you must upgrade Windows to an accepted version.
Refer to the “System Requirements” on page 11 for a list of
certified products.

Backing up files Before starting the upgrade process, you must backup your
company data files. This allows you to compare pre- and post-
upgrade reports and provides for easier recovery in case errors
occur during the upgrade process.

You should make two (2) reliable backups of your BMPFW

and PFW company data files. The two directories for each
company that you are processing are:
• x:\BM3\[company] directory
• x:\Platinum\[company] directory

where x represents the drive letter where these directories

reside.

Note: In order to properly run the conversion program,

the system needs at least 2 - 3 times the amount of free
space of the largest company file. Company files are
usually maintained on the Server.

Installation Procedures
Description This section contains installation procedures for upgrading
BatchMasterPFW to version 5.4. Once the pre-installation
requirements are complete, you can continue the upgrade
process.

Complete installation procedures are available for

BatchMasterPFW 5.0x to Sage PFW 5.4

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C HAPTER 2 Sage PFW Installation Procedures

If you are upgrading from BatchMaster version earlier than

5.0x, refer to the Upgrade Guide Addendum document found
on the Sage PFW 5.4 CD.

If you want to successfully upgrade your system, you must read

the information in this section and follow the instructions that
apply to your system before you perform the installation.

All 5.4 upgrades must begin on BatchMasterPFW, version 5.01

or 5.02. Therefore, you must upgrade to 5.02 before attempting
to upgrade to version 5.4.

Migration Path It is important that you are familiar with the migration path for
your version of BatchMasterPFW (refer to “Upgrade Path” on
page ii). It is essential that all versions migrate to version 5.02
before upgrading to Sage PFW 5.4.

Installation Complete step-by-step instructions for installation are

Instructions available, refer to Chapter 3: “Installation Instructions” on page
57.

Upgrading BMPFW 5.0x to Sage PFW 5.4

Upgrade Procedure Following are the procedures for upgrading BatchMasterPFW
5.0x to Sage PFW 5.4.

Step Action
1 Perform the pre-installation procedures discussed
earlier in the chapter.
2 Install Sage PFW 5.4 and Pervasive.SQL on the net-
work file server. Complete step-by-step instructions
are available in Chapter 3, refer to “Server Installation
of Sage PFW and Pervasive.SQL” on page 59.
3 Install Sage PFW 5.4 and Pervasive.SQL on all client
workstations, making sure to remove all prior versions
of the PFW client from each workstation. Complete
step-by-step instructions are available in Chapter 3,
refer to “Installing Sage PFW on the Client Worksta-
tion” on page 67.

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 Process Manufacturing Applications

Step Action
4 Once the installation process is complete, please pro-
ceed to Chapter 4 “Automatic Data Conversion” on
page 87 and Chapter 5 “Before Processing in Version
5.4” on page 111.

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C HAPTER 2 Sage PFW Installation Procedures

56 Upgrade Guide Version 5.4

Chapter 3
Installation Instructions

Installation Instructions Chapter 3

Overview
Description This chapter contains the step-by-step instructions for
installing Sage PFW version 5.4. Before installing version 5.4,
read Chapter 2: “Sage PFW Installation Procedures” for pre-
installation tips and installation procedures.

In this chapter This section has the following topics:

Topic Page
Server Installation of Sage PFW and Pervasive.SQL 59
Installing Sage PFW on the Client Workstation 67
Installing MDAC 77
Installing Adobe Reader 78
Post Installation for All Versions 80

Installation Install Sage PFW from a single CD-ROM that includes all of
CD-ROM the application files available for purchase. The installation
prompts you to select the applications that you want to install.
You may install the applications you purchased, as well as
unpurchased applications that you would like to evaluate for a
30-day trial period. Within 30 days, you must register the
applications you have already purchased and any additional
applications you would like to purchase, or uninstall any
unpurchased applications.

Online documentation files are automatically included with

each selected application.

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CHAPTER 3 Installation Instructions

You must also have a Pervasive.SQL V8.1 CD-ROM designed

for your network operating system. The Pervasive CD carries
the name “Server Version for NT”. The Pervasive.SQL V8.1,
Server Version for NT is compatible with all operating systems
certified by Sage PFW, including 2000 and 2003.

Server Installation Installation of the network file server includes:

• Installing the Sage PFW server files

• Installing Pervasive.SQL V8.1. plus hot fixes

Client Installation The installation of each client includes:

• Installing the Pervasive.SQL client files
• Installing the Sage PFW client setup programs
• Installing MDAC, if necessary
• Installing Adobe Reader

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 Server Installation of Sage PFW and Pervasive.SQL

Server Installation of Sage PFW and

Pervasive.SQL

Overview
Description This chapter discusses the installation process, step-by-step for
all applications.

Before you begin Before you install the Sage PFW 5.4 server files, identify a
drive on the network file server with sufficient space for the
installation and your data. Refer to the System Management
User’s Guide or “System Requirements” on page 11, for
minimum and recommended requirements.

When upgrading your system, you have a choice, you can:

1) Install Sage PFW 5.4 to the drive where the current
version is installed. If you choose this method, follow the
instructions in this chapter, no additional steps are required.
2) Install Sage PFW 5.4 to a new drive (recommended). If
you select this method, there are several additional steps
that are required, after installing Sage PFW. Refer to
“Additional Steps When Installing to a New Drive” on
page 80 for complete post installation instructions.

Product Installation
Pervasive.SQL You may have received a Pervasive.SQL V8.1 CD-ROM
designed for installation on a Microsoft Windows Server, or it
may already be installed. It may also have been purchased
elsewhere.

The installation of Sage PFW 5.4 server precedes the

installation of Pervasive.SQL V8.1.

For additional information on Pervasive.SQL V8.1, refer to the

Pervasive.SQL V8.1 documentation included on the
Pervasive.SQL V8.1 CD-ROM.

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CHAPTER 3 Installation Instructions

You can refer to the following location for installation

instructions (where D denotes your CD drive):

D:\Books\Getting_Started_Workgroup.pdf

D:\Books\Getting_Started_Server.pdf

Before you begin You must install Sage PFW 5.4 and Pervasive.SQL V8.1 at the
server and be a system administrator or have administrative
rights to the system. You need administrative rights to make
the client folders available to the client workstations.

System Pervasive.SQL V8.1 has several system requirements for the

Requirements for server. Refer to the Pervasive documentation for complete
the Server details, specifically the Installation Checklist.

Installation Do not run the installation program from Windows Explorer or

Suggestions Network Neighborhood, use My Computer or the Control
Panel-Add/Remove Program.

Note: Do not install Pervasive.SQL V8.1 to a mapped drive on

the server.

If you run with Advanced Power Management, disable it while

installing Pervasive.SQL V8.1. The power management can
cause a Pervasive.SQL V8.1 installation to fail if the server is
suspended during the install. On a Windows Server, you
control the Advanced Power Management via the Power icon
on the Control Panel.

Procedure Use the following procedure to install the network files:

Step Action
Installing Sage PFW 5.4:
1 Reboot your Windows server, login as the Administrator, and close any Windows
applications that may start during startup, including TSR’s, screen savers, and
virus scanners. The reboot ensures that all DLLs have been properly unloaded.

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 Server Installation of Sage PFW and Pervasive.SQL

Step Action
2 Run the server installation program at the server.

When you insert the CD, the Autorun program begins. If it doesn’t begin, locate
and run Autorun.exe found on the CD.

The first screen directs you to one of the following:

• View the Upgrade Guide

• Install the Sage PFW Server
• Install the Sage PFW Client
• Install Adobe Reader.

Select the Server Install.

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CHAPTER 3 Installation Instructions

Step Action
3 Read the instructions in the Sage PFW Server Setup window.

Click Next.
4 Read the licensing agreement.

Select the acceptance button and Click Next.

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 Server Installation of Sage PFW and Pervasive.SQL

Step Action
5 Select the product you are installing. You can choose Sage PFW with or without
the process manufacturing applications. There is no additional step necessary to
install Sage PFW with the process manufacturing applications.

Click Next.

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CHAPTER 3 Installation Instructions

Step Action
6 Select System Manager, the applications, and the demonstration data you want to
install. If you are installing process manufacturing, all applications are available
for installation. Only select the applications you want to install.

Note: If you are installing process manufacturing applications, do not install

the PREMGL and GLSDEM demo data sets. The Chem and Food data sets
can be installed as demo data.

You will also be prompted to install a Process Application Server (PAS). A PAS is
now an optional application that can be installed, but is not required.

Enter the letter of the drive where the program files should be installed. Due to a
limitation on the number of files that can be installed to the root directory, you
must install to a directory below the root as follows (where P represents the drive
on the Microsoft Windows server):

P:\PLATINUM

Note: Do not use a period (.) in the path of the Destination Folder.

Review the displayed status of available disk space. The available disk space
should meet or exceed the displayed required disk space. If sufficient space is
available, click Install.

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 Server Installation of Sage PFW and Pervasive.SQL

Step Action
7 The system displays a progress indicator as each application is installed. When
the installation is complete, the following window is displayed:

Click Finish.
8 You may be now prompted to install Pervasive.SQL V8.1.
9 Insert the Pervasive.SQL V8.1 CD into your CD-ROM drive, Click OK. For com-
plete installation instructions, refer to the Pervasive.SQL V8.1 documentation.

You can refer to the following location for installation instructions (where D
denotes your CD drive):

D:\Books\Getting_Started_Server.pdf
Modifying Pervasive.SQL V8.1 Settings
You must install the Pervasive Hot Fixes.

Pervasive Hot Fix After installing Pervasive.SQL V8.1, you will need to
download and install the latest hot fix from the Pervasive
website. The hot fix contains patches for both the server and
the client workstations. You will need to load the Pervasive hot

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CHAPTER 3 Installation Instructions

fixes for V8.1. To do so install the HF3Setup.exe file from the

\PervasiveHotfix folder on the Sage PFW 5.4 CD. They may
also be found in the Infosource knowledgebase on Sage
Software Online.

Next step With the setup programs for the Sage PFW client interface files
installed on the network file server, you can begin to set up
each client workstation. Refer to “Installing Sage PFW on the
Client Workstation” on page 67.

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 Installing Sage PFW on the Client Workstation

Installing Sage PFW on the Client

Workstation

Overview
Description This task installs the Sage PFW files at each client workstation
from the setup programs previously installed on the network
file server. Typically, the first client you set up is the System
Administrator’s workstation.

In this section This section contains the following topics:

Topic Page
Before you begin 67
Installing Pervasive.SQL Client and the Sage PFW Client 68
Installing MDAC 77
Installing Adobe Reader 78

Before you begin

Drive designations Before you install the software to the client workstations, you
must ensure that all clients are using the same drive
designation and share name. For example, if all clients
designate P:\ as the Platinum base during installation, the drive
designation should also be mapped to P:\ when making
network connections.

If you are running or are planning to run a Process Application

Server (PAS) the above designation should also be the same. In
addition, the server will have its local drive designation. For
example, if the \PLATINUM directory resides on the local
drive C:\, it should also be mapped to P:\ as its network
connection. The \PLATINUM directory must be a shared
directory.

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Logging off If other workstations are accessing Windows from the

network, they should be logged off the network. There are files
in the Windows System directory that are updated by the Sage
PFW 5.4 client installation process, such as OLE automation
servers. If these files are in use, they cannot be updated and the
Sage PFW client will not install successfully.

Windows 2000, XP, If a workstation is running Windows 2000, XP, or NT, you
and NT must be logged in as the local Administrator before installing
Sage PFW.

Installing Pervasive.SQL Client and the Sage PFW Client

Before you begin Remove all prior versions of the /PFW directory on each client
workstation.

Note: Do not install the Pervasive.SQL V8.1 client on the

server. Pervasive.SQL V8.1 client should only be installed on a
client workstation.

Procedure Once you have installed the network server files, use the
following procedure to install the client workstation.

Note: The Pervasive.SQL V8.1 Client should be installed

prior to installing the Sage PFW Client. The MDAC
installation (if needed) must follow the Sage PFW Client.

Step Action
Installing Pervasive.SQL V8.1 Client:
1 Reboot your workstation and close any Windows applications that may start dur-
ing startup, including TSR’s, screen savers, and virus scanners. The reboot
ensures that all DLLs have been properly unloaded.
2 From the \PVSW directory on the server, install each client workstation. For com-
plete installation instructions, refer to the Pervasive.SQL V8.1 documentation.

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Step Action
Installing Sage PFW 5.4 Client:
1 If you didn’t install the client version of Pervasive.SQL V8.1 and are only install-
ing the Sage PFW client, reboot your workstation and close any Windows appli-
cations that may start during startup, including TSR’s, screen savers, and virus
scanners. The reboot ensures that all DLLs have been properly unloaded.
2 Run the client installation program from each client workstation. The Autorun
screen allows you to install the client.The Autorun can either be run from the Sage
PFW 5.4 CD, or you can run autorun.exe from the \Platinum folder on the server.
If you use the Autorun program, select the Client Install.

You can use the Autorun screen or one of the following:

To skip the autorun screen above and go directly to client setup, locate the
\\PLATINUM\PFWCLIEN directory on the server and run Setup.exe. For exam-
ple (where P represents your server drive):

P:\PLATINUM\PFWCLIEN\SETUP.EXE

The client installation can also be run from the PFW 5.4 installation CD. For
example (where E represents your CD drive):

E:\PLATINUM\PFWCLIEN\SETUP.EXE

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Step Action
3 Read the instructions in the Sage PFW Client Setup window.

Click Next.
4 Read the Licensing agreement.

Click the Accept button to accept the terms and the click Next to continue.

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Step Action
5 To personalize this copy of Sage PFW, enter your user name and company name:

Click Next.

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Step Action
6 Select the products you want to install, the location for the installation, and review
the required disk space. In order to run a PAS on any workstation, the client must
be installed.

You must install to a directory below the root as follows:

C:\PFW
The Sage PFW client program files and the Pervasive.SQL V8.1
client files should be located on the same drive.

Click Install to continue.

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Step Action
7 Specify the program folder where you want the Sage PFW application icons to
appear.

Click Next.
8 The system displays a progress indicator as the necessary Sage PFW files are
installed.

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Step Action
9 In the Sage PFW Client Setup Options window, specify the following:

Option Description
Server Path Specify the drive and directory on the network file
server where the Sage PFW network files were
installed.
Display Reserved Optional. Makes reserved fields available on certain
Fields processing windows.
Display Login Name If you select this option, the login name of the last user
of Last User is automatically displayed in the Sage PFW Login
window the next time you run Sage PFW.
Create Shortcut for Select this to create a shortcut on this client machine
PAS desktop which starts a PAS.

Click OK to continue.

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Step Action
10 The Setup Complete window appears.

If prompted, Select to reboot your System. Click Finish.

Repeat these steps for each Sage PFW client workstation.

Files Updated by Sage PFW Installation

Description Installation of Sage PFW 5.4 may update some files in your
local \WINNT \SYSTEM32 (Microsoft Windows NT, XP, or
2000) directory. It may also add or update some OLE DLL
files to versions required by Sage PFW 5.4.

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Sage PFW on the Desktop

Description During client installation, the following shortcut may be added
to your desktop if the option is selected:

Additionally, during the client setup, you can optionally add a

shortcut for a Process Application Server (PAS). If you select
this option, the following shortcut displays on your desktop:

The System Administrator can safely delete the shortcut if it is

not desired on a client workstation. It can be re-added at any
time following the usual Windows procedures for adding a
shortcut.

Start menu When you install Sage PFW, the following items are placed in
a Sage PFW group in the Programs folder on the Start menu:

Note: The Component Browser and Dictionary Editor only

display when Customization Workbench is installed.

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Installing MDAC

Background Microsoft Data Access Component (MDAC), version 2.5 or

better, must be installed to facilitate repository access. Many
centralized configurations are accessed via MDAC.

Note: FRx Desktop requires MDAC version 2.8 and can be

installed from the FRx installation CD. However, prior to
installing version 2.8, make sure that MDAC version 2.5
already exists.

Where to install You must install MDAC 2.5 at each client workstation where
MDAC you want to run Sage PFW 5.4.

MDAC must be installed on the workstation’s local drive

Note: Windows 2000 or XP operating systems include MDAC

in their configuration. It is not necessary to run the MDAC
installation on machines running these operating systems.

Procedure Follow these steps to install MDAC.

Step Action
1 Close all Windows applications, including all TSRs,
screen savers, and virus scanners. Verify MDAC is
installed on the client workstation.
2 Verify the latest Microsoft Jet 4.0 components are
installed on the client workstation. The latest compo-
nents can be downloaded from Microsoft’s website
3 When the setup is complete, click Finish.
4 Repeat steps 1 through 3 above at each Sage PFW cli-
ent workstation.

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Installing Adobe Reader

Overview
Background To enable a user to view the online user’s guides, Adobe
Reader must be installed at the client workstation. Adobe
Reader version 7.0 is provided as part of the Sage PFW
installation. Unless you already have the most current version
installed, you should install this upgrade.

You can distribute Reader, register the program, or purchase

additional Adobe software as desired. Instructions on using
Reader to view online documents is provided in the System
Basics User’s Guide.

Where to install the You must install Adobe Reader at each client workstation
Reader where you want to access online user’s guides.

Adobe Reader should be installed on the workstation’s local

drive.

How to Install Adobe Reader

Before you begin If you have installed a prior version of Adobe Reader it is
recommended that you uninstall it prior to installing Adobe
Reader version 7.0.

Description This procedure:

• Updates/adds the required Adobe Type Manager files to the

client workstation

• Creates Adobe Reader program group on the client desktop

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Procedure Follow these steps to install Adobe Reader files:

Step Action
1 Close all Windows applications, including all TSRs,
screen savers, and virus scanners.
2 Run the Reader installation setup program by either
typing the following: (where M represents the network
server drive where your Sage PFW Server is installed)
M:\PLATINUM\ACRCLIEN\AdbeRdr70_enu.exe
Or you can launch it from the autorun screen.
3 Read the information in the Adobe Reader 7.0 Setup
window then click Next.
4 Read the license information in the Software License
Agreement window, click Accept to continue the
installation.
5 In the Choose Destination Location window, if you
want to install Reader to a path other than the default,
type in the drive and directory path where you want to
install Reader, and click Next.
6 As the installation proceeds, the system displays a
progress indicator.

Note: If a version of Adobe Type Manager (ATM)

prior to version 3.x was previously installed on your
computer, a message may appear requesting permis-
sion to update portions of your ATM to the latest ver-
sion. Choose to continue the installation; the partial
ATM installation ensures the online documents will
appear as designed, and will not affect how your ATM
works.
7 When the setup is complete, click Ok.
8 Repeat steps 1 through 7 above at each Sage PFW cli-
ent workstation.

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Post Installation for All Versions

Overview
Description After the installation is complete, please review the following.
These issues are important, regardless of the version that you
have upgraded from.

In this section The following topics are discussed in this section:

Topic Page
Additional Steps When Installing to a New Drive 80
Defining the Process Application Server (PAS) 83

Additional Steps When Installing to a New Drive

Description If you installed Sage PFW 5.4 on a new drive on the network
file server, use the following steps to complete the installation.

Note: For ease of discussion, the prior PFW version drive will
be referred to as drive O: while the new Sage PFW 5.4 drive
will be referred to as M:.

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Converting Custom You may have custom menus and/or tabs in that you have
Menu and Tabs designed using Customization Workbench and want to move
these menus forward into Sage PFW 5.4.

Step Action
1 To preserve customized menus and tabs, do the
following:
Step Action
1 On the Sage PFW 5.4 drive (M:), add a new direc-
tory in the M:\Platinum\PFWRes directory named
Upgrade (new directory
M:\Platinum\PFWRes\Upgrade).
2 On the Sage PFW 5.4 drive (M:), copy the
O:\Platinum\PFWRes\MASTER\UTMID.SRF
and UTML.SRF files to the new
M:\Platinum\PFWRes\Upgrade directory.
3 From the Prior PFW version drive (O:), copy the
O:\Platinum\PFWRes\MASTER\UTMID.SRF
and UTML.SRF files into the
M:\Platinum\PFWRes\MASTER directory.
4 Login to Sage PFW 5.4 and the menu upgrade
wizard is automatically triggered.

2 Login as Admin and add your companies.You do not need

to initialize any company data files. Remember to enter
the new server drive (in our example, M:) in the Drive
Specification. Make sure to use the same company key.

Warning! If you are upgrading from

BatchMasterPFW 5.02, do not initialize any
company data files.The initialization process
creates ??CVTREVB files for each
application initialized. These files cause the
data conversion to treat a company’s data as
if it has already been converted to the new
format. If the newly initialized
??CVTREVB files are in the company data
directory, the data will not be converted.

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Step Action
3 Copy each company’s data from the old drive into the
new one.
4 The company data is now ready to convert.

Bringing forward You can bring forward all user groups and users previously
User Groups and defined in prior versions of Sage PFW. To accomplish this, do
Users the following:

Step Action
1 Copy only the files (not the sub-directories) from the
old O:\Platinum\PFWAdmin directory into the new
M:\Platinum\PFWAdmin directory.
2 Login as Admin, go to User Setup and modify each
user, adding new security features. You may be
prompted to run the Security Data Conversion Wizard
prior to making the changes.
Note: Running the Security Data Conversion
wizard is only necessary when bringing for-
ward User Groups and Users from pre-5.3
versions. To run the wizard, login as Admin,
go to Security Data Conversion, and select
Finish to convert the Sage PFW Admin files.

When you click Finish, a user directory is created on

the new drive.

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Step Action
3 You may want to set up companies, groups, users and
all other security from scratch. If, however, you abso-
lutely need to replicate the prior version settings rather
than starting from scratch, copy each user folder and
contents from the old \PLATINUM\username folders,
creating new ones. Reset the UTQMSG file in each
new user folder, and get rid of any .MDB, .LDB, .RPT,
.SAV, or .PRM files that are in the users' subdirectories
in the new area. Log in to Sage PFW as Admin and
make sure every company is pointed to the correct
(new) drive letter.
4 Also, in the User Setup, each PFW Client and PAS
Client that you will be using needs to be refreshed.
Make sure that you change the drive letter for each
PFW Client and PAS Client to reflect your new drive
mapping.

Defining the Process Application Server (PAS)

Introduction The Process Application Server (PAS) is a Windows process.
A specific procedure is required to establish a PAS or multiple
PAS’s to run on the Windows Server or workstation computer
before a PAS session can be launched. Depending on the
volume of network traffic, number of users, and type of
computer, several PAS sessions could be running
simultaneously on the server computer. For more information,
refer to “Creating a Shortcut to Launch the PAS” on page 84.

Be sure to uninstall a PAS(s) if it is not registered. The

existence of an unregistered PAS causes the system to lock
users out of all applications, if beyond 30-day trial, and leave
all remote submission features on the Report Routing tab. If a
report is submitted remotely to a queue with an unregistered
PAS, the report is never created and remains with a In Progress
status.

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Windows Server A Windows server configurations could include the following:

configurations
• Windows Server as the file server running an application
server.

• Single or multiple workstations connected to a Windows

2003/2000 Server as the file server.

Note: Running a PAS(s) on the Windows Server will impact

network performance.

Prerequisites To run a PAS on any machine (client or server), the Sage PFW
Client must be installed. During the client installation, a
shortcut for launching the PAS can be added to the client
machine’s desktop. If this step was missed, use the following
steps to add the shortcut to the desktop.

Creating a Shortcut to Launch the PAS

The Program Filename, Window Title, and Startup Directory
will change based on your preferences.
1. Right mouse click on the desktop.
2. Select NEW then select Shortcut.
3. Enter the Program Filename. For example, the entry would
be (where x is the drive where Platinum is installed):

x:\PLATINUM\SMUDSPCH.EXE
4. Then name the Shortcut. For example:

Posting Server
You can then create as many Shortcuts as you need and place
them on the Desktop or use the Taskbar options to place them
in Program groups within the Start menu.

Additionally, you should have set up all Companies, Queues,

Users, and PAS users using the appropriate wizards within
Sage PFW. If you have not done this, please do so before
continuing. The procedure for this setup is provided in the
System Management User’s Guide.

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PAS Automation To load, login, and minimize a PAS from an icon, enter the
following target when creating the shortcut (where x: is the
network drive where Sage PFW is installed):
x:\PLATINUM\SMUDSPCH /name <PAS name> /password <PAS
password>

For example:
x:\PLATINUM\SMUDSPCH.EXE /name PAS1 /password MASTER

The PAS name and password are case sensitive. The password
may be optional, based on how Admin created the PAS user. If
so, the target command would be:
x:\PLATINUM\SMUDSPCH.EXE /name PAS1

If the command is incorrect, the following error message

displays directing you to the problem area.

Other Security
considerations Using the NTFS file system will allow greater resolution in
assigning security than using the FAT system. This will allow
assigning security to the file level. But using file-level security
will cause Sage PFW errors. The preferred method is to use the
built-in security features, and to only use the NTFS security to
completely restrict users from accessing the \PLATINUM
directory.

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Sharing Drives
When the client connects to the server volume where Sage
PFW is installed, the volume must be shared from the root of
the drive. This is necessary because Sage PFW will build a
drive path for creating files assuming \Platinum is located the
first level off the root.

Error 484 in If you receive this error when running a report, add a printer to
QMReport when the client workstation where the error occurred. Before you
printer is not can run reports, listings, or posting programs from a client
defined on Client workstation, a printer must be defined in Microsoft. This can
be the default printer, a local printer, or a network printer.

Next Step
Description Once the installation process is complete, please proceed to
“Before Processing in Sage PFW Version 5.4” on page 111 for
additional information.

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Automatic Data Conversion

Automatic Data Conversion Chapter 4

Overview
Introduction An automatic data conversion must be performed after you
have completed the installation of Sage PFW 5.4, regardless of
the version that you are upgrading from. There are two auto
data conversion utilities and one security conversion utility.
• Sage PFW Menu Upgrade wizard
When you login to Sage PFW 5.4 for the first time, the
system detects any menu item customizations from prior
PFW versions, and displays the PFW Menu Upgrade
wizard automatically.
• Auto Data Conversion wizard
This wizard is run by the System Administrator in Sage
PFW 5.4. Users upgrading must run this utility once for
each company. This wizard converts data from prior
versions to Sage PFW 5.4.
• Security Data Conversion wizard
This wizard must be run by the System Administrator if
you have copied USERS.ADM or UTGXR.ADM from a
version prior to 5.3 into the new 5.4. If you are upgrading
from version 5.3, this wizard is not a required step. A
message automatically displays requiring you to run this
wizard.

Notification to If you attempt to access any menu item in a company that

perform data requires conversion before running the automatic data
conversion conversion, you are prompted to convert the data.

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In this chapter This chapter contains the following sections:

Topic Page
Automatic Data Conversion Wizards 89
Post Conversion 99

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Automatic Data Conversion Wizards

Overview
Introduction The Auto Data Conversion wizard must be run for each
company before processing in Sage PFW 5.4.

In this section This section contains the following topics:

Topic Page
Sage PFW Menu Upgrade Wizard 89
Understanding the Automatic Data Conversion Wizard 92
Security Data Conversion Wizard 97
Post Conversion 99

Sage PFW Menu Upgrade Wizard

Description When you login to Sage PFW 5.4 for the first time, the system
detects any menu item customizations from previous versions
and displays the Menu Upgrade wizard.

This wizard updates your menu items as a result of:

• Caption changes you made to system-delivered menu items

• The presence of user-defined custom menu items.

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Procedure To run the Sage PFW Menu Upgrade wizard, do the following:

Step Action
1 When the Sage PFW Menu Upgrade wizard appears, read
the information provided by the wizard then click Ok.

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Step Action
2 When the system has completed its preservation proce-
dures:

• Click View Log to view the changes that were made, if

desired
• Click Close to exit the wizard.

When you exit the wizard, you will need to login to Sage
PFW.

Log The log provided by the wizard records changes made by the
conversion.

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Understanding the Automatic Data Conversion Wizard

Description The upgrade to Sage PFW 5.4 requires very few data files to be
converted, if you are upgrading from 5.3. The following is a
list of the tables that require conversion.

Application File Names

Accounts Receivable ARHDRH
ARLINH
ARTRAN
ARTRANH
ARPAYHST
ARSELECT
Sales Order OEHDR
Bank Book BBTRAN
System Manager BBACCNT
Order Entry Pro ORCNTRCT
ORHDR
ORLINH
ORPRICE2
ORPRICE3
ORPRICE4
ORPRICE5
Formulas FMAPPRV
FMMAST
FMONER0
Purchasing Pro PUCNTRCT
PUITMVND
PUVHDR
Inventory Pro INFSPEC

However, if you are converting from a different version, the

data conversion may convert every data file, within each
company. For example, the expanded fields touch almost every
data file in PFW and BMPFW and requires the conversion
process to rebuild every affected file. Because of this, the data
conversion will be time intensive, based on the amount of data
in your files.

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You may want to archive and purge as much historical data as

possible prior to upgrading to 5.4. Many applications provide
purge utilities that not only purge data but also provide a list of
the purged information. These lists can be archived by saving
the list to a disk or printing a hard copy of the information.

The amount of time required to convert data depends upon the

version of PFW that you are upgrading from and the size of the
data files.

Hardware Since the data conversion may rebuild every data file, this
requirements process requires that the workstation used for the conversion
have the following minimum requirements, prior to converting
your data.
• 500 MHz Pentium processor
• 256 MB RAM

Additionally, the server drive must have two times a

company’s data size free to complete a conversion. For
example, the PREMGL demo company is 10 mgs in size.
Before this company can be converted, 20 mgs of disk space
must be free to successfully convert the data. This free space
must be on the same drive as the company’s data. You may
receive an Out of Memory error if you do not have enough disk
space available.

Conversion The complete conversion process for a company must be run

Requirement from one machine. Do not separate a company’s data onto
different machines to convert simultaneously.

2000 Server If you use Windows 2000 on the server, you may want to run
Suggestion the conversion from the server workstation. This can speed up
the conversion process.

Chart of Accounts The conversion process makes a backup copy of the chart of
backup file accounts file, prior to the conversion. For each company that is
converted, an NLCHART.P51 file is created in the company
directory. Do not delete this file after the conversion.

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The NLCHART.P51 is the only link to the old 8 digit account

numbers and is not updated after the conversion is complete.

Note: While Sage PFW 5.4 doesn’t use this file, 3rd party
products may use it to convert their products, so do not delete
it after the conversion is complete.

Numeric Keys Many numeric key fields are zero filled during the auto
conversion process. However, all pre-saved parameters, that
contain numeric customer keys, are not zero filled. After the
conversion, the affected pre-saved parameters must be
refreshed and saved.

Therefore, if you use any of the following keys in pre-saved

parameters, you will need to refresh and save these parameters.
The fields affected by this are:
Accounts Receivable Customer key
Ship To key
FOB key
Ship Via key
Terms key
Accounts Payable Vendor key
FOB key
Ship Via key
Terms key
Inventory and Inventory - Item key
Pro
Formula Formula key

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How to Run Auto Data Conversion

Procedure To run the Auto Data Conversion wizard, do the following in
every company:

Step Action
1 Make sure you are logged into Sage PFW as the
Administrator.
2 Select Auto Data Conversion from the Admin menu.
3 Follow the instructions provided by the wizard.
4 Upon completion of the automatic data conversion, exit
the wizard.

Conversion Log As the conversion processes, a conversion log displays on the

screen. As each file is converted, it is added to the log,
including a status. The status of each file determines if that file
converted successfully or not. The log also displays the
number of records successfully converted.

Historically, this conversion log file is updated with any

conversion run on Sage PFW, including the 5.4 conversion.
Each time a conversion begins, the conversion log is appended.
The appended information is always added to the end of the
file. Therefore, if you run several conversions, the log stores
information for each attempt or completed conversion. To find
the most recent conversion, you may want to look at the end of
the file first.

When the conversion is complete, the conversion log displays

a message, “Check company directory for *.DUP files”. If a
duplicate record is found in a file during the conversion
process, the first occurrence of that record is saved in that file.
The duplicate record is then removed from the file and added
to a *.DUP file in the company directory.

Note: Duplicate records are only saved in the *.DUP file for
duplicate key values to an index that does not allow duplicate
values. Most files allow duplicate values.

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By viewing the *.DUP file(s), you can determine which

records are duplicates and if they need to be added back into
the file. A separate *.DUP file is created for each file where
duplicates are found.

Note: The *.DUP file is in text format and can be read using
Notepad.

Analyzing Duplicate Records

If you find *.DUP files in a company directory, you need to
determine if the duplicate records need to be added into the
PFW file or if those records are in fact duplicates that can be
discarded. You can use the following steps to analyze duplicate
records.

Step Action
1 Locate and view (using Notepad) the *.DUP files found
in the company directory.
2 In Sage PFW, view the file that originated the duplicate
(refer to the file name).

For example, if you have a file APVENDH.DUP you

need to look at the AP-Vendor Activity file in PFW to
find the original records.
3 In Sage PFW, find the record that matches the duplicate
record.
4 Determine if the duplicate is a valid record or if it can be
discarded.
5 If the duplicate record is valid, you must enter the dupli-
cate record manually, making sure that it is unique.
6 Once all the records in the *.DUP files have been ana-
lyzed, you can delete the *.DUP files.

Incomplete If the user's system shuts down, or receives a run time error,
Conversion during the auto data conversion process, it should be able to be
restarted and pick up the conversion process where it left off. If
the application terminated during the middle of reading from
or writing to a data file it will resume at the beginning of the

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read process for that data file when the application is

subsequently started. The user may also exit in the middle of
the conversion process and then restart where they left off (not
recommended!).

If termination occurs either during the read or write process,

the “.SAV” file (the prior version format data file) will be left
intact in the company data directory. The initialized, or
partially written to, 5.3 format data file will also be left intact
but will immediately be over-written the next time the data
conversion is run.

Additionally, an error log is created that documents the errors.

This log can be viewed by either:
• Clicking the view log button after the conversion process
• Or by viewing the PFWCV.LOG file found in the
\\PLATINUM\<company directory>.

Conversion Errors During the conversion process, you may receive errors. These
errors are documented in the conversion log. Below is an error
that you may receive and a suggested solution.

Run-Time Error 75
You may receive a Run-Time Error 75 - Path/File access error
during the conversion process if the conversion finds a data file
that has a read only status. When this occurs, the Auto Data
Conversion window stops on the read only file. If this occurs,
change the file properties to read/write and start the conversion
process again. The conversion resumes, begins with that file,
and continues until it completes the process.

Security Data Conversion Wizard

Overview This wizard only applies if you are upgrading from a version
prior to 5.3. It is not a required step when upgrading from
version 5.3. The Security Data Conversion Wizard converts
the Users.adm and UTGXR.adm data files to the Sage PFW
5.4 format. This wizard is required if you have copied either of
these files during the upgrade process. These files store the

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user settings that are defined by the Admin user. Often, after
upgrading, these files are copied from the prior version of
PFW or BMPFW to the new version. This moves all PFW user
information from one version to the other.

To run the conversion wizard, do the following:

Step Action
1 Make sure you are logged into Sage PFW as Admin.
2 Select Security Data Conversion from the Admin
menu.
3 Follow the instructions provided by the wizard.
4 Upon completion of the automatic data conversion,
exit the wizard.

If you forget to run this wizard before you begin processing, a

message displays as soon as anyone tries to login to Sage PFW.
The message says “Security data files are out of date. Run the
Security Data Conversion wizard. A company data file
conversion may also be required.”

Note: It is impossible to use Sage PFW 5.4 until this wizard

processes successfully.

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Post Conversion

Overview
Introduction Once you have installed Sage PFW 5.4 (financial or process
manufacturing) and performed the automatic data conversion
procedures, there are several issues you need to be aware of
and procedures you must complete before you begin
processing in Sage PFW 5.4.

In this section This section contains the following topics:

Topic Page
Registering Sage PFW 99
Special Considerations for Registering General Ledger 108
Configuring the System 108
Reading the README Files 109

Registering Sage PFW

Introduction When you register your software, you provide the Registration
department with information about your company, computer
system, and the serial numbers for the applications you
purchased. The registration process verifies your purchase and
adds your company information to the Registration
department’s database. At the same time, you can register to
receive software maintenance updates.

Grace period After installing Sage PFW, you have 30 days in which to
register the installed applications with the Order Fulfillment
and Registration Department. Additionally, you are limited to a
single user until Sage PFW is registered.

30 Day Trial You can install unpurchased applications and use them for a
30-day free trial, however, you cannot register these
applications unless you purchase them.
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Following the 30-day grace period, the presence of any

unregistered applications causes the entire system to become
locked from access, including any applications that are
registered. To prevent this from occurring, you must uninstall
the unpurchased applications.

List of installed After installation, if you want to see a list of the applications
applications you have installed, open Sage PFW and select About Sage
PFW from the Help menu. Click Additional Info and the list of
applications is displayed. The applications listed are not
necessarily those you want to register; they are those you have
installed. Alternatively, you can log in as Admin and run the
Registration wizard from the Admin menu. This will show
which applications are installed and their registration status.

Purchasing You may purchase additional user or PAS licenses and activate
additional user them using the Registration wizard.
licenses and
applications You may also purchase and install additional applications.

Registration Instructions
Before you register Before you access Sage Software Online, call or FAX the
Registration department to register Sage PFW, review the list
of installed applications. If you have not already or do not
intend to purchase one or more of the applications you
installed, you must uninstall those applications since they
cannot be registered.

Refer to the System Management User’s Guide for instructions

on uninstalling applications that you have not purchased.

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Registration on If you are registering your software via Sage Software Online,
Sage Software use the following instructions:
Online

Step Action
1 Install the software according to the instructions pro-
vided in the Sage PFW System Management User’s
Guide or Upgrade Guide, as applicable.
2 Choose Sage PFW Business Desktop from the
Windows desktop. A version window is displayed
while the system initiates the login process. Once the
process is complete, the Registration wizard is
displayed.

The Registration wizard displays the number of days

remaining for you to register each time you log in to
Sage PFW. The day-count decreases by one day for
each subsequent calendar day, whether or not you use
Sage PFW on a given day.

To exit the Registration wizard and access Sage PFW

prior to receiving and entering your unlock code, click
Register Later.

The Registration wizard is displayed each time you

access Sage PFW until you register the software.
3 Review the list of installed applications and uninstall
any that you do not intend to register. Refer to System
Management User’s Guide - Uninstalling Applications
Not Purchased for instructions.
Obtaining the Unlock Code:

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Step Action
4 Log onto Sage Software Online. Access Profile Mgmt
and then Products. The following screen displays provid-
ing a list of all purchased applications.

Click the PFW Product Registration button.

5 You are prompted for the Initialization Code. This can be
found on the Sage PFW registration screen, as seen
below:

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Step Action
6 Your unlock key then displays.

Unlocking PFW:
7 When you receive your unlock code, start Sage PFW and
on the first window of the Registration wizard, click
Next.
8 Enter the site ID (if None is indicated) and unlock code in
the applicable fields.

Click Next.
9 If no errors occurred, a window showing the installed and
registered applications is displayed. Click Finish.

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Step Action
Logging in to Sage PFW:
10 When you exit the Registration wizard, you can log in
as the System Administrator by completing the Sage
PFW Login window.

Registering via Fax If you are registering via a fax or phone, you must complete
or Phone and return the registration form to provide the Registration
department with information required for registration.

This form is found at the end of this guide or System

Management User’s Guide. You use this form to provide the
Registration department with your initialization code, which is
required for unlocking your software. The initialization code is
displayed on the Registration wizard when you log in to Sage
PFW.

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Procedure Follow these steps to register Sage PFW via fax or phone

Step Action
1 Install the software according to the instructions pro-
vided in the Sage PFW System Management User’s
Guide or Upgrade Guide, as applicable.
2 Choose Sage PFW Business Desktop from the
Windows desktop. A version window is displayed
while the system initiates the login process. Once the
process is complete, the Registration wizard is
displayed.

The Registration wizard displays the number of days

remaining for you to register each time you log in to
Sage PFW. The day-count decreases by one day for
each subsequent calendar day, whether or not you use
Sage PFW on a given day.

To exit the Registration wizard and access Sage PFW

prior to receiving and entering your unlock code, click
Register Later.

The Registration wizard is displayed each time you

access Sage PFW until you register the software.
3 Review the list of installed applications and uninstall
any that you do not intend to register. Refer to System
Management User’s Guide - Uninstalling Applications
Not Purchased for instructions.
Completing the Registration form:

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Step Action
4 Complete the Registration form. Refer to the last page of
this guide for the form. Be sure to include the initializa-
tion code shown on the Sage PFW Registration wizard
screen.

Obtaining the Unlock Code:

5 Transmit the information on the Registration form to the
Registration department in any of the following ways.
Your unlock code will be assigned.
Fax: (949) 753-0374
Phone: US (888) 773-8989, option 2
International +1-949- 753-1222 ext: 4922
6 When you receive your unlock code, start Sage PFW and
on the first window of the Registration wizard, click
Next.

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Step Action
7 Enter the site ID (if None is indicated) and unlock code in
the applicable fields.

Click Next.
8 If no errors occurred, a window showing the installed and
registered applications is displayed. Click Finish.
Logging into Sage PFW:
9 When you exit the Registration wizard, you can log in
as Admin by completing the Sage PFW Login win-
dow.

Unlock code You are assigned an unlock code by the Registration

department or by Sage Software Online. It unlocks your
software, providing continued access to your system.

The unlock code assigned is valid only for the initialization

code that appears on your system for your current installation.
If any of the following has occurred, the unlock code becomes
invalid, preventing you from continued access to the system
following the 30-day grace period.

• You install another application between the time you

receive and enter your unlock code.
• You register only some of your installed applications.
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Contact the Registration department by phone or fax to have

another unlock code assigned.

Warning! Do not attempt to reuse an unlock code

as it may cause undesirable results.

Special Considerations for Registering General Ledger

Running Premier If you installed both the Standard and Premier Editions of
Ledger on a trial General Ledger, the system runs Premier Edition. If, after
basis running Premier Edition during the 30-day grace period, you
want to register Standard Edition, you must uninstall Premier
Edition.

To see which editions of General Ledger you have installed,

login as the System Administrator and run the Registration
wizard from the Admin menu. If the list shows Premier Ledger
as installed, you still have both editions installed. If the list
shows Standard Ledger as installed, you have properly
uninstalled Premier Edition. If you do not uninstall Premier
Edition, you will not be able to register Sage PFW with
Standard Edition.

Configuring the System

Set up Once you have successfully installed Sage PFW, login to the
configuration files system as the System Administrator to set up system-level
configuration files. These files provide the information that
enables your users to access the system and process data.

The configuration files set up one or more of each of the

following:

• Processing companies
• User security groups
• Users
• PASs (if applicable)

Instructions for setting up each of the above files are provided

in the System Management User’s Guide.

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Reading the README Files

Description The README files contain information that is not currently
included in the user documentation. Some of the README
information is critical to successful processing of the Sage
PFW system. You should be sure to read this information prior
to processing in Sage PFW 5.4.

You access the README files from the HELP menu on the
Sage PFW Business Desktop.

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Chapter 5
Before Processing in Sage
PFW Version 5.4
Before Processing in Version 5.4 Chapter 5

Overview
Introduction Depending on your installed applications and version that you
upgraded from, there are steps you must take to complete the
upgrade.

Important! Use only the section that reflects your

current version.

There are two sections in this chapter. You only need to refer to
the chapter that reflects the version of PFW or
BatchMasterPFW from which you are upgrading. You do not
need to read both sections.

In this chapter This chapter contains the following topics:

Topic Page
BatchMasterPFW and PFW 5.0x 112
PFW 5.1x, 5.2, 5.3, and BMPFW 5.3 127

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BatchMasterPFW and PFW 5.0x

Reviewing Your Current Settings

Company Setup Sage PFW 5.4 does not automatically update your company or
and User Group user group setup. After upgrading from a previous version you
Setup wizards must always review your current company and user group
setups and make any necessary changes. This is especially
important if you have installed any new applications or if a
company’s data has been previously split across drives.

Note: The feature allowing company data to reside on special

drives no longer exists in Sage PFW 5.4. Therefore, after
reviewing companies where data is split, you must physically
move the data to the designated drive.

User Security Sage PFW 5.4 offers extensive user based security options. It
is important that you update each user’s security and the
Admin’s setup as well. When updating the Admin user’s setup,
you’ll need to establish some system wide password options.
These include:

• Minimum length of user passwords

• The number of allowable login attempts
• The number of days that a password is valid
• Any required characters in the password.

Reviewing existing When upgrading from a previous PFW version, the Group
access rights Definition and Group Access (UTGD.SRF and UTGXR.SRF)
files are not overwritten to include the new menu items. Before
users can be given access to those menu items in the Business
Desktop, the system administrator must access the User Group
Setup wizard and assign rights to all new menu items.

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Reviewing system Verify the settings in your system configuration and file
configuration and maintenance menu items for each processing company in your
file maintenance installed applications, especially the Application Setup and
menu items Automatic Numbering menu items.

Generating Reports and Forms

Error 484 in If you receive this error when running a report, add a printer to
QMReport when the client workstation where the error occurred. Before you
printer is not can run reports, listings, or posting programs from a client
defined on Client workstation, a printer must be defined in Microsoft Windows.
This can be the default printer, a local printer, or a network
printer.

Verify reports To further verify successful conversion, use the following

steps:

Step Action
1 Generate the specified reports using equivalent parameter
settings to those you used before automatic data conver-
sion:

• Accounts Receivable: Aged Receivables report

• Accounts Payable: Aged Payables report
• Bank Book: Reconciliation report and Cash Balance
report
• Purchase Order: Open Order report
• Sales Order: Sales Order report
• Inventory: Planning report & Valuation report.
2 Compare totals in the pre-and post-conversion reports to
verify successful conversion.
3 Access and complete or revise all new data fields and
files.
4 Run your normal month-end procedure to ensure you are
still in balance.

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Step Action
5 When you have generated and verified all reports, make a
backup of the entire company’s new data files. You then
have a set of backup data for both pre-and post-conver-
sion versions. Be sure to use a separate location for each
backup you perform. Do not write over your pre-conver-
sion backups.

Preview All Forms With the variations in operating systems and printers, spacing
on individual combinations of pre-printed forms, operating
systems, and printer drivers may vary. It is important that you
have the current printer drivers for your printers, including dot
matrix printers -- the generic dot matrix printer driver will not
work properly with Crystal. Therefore, it is vital for you to
test all pre-printed forms prior to conversions. If you have
alignment problems, open the forms in Crystal Reports 10,
drag the fields to the appropriate locations for your
environment, then save the report in the appropriate
subdirectory. You can refer to “Creating Custom Reports by
Company” on page 40 for additional information. The
following .RPT files are used:

Form Crystal RPT file

AR Invoices & Credit Memos ARPINVCM.RPT
AR Statements ARRSTMNT.RPT
AP 1099 AP1099.RPT
AP Checks APPCKPRT.RPT
OR Bill of Lading OR7_BOL.RPT
OR Inventory Bill of Lading OR8_IBOL.RPT
OR Invoices and Returns OR4_IVL.RPT
OR4_IVS.RPT
OR4_IVZ.RPT
OR Packing Slip OR5_PACK.RPT

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Form Crystal RPT file

OR Sales Orders and Returns OR4_WOL.RPT
OR4_WOS.RPT
OR4_WOZ.RPT
PO Purchase Orders POPFORMS.RPT

PU Purchase Orders - Pro PU3_PLZ.RPT

PU3_POB.RPT
PU3_POC.RPT
PU3_POZ.RPT
SO Invoices OEPINV.RPT
SO Sales Orders OEPSORD.RPT

Special Considerations for Inventory Reports

Changes in Report Some reports in Inventory, version 5.4, display information
Data differently than prior versions. For example, if an inventory
item exists in the Item Location file but not in the Item Master,
prior versions of Sage PFW would print “Item Not Found” or
“Not Found” in the Item Description. The old reports would
then include the Item Location detail on the report, even
though the item key and description were not available.

In Sage PFW 5.4, items that do not exist in the Item Master file
are not included on the report. Only items that are present in
both the Item Master and the Item Location files are included
on reports.

Note: If you find that you have inventory items in the Item
Location file but not in the Item Master, you need to add these
items into the Item Master file manually.

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General Ledger
Running the In some situations the GL Edit List creates provisional files
General Ledger that the automatic data conversion does not convert. To ensure
Edit List that this data is converted to the new format, you must run the
period or year end Edit List again after you upgrade to Sage
PFW 5.4. You must do this before you run a period or year end
post in Sage PFW 5.4.

Important! If you do not perform this task as

described, you may corrupt your database.

Lookup Charts The lookup chart feature was replaced with the ability to
individually select which applications can use an account. In
the Chart of Accounts file maintenance you can determine the
sub system where an account can by used by clicking a
checkbox for each application. A new tab lets you select the
sub-systems that will have access to each account number.

The Sage PFW 5.4 conversion selects the sub-systems

equivalent to sub-systems assigned prior to the conversion.
You can change this accordingly in the Chart of Accounts file
maintenance.

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Accounts Payable
On account If you upgraded from PFD, you need to be aware that Sage
payments with PFW does not allow on account payments with discounts. Any
discounts existing on account payments with discounts must be voided
and re-entered without the discount as follows:

Step Action
1 Activate the automatic data conversion for existing com-
panies. This clears any existing payments or application
of on account amounts that have not been posted.
2 Run the AP Current Transaction Listing:

• by Vendor Key / Apply To Document Number

• specifying that the listing include Transaction Type =
T (Discount Taken)
• with all ranges set First to Last
3 Void the documents on the listing using the Void Posted
Check utility.
4 Re-enter the documents by entering a handwritten check
in Cash Disbursement, being sure to:

• use the current processing date

• enter the original voided check number as the hand-
written check number

This procedure voids the on account payments with discounts,

removes the transactions from the Current Transaction file
(APTRAN), and replaces them with on account payments with
no discount. All General Ledger transactions generated by this
sequence are dated with the current processing date and any
discounts are generated at the time the on account payments
are applied to a voucher. Entering the same handwritten check
numbers as the voided checks provides an audit trail in Bank
Book reconciliation.

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Defining Masks and Auto Numbering

Description Many types of document numbers can now a have
corresponding, user defined mask. A mask consists of two
parts;
• Static - An optional alphanumeric description
• Variable - A system generated number that must be a
contiguous number with no special characters.

This mask defines the static portion of the document number

plus the number of digits (up to nine) for the variable portion
of the document number. In addition to defining a mask, you
can also enter the next available number.

For example, you might define a mask where the static portion
signifies the current year and the variable number is six
characters long. Also, the auto numbering is set to begin
numbering with 000009. The mask will look like this:

2005-######

When a transaction is entered, using this mask, the new

document number will be 2005-000009.

The total size of a document number, including static and

system assigned number, can be no larger then 16 characters.
Additionally, the static portion of mask can be before and/or
after system generated number (e.g., 2005-########-12).

Installing Sage PFW 5.4 provides a default mask for all

document number fields that is #########. Make sure to
review the masks before you begin processing with version
5.4.

When a transaction is saved, the entire masked number is

saved in the document number field.

Mask Size Although version 5.4 allows larger numbers, it is

recommended to be conservative when defining your mask. If
you choose to design a mask that fills the entire field size, keep
in mind that the variable number zero fills and may make it
more difficult to find specific transactions.

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Converted Data The Sage PFW 5.4 conversion utility does not refresh pre-5.3
data using the new masking feature or expanded field sizes.
This provides historical reference to all original transaction
numbers.

When running reports, data will be separated by pre-5.3 data

and post 5.3 data, due to the difference in field sizes.

The following report displays data prior to the conversion and

data entered in 5.4 using the new masks. The invoice number
mask is IN-########-2005, notice the difference in the
document number column.

Sample Report
To view a sample report, click the following button.

Setting up Masks After installing Sage PFW, you may want to set up masks for
the following numbers:

Application Menu Item Field Mask

Accounts Receivable Process Options Setup Transaction number
and Order Entry - Invoice number
Pro Credit memo number
Check number
Deposit number
Finance charge number
Late charge number
Order number (for Sales Order)
Accounts Payable Auto Number Setup Voucher number
and Purchase Order number
Purchase Order - Pro
Bank Book Auto Number Setup Document number
System Manager Cash Account File Check number and mask for each
Maintenance cash account

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Once the masks have been setup, all data from that point
forward will reflect the masks.

Establishing Cash Accounts

Overview The cash accounts, used by both Bank Book and Accounts
Payable, are now stored in the System Manager group on the
Business Desktop in the Cash Account menu item found in the
File Maintenance folder. Before processing, you need to set up
each cash account that you use, in addition to the associated
check number and mask for each cash account. Once these
accounts are setup, they are used by both Bank Book and
Accounts Payable for processing.

You may also want to set up a default NSF information that can
be used by AR - Void Posted Receipts. You can assign a default
bank fee amount, expense account, and Bank Book
Distribution Type.

If, prior to upgrading, you have Bank Book installed and have
only one cash account setup, this step is optional. The
conversion process maintains the cash account previously
established. However, you may want to update the cash
account information, especially the next check number and
mask.

If you don’t have Bank Book installed, this step is required.

Refer to the Bank Book or Accounts Payable User’s Guide for
additional information.

Posting by User ID
Overview The User ID field has been added to the parameter tab for
several print and post menu items and report menu items. This
field allows you to print and post batches of transactions based
on the User ID. Plus, a new System Setup menu item in the
System Manager - System Setup folder, has been added that
lets you determine the default for this field.

Set this default option to determine if the User ID is blank or if

it defaults the currently logged in User’s ID.

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Reconfiguring Your Data

Overview If you want to use the expanded field sizes for Customer Key,
Formula Key, Item Key and/or Vendor Key, you may want to
use the change utilities to update your existing data.

How to Change The Change Vendor Key or Change Customer Key menu items
Vendor and allow you to:
Customer keys
• Change an existing vendor/customer key to a new key
• Replace an existing vendor/customer key with an existing
key
• Merge an existing vendor/customer key with another
existing key

Vendor/customer keys with different class keys that have:

• Different account distribution mappings, or

• Different currencies

Cannot be merged and should not be replaced.

If vendor/customer keys have different class key settings, the

existing account distributions and currencies for transactions
are not updated. New transactions will be posted according to
the account specifications in the new class.

Procedure Follow these steps to change, replace, or merge vendor/

customer keys:

Step Action
1 Select Change Vendor/Customer Key from the Busi-
ness Desktop.
2 Select an existing parameter and then Edit or Process;
or select New to create new parameters from the View
List window. The Change Vendor/Customer Key win-
dow appears.
3 Select the vendor/customer key you want to change,
replace, or merge from the lookup in the Old Vendor/
Customer Key field.

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Step Action
4 In the New Vendor/Customer Key field, do the follow-
ing:

To... a
vendor/
Then...
customer
key:
Change or Type in a new vendor/customer key.
rename
Replace Select the vendor/customer key which
you want to replace the old vendor/cus-
tomer key.

Warning: The data from the ven-

dor/customer key you enter in the
New Vendor/Customer Key field
replaces the data from the old
vendor/customer key.
Merge Select the vendor/customer key which
you want to merge with the vendor/
customer key you selected in the Old
Vendor/Customer Key field.

Warning: Various types of data

from both vendor/customer keys
will be combined in the new ven-
dor/customer key.

5 Click Process.
6 If you are merging or replacing a vendor/customer key,
a message is displayed to confirm that you want to
replace or merge the vendor/customer keys. Select
Replace or Merge and click OK.
Need more information? Press F1.

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How to Change The Change Item Key Entry and Change Item Key menu items
Item Keys allow you to change:

• Old item key references in the Item Master and Item

Location files to a new key

• References to the old item key as an Alternate Item Key in

the Item Master file to a new key (optional)

• Item key references in the current and historical GL

transaction files to a new key (optional)

Before you begin Before you run this process:

• Suspend data entry and file maintenance to ensure that all

records get changed.

• Print a Change Item Key Listing of all change records you

have entered, but not processed. This is your audit trail of
the changes that will be made.

Procedure Take the following steps to enter item key changes:

Step Action
1 Select Change Item Key Entry from the Business Desk-
top.
2 Complete the Old Item Key and New Item Key fields.
3 Save the record.
4 Repeat steps 2 and 3 for other item keys you want to
change.
5 Generate a list of the changes you have entered with the
Change Item Key Listing window.
6 Select Change Item Key from the Business Desktop.
7 Select an existing parameter to edit or process, or select
New to create new parameters from the View List win-
dow.
8 Complete the Selection document tab.

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Step Action
9 Complete the Routing and Distribution tabs.
10 Click Process.
11 Save the parameters, if desired.
Need more information? Press F1.

Refreshing Parameters
Description All expanded keys that are numeric are zero filled during the
auto data conversion process. However, all pre-saved
parameters that contain numeric keys, are not zero filled. After
the conversion, the affected pre-saved parameters must be
refreshed and saved.

Therefore, if you use any of the following keys in pre-saved

parameters, you will need to refresh and save these parameters.
The fields affected by this are:
Accounts Receivable Customer key
Ship To key
FOB key
Ship Via key
Terms key
Accounts Payable Vendor key
FOB key
Ship Via key
Terms key
Formula Formula key
Inventory Item key

Additionally, for all report parameters created prior to 5.x, you

must also visit the routing tab. Version 5.x added additional
functionality to the routing tab that needs to be setup. These
features included:

• Remote and local processing (PFW only)

• Scheduling
• Output information.

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Procedure Any pre-saved parameters must be refreshed and re-saved as

follows:

Step Action
1 Select the report, listing, utility, or posting menu item.
From the View List select the pre-saved parameter that
contains the invalid key.
2 Use the lookup or enter the new expanded key.
3 Select the Routing tab and select the desired processing
method (local vs. remote), scheduling, and output.
4 Click the Save button. You can either save the changes to
the old name, or assign a new name for the pre-saved
parameter.

Click OK.
5 Repeat these steps for each pre-saved parameter.

Customizing Business Desktop

Overview The Menu Browser has evolved into the Business Desktop.
Once PFW 5.4 is installed, you can customize each user’s My
Tasks tab to include processes that they use. Additionally, you
may want to add any shortcuts or URLs that are used by each
user.

Converting Custom Crystal Reports to version 10

Overview If you have custom Crystal reports, it is essential that they be
converted to Crystal version 10. To convert them, you must do
the following:

Step Action
1 Run a copy of each custom report.
2 Install Crystal 10 (Report Designer)
3 Open each custom report (.rpt)

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CHAPTER 5 Before Processing in Version 5.4

Step Action
4 Using the Database | Set Datasource Location option,
change the database connection to point to new 5.4
DDFs in \Platinum\Data
5 Using the Database | Verify Database option, verify the
report against new DDFs

• Fields that changed names must be mapped manu-

ally (Crystal will display a wizard for this)
6 Using the Database | Database Expert option, verify the
links between tables in the report
7 Review the report
8 Run the converted report.

If the report is not the same, refer to Crystal documentation for

further instructions.

Crystal Report Template Files

Overview You may want to copy two template files from the PFW
Installation CD that allow you to create new reports with the
standard look and feel found on the existing PFW reports.
These files are found on the Installation CD at the following
location:
\\Platinum\PFWRES\MASTER\CWB

In this directory, you’ll find SMULand.RPT (Landscape

layout) and SMUPort.RPT (Portrait layout). These files are not
installed but reside on the installation CD.

126 Upgrade Guide Version 5.4

 PFW 5.1x, 5.2, 5.3, and BMPFW 5.3

PFW 5.1x, 5.2, 5.3, and BMPFW 5.3

Overview
Introduction Depending upon your upgrade version, you may want to do the
following. If you are upgrading from 5.1x or 5.2, the following
should be setup prior to using Sage PFW 5.4. If, however, you
are upgrading from version 5.3, these steps are not necessary
unless you did not set them up previously.

Establishing Cash The cash accounts used by Bank Book, Accounts Receivable,
Accounts and Accounts Payable are now stored on the System Manager
folder in the Cash Account file maintenance. Before
processing, you need to setup each cash account that you use,
in addition to the associated check number and mask for each
cash account. Once these accounts are setup, they are used by
both Bank Book and Accounts Payable for processing.

You may also want to set up a default NSF information that can
be used by AR - Void Posted Receipts. You can assign a default
bank fee amount, expense account, and Bank Book
Distribution Type.

If, prior to upgrading, you have Bank Book installed and have
only one cash account setup, this step is optional. The
conversion process maintains the cash account previously
established. However, you may want to update the cash
account information, especially the next check number and
mask.

If you don’t have Bank Book installed, this step is required.

Refer to the Bank Book or Accounts Payable User’s Guide for
additional information.

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CHAPTER 5 Before Processing in Version 5.4

Refine User It is important that you update each user’s security and the
Security Administrator’s setup as well. When updating the Admin
user’s setup, you’ll need to establish some system wide
password options. These include:

• Minimum length of user passwords

• The number of allowable login attempts
• The number of days that a password is valid
• Any required characters in the password.

Posting by User ID The User ID field has been added to the parameter tab for
several print and post menu items and report menu items. This
field allows you to print and post batches of transactions based
on the User ID. Plus, a new menu item in the System Manager
- System Setup folder, has been added that lets you determine
the default for this field.

Set this default option to determine if the User ID is blank or if

it defaults the currently logged in User’s ID.

Customizing The Menu Browser has evolved into the Business Desktop.
Business Desktop Once PFW 5.4 is installed, you can customize each user’s My
Tasks tab to include processes that they use. Additionally, you
may want to add any shortcuts or URLs that are used by each
user.

Converting Custom Crystal Reports to version 10

Overview If you have custom Crystal reports, it is essential that they be
converted to Crystal version 10. To convert them, you must do
the following::

Step Action
1 Run a copy of each custom report.
2 Install Crystal 10 (Report Designer)
3 Open each custom report (.rpt)

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 PFW 5.1x, 5.2, 5.3, and BMPFW 5.3

Step Action
4 Using the Database | Set Datasource Location option,
change the database connection to point to new 5.4
DDFs in \Platinum\Data
5 Using the Database | Verify Database option, verify the
report against new DDFs

• Fields that changed names must be mapped manu-

ally (Crystal will display a wizard for this)
6 Using the Database | Database Expert option, verify the
links between tables in the report
7 Review the report
8 Run the converted report.

If the report is not the same, refer to Crystal documentation for

further instructions.

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CHAPTER 5 Before Processing in Version 5.4

130 Upgrade Guide Version 5.4

Appendix A
Upgrade Checklist

Upgrade Checklist Appendix F

Overview
Description This appendix contains a suggested set of steps for upgrading
to version 5.4. This check list covers basic issues that should
be considered prior to and during a conversion.

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A PPENDIX A Upgrade Checklist

Upgrade Checklist
Procedure Use the following check list for upgrading to Sage PFW 5.4
Task Action
1 Verify Computers have supported Hardware and Software.

Server Client
500 MHz Pentium Processor 500 MHz Pentium Processor (1GHz preferred)
(1GHz preferred)
1 GB or greater Hard Disk space 1 Gb or greater Hard Disk space
(2 GB preferred)
Monitor: VGA Monitor: VGA
512 MB RAM Minimum 256 MB RAM Minimum (256 MB RAM
preferred)
32-Bit NC 32-Bit NC
Supported Operating Systems: Supported Operating Systems:

Windows 2000 Server Windows 2000 Professional

Windows 2003 Server Windows XP Professional
Citrix Metaframe XP, using Note: We will not be supporting WindowsXP
Terminal Services, Citrix Home Edition.
Metaframe XP, using Terminal
Server Services, or Red Hat
Enterprise Linux ES Basic Edi-
tion (Kernel Version 2.4 or
above)

132 Upgrade Guide Version 5.4

 Upgrade Checklist

Task Action

Computer Operating
CPU Speed RAM Free HD Space
Server System

2 Ensure that all workstations have the proper print drivers for all printers being
printed to. A “generic dot matrix” print driver will not work properly with Crys-
tal.
3 Ensure that all pre-printed forms are 8 ½ x 11 or A4 size. Sage PFW 5.4 (Finan-
cial applications only) no longer supports “short” forms due to Crystal limita-
tions.

Order new forms!

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Task Action
4 List any third-party software or customizations that are being used with Sage
PFW, and verify that they are compatible with Sage PFW 5.4 from that vendor.

Currently Using? Software Vendor

IndustriOS IndustriOS Ltd.
Manufacturing 2000 Maynard Software Assoc.
Abra (Payroll and HR) Sage Software, Inc.
Payware Service Technologies
FAS 2005 Sage Software, Inc.
Laser Form Energizer or TransMicro
CheckFactory
Messenger Liason Software
FRx Desktop FRx Software
Premier Budgeting/Alloca- Sage Software, Inc.
tions
AuditMaster Pervasive
Starship

5 Be sure to ask about any special processing they may do that Sage PFW may
impact. Make sure this processing will still work, (for example: commission
reporting, interface packages).
6 Make backup of current PFD/PFW software and data.

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 Upgrade Checklist

Task Action
7 Run balancing reports on old PFW version:

a) GL Report
b) AP Aged Payable Report (no cut off)
c) AP Distribution to GL (trial mode)
d) AR Aged Receivables Report (no cut off)
e) AR Distribution to GL (trial mode)
f) Cash Balance Report (all accounts)
g) BB Distribution to GL (trial mode)
h) Any others that may be required.
8 Log all people off of PFD/PFW.
9 If converting from PFD 4.6, you must upgrade from PFD to PFW 4.8a. Refer to
the Upgrade Guide Addendum and the GL Import Utility User’s Guide for com-
plete instructions.
a) If converting from BatchMaster DOS you must upgrade to BatchMaster 4.6.
Refer to Upgrade Guide Addendum.
b) If converting from BatchMaster 4.6, you must upgrade to BMFPW 5.02.
Refer to Upgrade Guide Addendum.
10 Install Sage PFW 5.4 on Server.

a) Verify all users are logged off of the server where you will be installing Sage
PFW 5.4 and Pervasive.SQL. (You will be prompted for Pervasive and asked to
reboot the server after the installation.)
b) Log on as the Network Administrator.
c) Create a folder on the server called PFW54 or APPS off of the root of the
server hard drive that you will be installing on.
d) Assign Share rights to the new \PFW54 folder.
e) Map a drive to the \PFW54 folder. This will be the new permanent home for
Sage PFW 5.4.
f) Install the Sage PFW Server on the new drive letter, letting it create the
\PLATINUM subdirectory as is normal. If Pervasive.SQL V8.1 is already
installed, you do not need to install it again. If you have not loaded the hot fixes,
do so now.

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Task Action
g) If you checked the Pervasive.SQL box, you will be prompted to insert the Per-
vasive.SQL CD. Make sure you have gone into the Server “services” and
stopped prior versions of Pervasive.SQL or Btrieve. Install Pervasive to the
default C:\PVSW directory on the server. Reboot the server if you are prompted
to.

You need to load the Pervasive hot fixes for V8.1. These can be downloaded
from the Pervasive website.
h) Assign Share rights to the new \PVSW subdirectory and map a drive letter to
the new share.
i) We strongly recommend that you set up companies, groups, users and all other
security from scratch. If, however, you absolutely need to replicate the prior ver-
sion settings rather than starting from scratch, copy the security files from the
old \PLATINUM\PFWADMIN subdirectory to the new
\PLATINUM\PFWADMIN subdirectory.
Also, copy each user folder and contents from the old \PLATINUM\username
folders, creating new ones. Reset the UTQMSG file in each new user folder, and
get rid of any .MDB, .LDB, .RPT, .SAV, or .PRM files that are in the users' sub-
directories in the new area. Login to Sage PFW as Admin and make sure every
company is pointed to the correct (new) drive letter.
11 Verify Network Communication and Pervasive settings.

a) Apply most recent Service Pack or hot fixes (if applicable). You will need to
load the Pervasive hot fixes for V8.1. To do so install the HF3Setup.exe file
from the \PervasiveHotfix folder on the Sage PFW 5.4 CD. They may also
be found in the Infosource knowledgebase on Sage Software Online.
b) On Windows 2000 servers, check the following:

• Right click on the computer’s icon and select Properties:

1) On the Performance tab, Performance Boost for Foreground Application
should be set to None.
2) Also, the Total Paging File Size is at least twice the physical memory of
the system.
• Right click on the Network Neighborhood icon and select Properties:
1) On the Services tab, select Server and press the Properties button. Select
Maximize Throughput for Network Applications.

136 Upgrade Guide Version 5.4

 Upgrade Checklist

Task Action
12 Prepare Workstation for install.

a) Verify Hardware and Operating Systems (see step 1).

b) Remove existing versions of Crystal.
c) Remove prior versions of PFW. Run the uninstall program, and be sure to
answer yes when prompted to remove .dll files that start with CR. These are pre-
vious versions of Crystal.
d) Using Regedit, look for and remove references to Btrieve Technologies.
13 Install Pervasive Client on workstation.

• X:\PVSW\CLIENT\WIN\setup.exe where “x” is the mapped drive on the file

server.
Note: The new client install for Pervasive.SQL V8.1 now scans for older ver-
sions of Pervasive.SQL and Btrieve that may have been missed in prior steps.
14 Install Sage PFW 5.4 client on the workstation. You do not need to install the
Sage PFW client unless this machine will function as a PAS. If you will be using
the machine as a PAS, you must install the Sage PFW client too.
15 Install MDAC (if necessary) on client workstations. This is loaded on the client
after the Sage PFW client installation.

You can verify the latest Microsoft Jet 4.0 components are installed on the client
workstation. The latest components can be downloaded from Microsoft’s web-
site.

Reboot the client workstation.

16 Check the date settings in Control Panel - Regional Settings to make sure you
have a supported date format.

Make sure a printer is setup for each workstation in Control Panel - Printers.
17 Set up basic Sage PFW parameters:

a) Log into Sage PFW as Admin

b) Set up new companies, making sure not to initialize data for any application.
You may find that there are already company definitions here. If they are there,
make sure they are pointing to the correct drive letter for Sage PFW 5.4 and not
to the drive letter of the old PFW setup.
c) Log out of Sage PFW

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Task Action
d) If upgrading from a prior version of PFW, copy the data files from the old
company subdirectories into the new ones.
e) Log into Sage PFW as Admin
f) Run Auto Data Conversion for companies.
g) Run Security Data Conversion if prompted.
h) Set up/verify logins for users and PASs (if they will be using PASs)
i) Setup new password security settings.
j) Run Sage PFW Client Setup on machine(s) to be used as PASs.
18 Run balancing reports (either locally or via PAS as appropriate).

a) GL Report
b) AP Aged Payable Report (no cut off)
c) AP Distribution to GL (trial mode)
d) AR Aged Receivables Report (no cut off)
e) AR Distribution to GL (trial mode)
f) Cash Balance Report (all accounts)
g) BB Distribution to GL (trial mode)
h) Any others that may be required.
19 Confirm that other critical applications and/or customizations and report identi-
fied in steps 4 and 5 work properly with Sage PFW 5.4.
20 If the client has continued processing in the prior version of Sage PFW area
while the above testing has taken place, delete all files from the 5.4 company
folder, then copy the files back from the old company, then rerun auto data con-
version.
21 If the client has continued processing in the old PFW area while the above test-
ing has taken place, run balancing reports on old PFW version:

a) GL Report
b) AP Aged Payable Report (no cut off)
c) AP Distribution to GL (trial mode)
d) AR Aged Receivables Report (no cut off)
e) AR Distribution to GL (trial mode)
f) Cash Balance Report (all accounts)
g) BB Distribution to GL (trial mode)
h) Any others that may be required.

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 Upgrade Checklist

Task Action
22 If the client has continued processing in the old PFW area while the above test-
ing has taken place, convert companies to Sage PFW 5.4

a) Log into Sage PFW 5.4 as Admin

b) Run Auto Data Conversion from Admin menu
23 If the client has continued processing in the old PFW area while the above test-
ing has taken place, run balancing reports (either locally or via PAS as appropri-
ate).
24 Install Sage PFW Client on remaining workstations and repeat steps 12 - 16.

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140 Upgrade Guide Version 5.4

Appendix B
Crystal Reports and Sage
PFW 5.4
Crystal Reports and Sage PFW 5.4 Appendix G

Overview
Description This appendix contains several known issues between the
Crystal Reports product and Sage PFW. The remaining issues
may be addressed in future releases of PFW or Crystal reports.

Upgrade Guide Version 5.4 141

APPENDIX B Crystal Reports and Sage PFW 5.4

Issues

Overview
Description The following section discusses known issues of the Crystal
Reports product used in conjunction with Sage PFW.
• Default Platinum report files that include posting routines
cannot be recreated because these routines will fail with the
new report file. There may, however, be a third-party
product which can accomplish the desire result.
• In default Platinum report files, fields may not be moved
into different report sections (i.e., from detail to group, or
from one group number to another) because the table
linking becomes corrupted.
• Fields from the ARdeflts, ARprctbl, APdeflts, APaltadd,
and JClvlunt tables that have null values will not pull data
into custom Crystal Reports because of Crystal and Btrieve
driver limitations.
• Default Platinum report files that are customized should
retain their default report name and be saved in a Custom
folder, a sub-folder to Master or the appropriate company
directory. The Custom folders need to be created manually.
• New Crystal Report files created for Platinum should be
saved in the Master folder, a sub-folder to PFWRes
(\Platinum\PFWRes\Master)
• The Preview option is not available when editing any Sage
PFW report in Crystal. This is because the associated
MDB/TTX file has not been created. To Preview your
changes you must save the report and run the associated
PFW menu option.

Creating Custom You can customize existing Crystal reports and restrict these
Reports by new custom reports to a specific company or companies. To do
Company this, you must add the new report file (*.RPT) to a \CUSTOM
directory in a company’s directory. When that report is run

142 Upgrade Guide Version 5.4

 Issues

from the Business Desktop in Sage PFW, the system looks first
in the \\Platinum\Company name\CUSTOM directory for the
correct *.RPT file. If it is found, that is the report format used
to generate the report.

If the*.RPT file is not found in the company’s custom

directory, Sage PFW then checks the
\\PLATINUM\PFWRES\MASTER\CUSTOM directory. If it
is found, that is the report format used to generate the report.

Finally, if the *.RPT file is not found in the

\PFWRES\MASTER\CUSTOM directory, the report in the
\PFWRES\MASTER directory is used to run the report.

Using a non-Btrieve The AFP reporting engines support the use of three drivers,
driver with Crystal Btrieve, Access, and ODBC. All other drivers are processed as
version 10 defined by the designer of the report (i.e., they remain as they
were in the report template). In order to allow for Crystal
report customizations, the engines perform the following
functionality for each table in the report based on the table’s
database driver:

BTRIEVE driver
Table location is always set to the currently selected company
folder.

ACCESS (DAO) driver

If Access database exists in the user folder, the database
location is set to the user folder.

If the Access database does not exist in the user folder, the
database location does not change (it remains as it is in the
report template).

ODBC driver
If the ODBC DSN is not using the Pervasive driver, the DSN
does not change (it remains as it is in the report template).

If the ODBC DSN is using the Pervasive driver, the following

occurs:

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appb.fm Page 144 Friday, September 2, 2005 10:36 PM

APPENDIX B Crystal Reports and Sage PFW 5.4

a. If a DSN exists on the client machine that uses our

naming convention (pfw + COKEY) where COKEY is
the currently selected company, the DSN for the table
changes to [pfw + COKEY].

b. If a DSN does not exist on the client machine that uses

our naming convention (pfw + COKEY) where COKEY
is the currently selected company, the DSN does not
change (it remains as it is in the report template).

Mixed case data If your data begins with a mixture of upper and lower case
letters you may notice a difference in the way many listings
and some process manufacturing reports sort. In the past A, a,
B, b would have displayed as A, B, a, b in 5.4 they will display
as A, a, B, b. This is due to how these styles of reports are
processed within Crystal Reports version 10.

In some process manufacturing reports the selection of data

may also be different when selecting a range of upper and
lower case data.

144 Upgrade Guide Version 5.4

Appendix C
Preserving CWB Changes

Preserving CWB Changes Appendix H

Overview
Introduction This document provides directions on how to preserve Customization
and translations when upgrading Sage PFW 5.4.

In this document This document includes the following sections:

Section Page
Upgrading Customizations and Translations 146

For more More information is available as follows:

information
See... For information on...
Translation Methodology and Translation methodology
Utilities User’s Guide
Developer Utilities User’s Guide CWB setup and usage
CWB Release Notes New features and open issues

Upgrade Guide Version 5.4 145

APPENDIX C Preserving CWB Changes

Upgrading Customizations and Translations

Overview
Introduction CWB contains utilities for preserving customization and translations
when upgrading Sage PFW.

In this section This section covers the following topics:

Topic Page
Preserving Customizations in CWB 147
Preserving CWB Translations 149

146 Upgrade Guide Version 5.4

 Upgrading Customizations and Translations

Preserving Customizations in CWB

Introduction Utilities are provided with CWB to assist you in preserving
customized:

• Menus

• Tables, columns, indexes, and sorts

• Custom application tabs

• Custom parameter forms

Customized menus Customized menus are preserved when you upgrade Sage PFW by the
Menu Upgrade wizard provided with Sage PFW. This utility preserves
menu Customization and logs any problems in preserving them.

Customizations are stored in the ??ZDFSC.SRF files, while the

standard lookup definitions are stored in ??ZDFS.SRF files

Viewing changes in The Lookup Compare Utility, supplied with Sage PFW, displays lookup
lookups changes between versions. Use this utility to ensure that your custom
lookups reflect changes between lookups in two versions.

This utility compares .SRF files from two versions. You can choose to
verify that tables and fields in a file exist in the Data Dictionary or
show additions, changes, and deletions for:

• Tables

• Columns

• Indexes

• Sorts

Procedure Follow these instructions to view lookup changes:

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APPENDIX C Preserving CWB Changes

Step Action
1 If you have Designer rights, you can run \PFW\PLC.EXE,
located on the client workstation, to launch the Lookup
Compare Utility.

If you have Developer rights, you can use the Compare but-
ton in the Lookup Editor that automatically launches
PLC.EXE.
2 In the Lookup Compare Utility dialog, select options for the
comparison.
3 Choose Select Lookup Definitions To Compare from the
File menu to open a dialog where you select the files to com-
pare.
4 Select the Source and Target files for the comparison.
5 Click OK.
6 Differences between the two files are displayed in the Detail
List at the bottom of the dialog box.

148 Upgrade Guide Version 5.4

 Upgrading Customizations and Translations

Preserving CWB Translations

Introduction Use phrase dictionaries to preserve translations when upgrading Sage
PFW.

Process Follow these steps to preserve translations when upgrading:

1. Upgrade Sage PFW. The upgrade process creates new source
language files and preserves target language files from the earlier
version.
2. Save the translated user interface in phrase dictionaries.
3. Refresh source language files from the new version for use as
target language files.
4. Translate the new target language files by applying phrase
dictionaries.

Manual translation Interface text must be translated manually in Language Editor and in
a text editor. See Translation Methodology and Utilities User’s Guide
for information.

Before you begin Before beginning the following procedure:

1. Change the language used by the Sage PFW client to English
(United States). See System Basics User’s Guide for directions on
using the Language Selector to change languages used by Sage
PFW.
2. Make sure that CWB is installed on both the server and the client
machines.

Procedure Follow these steps to preserve translations:

Step Action
1 Upgrade Sage PFW.

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APPENDIX C Preserving CWB Changes

Step Action
2 Use Component Browser or the Translate Interface Defini-
tion command to open a translated component in Language
Editor.

Note: See Translation Methodology and Utilities User’s

Guide for detailed procedures on using Component Browser,
Language Editor, and phrase dictionaries.
3 Create a phrase dictionary.

Note: If you have already created Phrase Dictionaries

during the initial translation (which would be the
recommended practice), skip steps 3, 4, and 5.
4 Use the Add to Phrase Dictionary command to save the
translated text to the dictionary.
5 Repeat steps 2 through 4 until all translated text in all com-
ponents have been added to a phrase dictionary or dictionar-
ies.
6 Use the Language Setup wizard in Component Browser to
reinitialize the target language files. Use the following set-
tings:

On this wizard screen... Do the following...

Introduction Select Modify an existing
language.
Language Setup Select the name of the target
language you want to reini-
tialize.
Language Specification Select Keep Same Settings.
Setup
Language Initialization • Select Base Language Files
Setup on.
• Select the name of the mas-
ter language.

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 Upgrading Customizations and Translations

Step Action
7 Reopen all components to apply the phrase dictionary or dic-
tionaries in order to translate each component opened in
steps 2 and 5.

Note: Examine each component after applying the phrase

dictionary to be sure the translation is complete.

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152 Upgrade Guide Version 5.4

 Index
A M
Acrobat Reader iii, 78 Microsoft Windows NT server
Automatic data conversion installation with Pervasive.SQL 59
notification to perform 87
running Sage PFW Auto Data Conversion
wizard 95 O
running Sage PFW Upgrade wizard 90
Sage PFW 89 On account payments 117

B P
Backing up 46 path table
backing up files 53 for upgrades ii
Pervasive.SQL v7.0
CD-ROM 48, 57
C installation 59
platforms
Configuration files 108 Windows 98 53
Creating Custom Reports by Company 142 Post installation procedures
company setup 112
reentering on account payments 117
D registration 108
reviewing Readme file 108
Data conversion running Edit list 116
performing 87 setting up configuration files 108
Demonstration companies user group setup 112
General Ledger 46 Pre-installation procedures
Documentation backing up 46
online iv, 78 resetting language 47
Drive designations 67 saving existing demo data 46
Preserving Customizations in CWB 147
Preserving CWB Changes 145
E Preserving CWB Translations 149
Edit list 116
R
I Readme files v, 109
Registration 99
Installation
Acrobat Reader 78
CD-ROM 48, 57
client workstation 67
S
Sage PFW CD-ROM 48, 57
Sage PFW Upgrade wizard
L overview 89
procedure 90
Language translation 1, 47

Upgrade Guide Version 5.4 153

Start menu 76
V
U Virus checkers 47

Uninstalling
applications not registered 99 W
Upgrading to PFW 4.8
process overview 45, 49, 52 Windows 98 53

154 Upgrade Guide Version 5.4

 Chapter 1

Sage PFW Product Registration Form

Company Information

Company Name:________________________________________________________________________

Address Line 1: _________________________________________________________________________

Address Line 2:__________________________________________________________________________

City: _____________________________________ State/Province: _____________________________

Country: ____________________________________ Postal Code/Zip: _____________________________

Contact Name: __________________________________ Phone: __________________________________

Contact email: ____________________________________ Contact fax: ____________________________

Sage Reseller

Name: _________________________________________________________________________________

City: _______________________________________________ State/Province: _______________________

Phone: _________________________________________________________________________________

Important: Registration, support, updates, and access to the application will not be granted unless your
software is registered within 30 days after installation.

Initialization Code: _________________________ Site Identification Number: _______________________

UNLOCK CODE: ________________________________________________________________________

FAX Transmittal # of pages:

To: Sage Software Registration Department At: (949)-753-0374