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Installation and Configuration: Getting Started
Upgrading to CounterPoint
Overview
This document provides instructions for upgrading your data to CounterPoint from earlier
versions of SYNCHRONICS software (including Point-of-Sale Plus) and from other
accounting software vendors, including Great Plains Accounting and RealWorld.
Upgrading data
Data from earlier versions of Synchronics software and accounting data from other
vendors can be upgraded for use with CounterPoint by following the steps in this section.
These steps should be followed for each company you upgrade.
Prior to performing the upgrade, you should review Setting Up CounterPoint for
CounterPoint setup information.
Step 1
Install CounterPoint.
WARNING: During the installation, you are asked to specify the CounterPoint directory.
You must choose a unique directory for CounterPoint. Don’t use the directory
where the prior version of your software is located.
Installing CounterPoint:
See the CounterPoint Installation Guide for more information.
Step 2
Register CounterPoint.
Registering CounterPoint:
See Registering CounterPoint for more information.
Step 3
Create a company in CounterPoint for the company you want to upgrade, using File
Utilities / Special / System / Create new company.
Creating a company:
See Creating a Company for more information.
Step 4
Activate the company that will receive the upgraded data files by pressing F2 after
creating the company, or by using System / Switch company.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
Step 5
Define the CounterPoint Company file, using Setup / System / Company.
Entering Company file information:
See Company for more information.
Step 6
Define the user ID that you used to enter the software, using Setup / System / Users.
Defining a user:
See Users for more information.
Step 7
Define calendars for this year, last year, and the prior year (using Setup / System /
Calendars) if you are upgrading SYNCHRONICS invoice history for those years.
Defining calendars:
See Calendars for more information.
Step 8
Define the Inventory Control file, using Setup / Inventory / Control.
Entering Inventory control information:
See Inventory Control for more information.
Step 9
Define the account code(s) to use for the upgrade, using Setup / Inventory / Account codes.
Defining account codes:
See Account Codes for more information.
Step 10
Define your inventory locations, using Setup / Inventory / Locations.
Defining locations:
See Locations & Location Groups for more information.
Step 11
Define the Point of Sale Control file, using Setup / Point of Sale / Control.
Entering Point of Sale control information:
See Finance Charge Codes for more information.
Step 12
Using Setup / Point of Sale / Stores / Stores, define the store that you specified as Store
number for this location in Setup / Point of Sale / Control.
Defining a store:
See Statement Groups for more information.
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Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Step 13
Define the Customers Control file, using Setup / Customers / Control.
Entering Customers control information:
See Overview of Rentals Setup for more information.
Step 14
If you are using the Receivables Option in CounterPoint, define your finance charge
codes using Setup / Customers / Finance charge codes.
Defining finance charge codes:
See Finance Charge Codes for more information.
Step 15
Define the customer tax code(s) to use for the upgrade of your stores and customers,
using Setup / Customers / Tax codes.
Defining customer tax codes:
See Customer Tax Codes for more information.
Step 16
Specify and describe the data files to upgrade using File Utilities / Upgrade / Define.
This step allows you to specify the prior version of software, data file format, company ID,
and package(s) to upgrade.
Defining the upgrade:
See the Defining the upgrade section on page 5 for more information.
Step 17
Verify that the files are properly defined and prepared for upgrade using File Utilities /
Upgrade / Verify.
This step performs a “trial run” of the upgrade in order to determine in advance if the
upgrade will be successful. If problems are encountered, you are notified so that you can
make any necessary changes before beginning the actual upgrade.
The verify process locates, opens, and attempts to read all of the data files to upgrade.
Errors are written to the log file called SYSTEM.LOG (or groupname.LOG) in the toplevel CounterPoint directory.
The verify process allows you to set up and verify the upgrade on a separate computer
system. You may then take a copy of the file SYUPGF.DAT to the live site, copy it to the
SYDATA directory for the company to upgrade, and immediately run the actual upgrade.
You can also use the verify process at a live site for practice.
Verifying the upgrade:
See the Verifying/performing the upgrade section on page 17 for more information.
Step 18
Make a backup of the CounterPoint data files for the company to upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Step 19
Perform the upgrade using File Utilities / Upgrade / Perform.
This step upgrades your data files for use with CounterPoint.
NOTE: Any errors encountered are reported in SYSTEM.LOG (or groupname.LOG) in the
CounterPoint top-level directory.
Performing the upgrade:
See the Verifying/performing the upgrade section on page 17 for more information.
Step 20
Build monthly history using File Utilities / Upgrade / Build history.
If you defined your upgrade to use Invoice history and PTD/YTD history, you should also
choose to build monthly history. This step creates monthly history using the ticket history
data that was upgraded through File Utilities / Upgrade / Perform.
Building monthly history:
See the Building monthly history section on page 19 for more information.
Step 21
Recalculate item quantities using File Utilities / Special / Inventory / Recalc item quantities.
Recalculating item quantities:
See “Recalculating item quantities” in File Utilities for more information.
Step 22
Recalculate customer unposted balances using File Utilities / Special / Customers / Recalc
cust unposted bal.
Recalculating customer unposted balances:
See “Recalculating customer unposted balances” in File Utilities for more information.
Step 23
If you upgraded any Accounts Receivables information, age your customer accounts in
order to correctly set current customer balances.
Step 24
Review the upgraded data.
Step 25
Backup the upgraded CounterPoint data files, ensuring that you keep copies of both the
original and upgraded files.
Step 26
Define any information in CounterPoint that was not upgraded, using the steps outlined in
Setting Up CounterPoint as a guide
Installation and Configuration: Getting Started - Upgrading to CounterPoint
Defining the upgrade
Select File Utilities / Upgrade / Define.
1. Upgrade from
From the selection window, select which accounting package to upgrade.
When an accounting package has an existing definition on file, (Defined) appears next to
that package in this pop-up window.
When an existing definition is displayed, press F3 to delete this definition.
2. Version
From the selection window, select the software version from which you are upgrading.
3. File format
If you are defining a Great Plains upgrade, this field defaults to Btrieve, and cannot be
changed. If you are defining an upgrade from RealWorld or SYNCHRONICS Version 5.0,
this field defaults to Export, and cannot be changed.
From the selection window, select the file format of the data files to upgrade.
For most upgrades, you should use the file format of the prior version (Btrieve, Micro
Focus, etc.). If you are crossing operating systems (e.g., Unix to Windows) during the
upgrade, however, you must use the export (ASCII text) file format.
4. Company ID
Enter the company ID that was used in the prior version for the data files to upgrade.
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Defining packages to upgrade
For each package selection listed, specify whether to include this selection in the
upgrade by selecting Yes or No.
Group
Enter a group ID (optional).
NOTE: When you use a group ID, details of the upgrade are written to a file with the same
name as the group and an extension of .LOG. A summary entry is also written to
SYSTEM.LOG.
When you actually perform the upgrade, you can specify a particular group ID to process.
This enables you to use multiple computers to upgrade large amounts of data,
processing a different group on each machine simultaneously.
You can also upgrade one group at a time, initially upgrading only the data required to
get the software up and running, then later upgrading large files like invoice history.
Path for data files
Enter the full path where the prior data files are located (e.g., C:\SYN65\IC00).
Installation and Configuration: Getting Started - Upgrading to CounterPoint
Defining options for upgrading from Synchronics
This screen appears if you selected to upgrade from a prior version of SYNCHRONICS
software.
1. Location for “Central”
Enter the CounterPoint location ID that corresponds to the Central warehouse in the prior
version.
2. Profit center for locations
(Not applicable) displays if you are not using sub-accounts in CounterPoint.
Enter the profit center to use as the default for each upgraded location.
3. Default account code for items
Enter the default account code to use for each upgraded item.
NOTE: The account code entered here must already have been defined using Setup /
Inventory / Account codes.
During the upgrade, each item’s account code is assigned based on finding an existing
account code with Inventory account, Sales account, Expense account, Return account,
and profit center matching the upgraded item. If no matching account code is found, the
system attempts to assign an account code that matches just the four account numbers
(not the profit center). If a match is still not found, the default account code entered here
is assigned.
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4. Upgrade Class/season to
Select to move Class and Season entries for each item to the first set of user-defined
attributes that are defined in Setup / Inventory / Control or to move Class and Season
entries to the second set of user-defined attributes.
If you don’t want to upgrade Class and Season entries, leave <blank> for None.
If you enter select the first set of user-defined attributes, the fields from the prior version
will be upgraded to the second set of user-defined attributes in CounterPoint. Otherwise,
they will be upgraded to the first set.
5. Miscellaneous item type
Select:
Non-inventory
To upgrade all prior version miscellaneous items to a CounterPoint item
type of Non-inventory
Service
To upgrade to an item type of Service
NOTE: Miscellaneous items in prior versions began with an asterisk (*). In CounterPoint,
an asterisk has no meaning.
6. Create vendor items from items ?
Specify whether to create a vendor item for each item, based on the vendor specified in
the item record by selecting Yes or No.
If you answer Yes, each item record is checked to determine whether a vendor is
specified. If a vendor exists, a vendor item record is created with the following information
obtained from the item record:
Item number
Description
Purchase unit
Min order quantity
Lead time
Current cost (prior version’s Replacement cost)
If the purchase unit matches one of the alternate units for the item, the purchase unit’s
conversion factor (# of alternate units per purchasing unit) is copied to the vendor item
record. If a conversion factor cannot be found, 1.00000 is used.
WARNING: Answer No if you are upgrading the vendor item file from Purchasing Plus.
7. Default tax code for stores
Enter the tax code to use as the default for each upgraded store.
NOTE: The tax code entered here must already have been defined using Setup /
Customers / Tax codes.
8. Store for invoice history
Enter the store number to assign to any upgraded invoice history record that lacks a
store number (such as O/E invoice history records).
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9. Register for invoice history
Enter the register number to assign to any upgraded invoice history record that lacks a
register number (such as O/E invoice history records).
10. Create monthly history from
Select:
Invoice history
and PTD/YTD
To use both invoice history and PTD/YTD figures to build monthly history
PTD/YTD only
To use only PTD/YTD figures
Leave <blank> for None, if you don’t want to build monthly history.
If you intend to use File Utilities / Upgrade / Build history to build monthly history from
upgraded invoice history, answer I to use both invoice history and PTD/YTD figures.
If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly
history from PTD/YTD figures. Item monthly history is left blank in anticipation that you
would later use Build history to build monthly history for items from the recently upgraded
invoice history.
WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build
history, because figures would be doubled for some history types.
For example, if you answer PTD/YTD only, the upgrade would build monthly history for
both vendors and items, placing PTD figures in the current month, and placing YTD
figures (less the PTD amount) in the previous month. If you then used Build history after
performing the upgrade, item history would be built from invoice history, which would
result in some figures being doubled.
11. Set receivers to vouchered ?
Specify whether to mark all upgraded receivers as vouchered by selecting Yes or No.
You should answer Yes if you have already paid your vendors for receivings so that you
don’t need to voucher any of them to Accounts Payable from CounterPoint. When
received P.O. history is upgraded, each receiving will be marked as being vouchered.
If you want any unvouchered receivings to show up as unvouchered in CounterPoint, you
should answer No.
12. Terms code discount acct-#
(Not applicable) displays if the Receivables Option is not registered.
Enter the discount account number to assign to all upgraded customer terms codes.
13. Finance charge code acct-#
(Not applicable) displays if the Receivables Option is not registered.
Enter the account number to assign to all upgraded finance charge codes.
14. Non-miscellaneous customer type
(Not applicable) displays if the Receivables Option is not registered.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Select:
A/R charge
To upgrade non-miscellaneous customers as A/R charge customers
Cash
To upgrade non-miscellaneous customers as Cash customers
All miscellaneous customers are upgraded as miscellaneous cash customers.
15. A/R acct-# for customers
This field appears only for upgrades from SYNCHRONICS Version 5.0. (Not applicable)
displays if the Receivables Option is not registered.
Enter the A/R account number to assign to upgraded A/R charge customers.
16. Order Entry store number
Enter the store number to assign to all upgraded orders.
17. Get O/E line profit centers from
Select:
Headers
To use profit centers from the O/E Header file as the profit center for all lines
on all upgraded orders
Lines
To use profit centers from the O/E Line file as the profit center for all lines on
all upgraded orders
Defining options for upgrading from Point-of-Sale Plus
Defining options for upgrading from Point-of-Sale Plus
This screen appears if you selected to upgrade from Point-of-Sale Plus.
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1. Main location
Enter the CounterPoint location to assign to the upgraded data.
2. Default account code for items
Enter the default account code to use for each upgraded item.
NOTE: The account code entered here must already have been defined using Setup /
Inventory / Account codes.
During the upgrade, each item’s account code is assigned based on finding an existing
account code with Inventory, Sales, Expense, and Return accounts matching the
upgraded item. If a matching account code is found, this account code is assigned to the
item. Otherwise, the default account code entered here is assigned.
3. Default commission code for items
Enter the default commission code to use for each upgraded item.
NOTE: The commission code entered here must already have been defined using Setup /
Inventory / Commission codes.
During the upgrade, each item’s commission code is assigned based on finding an
existing commission code with a percent that matches the upgraded item. If a matching
commission code is found, that commission code is assigned to the item. Otherwise, the
default commission code entered here is assigned.
4. Store for management history
Enter the store number to assign to upgraded drawer management history.
Invoice and ticket history was not retained in Point of Sale Plus. This information is
required for monthly history in CounterPoint, so no monthly history will be available for
information upgraded from Point of Sale Plus.
5. Customer type
(Not applicable) displays if the Receivables Option is not registered.
Select:
A/R charge
To upgrade all customers as A/R charge customers
Cash
To upgrade all customers as Cash customers
6. A/R acct-# for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the A/R account number to assign to upgraded A/R charge customers.
7. Terms code for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the terms code to assign to upgraded A/R charge customers.
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8. Finance charge code for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the finance charge code to assign to upgraded A/R charge customers.
Defining options for upgrading from Great Plains Accounting
This screen appears if you selected to upgrade from Great Plains Accounting.
1. Profit center for locations
(Not applicable) displays if you are not using sub-accounts in CounterPoint.
Enter the profit center to use as the default for each upgraded location.
2. Default account code for items
Enter the default account code to use for each upgraded item.
NOTE: The account code entered here must already have been defined using Setup /
Inventory / Account codes.
During the upgrade, each item’s account code is assigned based on finding an existing
account code with Inventory, Sales, Expense, and Return accounts matching the
upgraded item. If a matching account code is found, this account code is assigned to the
item. Otherwise, the default account code entered here is assigned.
3. Create vendor items from items ?
Specify whether to create a vendor item for each item, based on the vendor specified in
the item record.
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If you answer Yes, each item record is checked to determine whether a vendor is
specified. If a vendor exists, a vendor item record is created with the following information
obtained from the item record:
Item number
Description
Purchase unit
Min order quantity
Lead time
Current cost (prior version’s Replacement cost)
If the purchase unit matches one of the alternate units for the item, the purchase unit’s
conversion factor (# of alternate units per purchasing unit) is copied to the vendor item
record. If a conversion factor cannot be found, 1.00000 is used.
4. Create monthly history from
Select:
Invoice history
and PTD/YTD
To use both invoice history and PTD/YTD figures to build monthly history
PTD/YTD only
To use only PTD/YTD figures
Leave <blank> if you don’t want to build monthly history.
If you intend to use File Utilities / Upgrade / Build history, answer I to use both invoice history
and PTD/YTD figures.
If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly
history from PTD/YTD figures. Item monthly history is left blank in anticipation that you
would later use Build history to build monthly history for items from the recently upgraded
invoice history.
WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build
history, because figures would be doubled for some history types.
For example, if you answer PTD/YTD only, the upgrade would build monthly history for
both vendors and items, placing PTD figures in the current month, and placing YTD
figures (less the PTD amount) in the previous month. If you then used Build history after
performing the upgrade, item history would be built from invoice history, which would
result in some figures being doubled.
5. Customer type
(Not applicable) displays if the Receivables Option is not registered.
Select:
A/R charge
To upgrade all customers as A/R charge customers
Cash
To upgrade all customers as Cash customers
6. A/R acct-# for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the A/R account number to assign to upgraded A/R charge customers
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7. Finance charge code for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the finance charge code to assign to upgraded A/R charge customers
8. Terms code discount acct-#
(Not applicable) displays if the Receivables Option is not registered.
Defining options for upgrading from RealWorld
This screen appears if you selected to upgrade from RealWorld.
1. Location for “Central”
Enter the CounterPoint location ID that corresponds to the Central warehouse in the prior
version.
2. Profit center for locations
(Not applicable) displays if you are not using sub-accounts in CounterPoint.
Enter the profit center to use as the default for each upgraded location.
3. Account code for items
Enter the default account code to use for each upgraded item.
NOTE: The account code entered here must already have been defined using Setup /
Inventory / Account codes.
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During the upgrade, each item’s account code is assigned based on finding an existing
account code with Inventory, Sales, Expense, and Return accounts matching the
upgraded item. If a matching account code is found, this account code is assigned to the
item. Otherwise, the account code entered here is assigned.
The fields that must match are listed below:
V6.5 Item field
CounterPoint Account Code field
Inventory acct #
B/S Inventory
Sales acct #
Sales
Expense acct #
Cost of goods sold
Cr-memo acct #
Cost of goods rtrn
4. Miscellaneous item type
Select:
Non-inventory
To upgrade all prior version miscellaneous items to a CounterPoint item
type of Non-inventory
Service
To upgrade all prior version miscellaneous items to an item type of
Service
NOTE: Miscellaneous items in prior versions began with an asterisk (*). In CounterPoint,
an asterisk has no meaning.
5. Create vendor items from items ?
Specify whether to create a vendor item for each item, based on the vendor specified in
the item record by selecting Yes or No.
If you answer Yes, each item record is checked to determine whether a vendor is
specified. If a vendor exists, a vendor item record is created with the following information
obtained from the item record:
Item number
Description
Purchase unit
Min order quantity
Lead time
Current cost (prior version’s Replacement cost)
If the purchase unit matches one of the alternate units for the item, the purchase unit’s
conversion factor (# of alternate units per purchasing unit) is copied to the vendor item
record. If a conversion factor cannot be found, 1.00000 is used.
WARNING: Answer No if you are upgrading the Vendor Item file from Purchase Order.
9. Store for invoice history
Enter the store number to assign to any upgraded invoice history record that lacks a
store number (such as O/E invoice history records).
10. Register for invoice history
Enter the register number to assign to any upgraded invoice history record that lacks a
register number (such as O/E invoice history records).
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11. Create monthly history from
Select:
Invoice history
and PTD/YTD
To use both invoice history and PTD/YTD figures to build monthly history
PTD/YTD only
To use only PTD/YTD figures
Leave <blank> if you don’t want to build monthly history.
If you intend to use File Utilities / Upgrade / Build history, answer I to use both invoice history
and PTD/YTD figures.
If you answer Invoice history and PTD/YTD, for example, the upgrade builds vendor monthly
history from PTD/YTD figures. Item monthly history is left blank in anticipation that you
would later use Build history to build monthly history for items from the recently upgraded
invoice history.
WARNING: If you answer PTD/YTD only, you should not use File Utilities / Upgrade / Build
history, because figures would be doubled for some history types.
WARNING: For example, if you answer PTD/YTD only, the upgrade would build monthly
history for both vendors and items, placing PTD figures in the current month,
and placing YTD figures (less the PTD amount) in the previous month. If you
then used Build history after performing the upgrade, item history would be built
from invoice history, which would result in some figures being doubled.
9. Finance charge code for customers
(Not applicable) displays if the Receivables Option is not registered.
Enter the finance charge code to assign to upgraded A/R charge customers.
10. Terms code discount acct-#
(Not applicable) displays if the Receivables Option is not registered.
Enter the discount account number to assign to all upgraded terms codes.
11. Finance charge code acct-#
(Not applicable) displays if the Receivables Option is not registered.
Enter the account number to assign to all upgraded finance charge codes.
12. Non-miscellaneous customer type
(Not applicable) displays if the Receivables Option is not registered.
Select:
A/R charge
To upgrade non-miscellaneous customers as A/R charge customers
Cash
To upgrade non-miscellaneous customers as Cash customers
All miscellaneous customers are upgraded as miscellaneous cash customers.
13. A/R acct-# for customers
This field appears only for upgrades from RealWorld Version 5.0. (Not applicable) displays
if the Receivables Option is not registered.
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Enter the A/R account number to assign to upgraded A/R charge customers.
14. Order Entry store number
Enter the store number to assign to upgraded Order Entry orders.
15. Get O/E line profit centers from
Select:
Headers
To use profit centers from the O/E Header file as the profit center for all lines
on all upgraded orders
Lines
To use profit centers from the O/E Line file as the profit center for all lines on
all upgraded orders
Defining options for upgrading from StoreKare
For information on upgrading from StoreKare, refer to StoreKare Upgrade located in the
PDF directory below your top level CounterPoint directory.
Verifying/performing the upgrade
Select File Utilities / Upgrade / Verify to verify the upgrade .
Or select File Utilities / Upgrade / Perform to perform the upgrade.
Group ID to upgrade
Enter the group ID from the upgrade definition, to verify/upgrade only those selections
assigned this group ID.
Press F1 for All, to verify/upgrade all selections.
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You may initiate the upgrade for different group ID’s at multiple workstations concurrently
in order to complete the upgrade more quickly.
Replace existing data ?
Specify whether to replace existing data records with upgraded data by selecting Yes or
No.
WARNING: If you answer Yes, any existing matching data records will be overwritten.
Regardless of how you answer this question, if you have already upgraded or
entered any data, you will end up with a combination of old and new data.
Are you sure ?
This question appears after you answer No to Any change ?
Specify whether to continue with this verify/upgrade by selecting Yes or No.
If you answer Yes, the verify/upgrade process begins.
The verify process checks to ensure that each data file needed for the upgrade exists in
the proper format in the specified location.
The upgrade process actually performs the upgrade.
A screen appears showing you the verification or upgrade activity.
Results and problems are logged to a file called SYSTEM.LOG in the top-level
CounterPoint directory. If you specified a particular group ID (instead of All), a
summary entry for the group ID is logged to SYSTEM.LOG, and the details of that
entry are logged to a file with the same name as the group ID and an extension of
.LOG.
When the verification process is complete, you are informed whether you may
proceed with the upgrade, or whether to check SYSTEM.LOG for problems that must
be resolved before performing the upgrade.
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Building monthly history
Select File Utilities / Upgrade / Build history.
This menu selection processes every document in ticket history, attempting to recreate
the ticket and to complete the ticket information.
For example, information on each line item’s category and sub-category are filled in using
existing values for the item, along with each item’s weight, whether it’s eligible for food
stamps, etc.
All tickets that fall within the current year’s calendar (specified in Setup / System / Company)
or in either of the prior two defined calendar years are processed into monthly history.
Monthly history is created by simulating the posting of tickets.
Monthly history is built in this manner for the items, categories, customers, stores,
registers, etc. that are affected by the posting of a ticket.
To obtain the proper results from this function:
You should have answered Invoice history and PTD/YTD to Create monthly history from in
the upgrade definition
You should run Build history prior to posting any new tickets within Point of Sale
NOTE: Build history doesn’t update other forms of history, such as the purchasing history
for a vendor. It only updates the monthly history directly related to end of day
processing.
NOTE: Monthly history data can be built for up to three calendars: this year, last year, and
year before last. Data cannot be built for any calendar that isn’t defined, or for any
year that precedes or follows the current century (as specified in Setup / System /
Company.
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WARNING: If you upgrade from an earlier version of Synchronics software and answered
Invoice history and PTD/YTD to Create monthly history from in the upgrade
definition, but don’t actually build monthly history until a later time, any monthly
history for new ticket history created after the upgrade will be doubled. For this
reason, you should build monthly history before beginning to use your
CounterPoint system.
Building monthly history at a later time
Building monthly history can take a long time, depending on the size of your upgraded
Ticket History files. If you want to postpone building monthly history until a later time,
make a backup copy of the upgraded ticket history files (SAHDRF and SALINF), then
initialize the ticket history file.
Any new tickets that you enter will be retained in this new history file. When you are
ready to build monthly history, you should follow these steps exactly:
Step
Description
Step 1
Export the new ticket history files (SAHDRF and SALINF)
Step 2
Copy the backups of the upgraded ticket history files back
into your Sales History data file directory
Step 3
Use File Utilities / Upgrade / Build history to build monthly history
from your upgraded ticket history files
Step 4
Use File Utilities / Sales History, 3. Restore from an export file to
restore the new ticket history data from export, specifying to
add it to the existing data
Step 5
Make a backup of the Ticket History and Monthly History
files.
Additional notes for upgrades
Notes for upgrading from Synchronics
Inventory Plus
The leading asterisk (*) on miscellaneous items is never removed.
All items are upgraded as Active.
All items are upgraded with Food stamp ? set to No.
The last non-blank address line for each warehouse is moved into city, state, and zip
code for the upgraded location.
The minimum taxable amount is set to zero for all upgraded item tax codes.
Item categories and sub-categories are created automatically by the upgrade
process. The description for each category is set to the category name. Existing
categories are never replaced by the upgrade.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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CounterPoint maintains LIFO/FIFO layers by location, which was not supported in
earlier versions of SYNCHRONICS software. When you upgrade LIFO/FIFO data
from earlier versions of Synchronics software, the upgrade process allocates the
layers to locations so that only positive layers are assigned to a location that has
positive quantity on-hand, and negative layers are only assigned to locations with
negative quantity on-hand.
Any remaining unassigned layers are allocated to the location specified in the
upgrade definition as the replacement for Central, or to the first location found with the
appropriate quantity on-hand (positive or negative).
A layer may be split between two locations, or more than one layer may be allocated
to a single location. The resulting layer records in CounterPoint contain the same
total quantity as the layers being upgraded, but may not match the quantities
upgraded to the inventory (or location) records.
NOTE: After upgrading LIFO/FIFO data, you must use File Utilities / Special / Inventory /
Recalculate inventory quantities in order to synchronize the layers with the inventory
records. This utility will either create layers as needed, or adjust the inventory
records to match the layers.
Point of Sale
The Invoice History file must be located in the P/S directory.
The Ship-to Address file must be located in the P/S directory.
Upgraded paycodes are set to pay code type Cash, A/R charge, Credit card, or Check,
as appropriate.
User passwords are not upgraded to CounterPoint due to a different encryption
technique.
Numeric users are upgraded without leading zeroes (e.g., User 001 from an earlier
version will upgrade as User 1).
User authorizations that are new in CounterPoint are set as follows:
CounterPoint authorization
Set to
Void current ticket ?
Void tickets ? (from prior version )
Change customers ?
Add customers ? (from prior version )
Edit ticket lines ?
Yes
The following fields are truncated by the upgrade:
Field
Original length
Truncated length
Ship-to address line 3
30
25
Ship-to address line 4
30
25
Purchasing Plus
If you are upgrading Purchasing Plus information, the Purchasing Plus Vendor file
must be located in the P/A directory.
If you are upgrading Purchasing Plus, don’t upgrade RealWorld Accounts Payable.
Purchases YTD for each vendor are copied into the Ordered, Received, and Vouchered
figures for the current month in CounterPoint monthly history.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Receivables Plus
The leading asterisk (*) on miscellaneous customers is never removed.
After upgrading Receivables Plus information, you must age your customers in
CounterPoint to correctly set the customer balances. (See Aging Customers
Accounts for more information.)
Proximo terms codes with negative due days upgrade with a Cutoff date of End of
month.
Tax code freight and miscellaneous charges are added into the monthly history
miscellaneous amount.
Tax code monthly history for the normal tax amount is copied from the A/R tax code
tax amount.
When upgrading sales reps, if a user with the same ID already exists in
CounterPoint, Point of Sale user ? for that user is set to Yes.
Profile fields are always upgraded as alphanumeric fields.
Customer categories are created automatically by the upgrade process. The
description for each category is set to the category name. Existing categories are
never replaced by the upgrade.
Miscellaneous customers are always upgraded with a Type of Misc cash.
Each customer’s current balance is used for Highest balance.
Statement groups are created automatically by the upgrade process. The description
for each statement group is set to the group ID. Existing statement groups are never
replaced by the upgrade.
Credit hold is set to None for all customers.
Allow checks ? is set to Yes for all customers.
Numeric sales reps are upgraded without leading zeroes (e.g., Sales Rep 001 from
an earlier version will upgrade as Sales Rep 1).
Order Entry Plus
In order to upgrade ship-to addresses or invoice history, you must select to upgrade
PS Setup and History files, even if you have never used Point of Sale. (O/E and P/S
shared these files, and they may be upgraded only through a P/S upgrade).
If line item discounts exist on upgraded orders, the extended price after the upgrade
may differ by several cents. CounterPoint calculates a new unit price that includes
the discount and rounds that price to 2 decimals.
Order comments are upgraded into the CounterPoint Notes file with a note ID of
COMMENTS.
All line items are assumed to be taxable and discountable when updating header
totals.
The weight entered on order headers is upgraded into both order and to-ship totals
Any records of cash received on an order are discarded.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Labels
All custom format data fields are mapped to the corresponding CounterPoint fields.
All address-3 fields in the Custom Format file are mapped to the CounterPoint City
field.
Non-existent fields are dropped in the Custom Format file.
Note dates in the Custom Format file are converted to a note ID of the eight digit date
plus eight zeros (time).
Item receiving tags are converted to Item on P.O. tags.
All upgraded tags are assigned the location that is specified as This location in Setup /
Inventory / Control.
Timecards
Timecards data is not upgraded.
Version 5.0
Data can only be upgraded from export files.
Only single-section tickets, holds, and orders are upgraded to CounterPoint.
You should use File Utilities / Special / Inventory / Rebuild item keywords and File Utilities /
Special / Customers / Rebuild customer keywords after upgrading to create item and
customer keywords.
Warranty dates cannot be upgraded from V5.0 Order Entry Plus. Instead, the
upgrade will set the warranty fields in the CounterPoint OE Serial file based on the
V5.0 Warrant from invoice date field.
Version 6.5.2 GPS
Specific G/L account mappings are not upgraded. These must be re-entered
manually.
In the Customer Codes file, the following field is truncated:
Field
Original length
Tax code
Truncated length
6
5
In the Received History and Purchase Transaction files, the following fields are
truncated:
Field
Original length
Truncated length
Vendor name
30
25
Vendor address 1
30
25
Vendor address 2
30
25
Vendor address 3
20
15
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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In the Purchase Transaction file, the following additional fields are truncated:
Field
Original length
Truncated length
Drop-ship name
30
25
Drop-ship address 2
38
25
Drop-shop address 3 - city
20
15
In the Point of Sale EDC Transaction file, the following field is truncated:
Field
Customer name
Original length
Truncated length
30
25
In the Point of Sale Ticket Header file, the ship-to number is not upgraded due to
incompatible data types. In addition, the following fields are truncated:
Field
Original length
Truncated length
Customer name
30
25
Customer address 1
30
25
Customer address 2
30
25
Ship-to name
30
25
Ship-to address 2
38
25
Ship-to address 3 - city
20
15
Apply-to number
11
10
Notes for upgrading from Great Plains Accounting
Accounts Receivable
Data files are upgraded as follows:
From GPS file
To CP File
ARARAM − Setup data
ARCODF − Ship-via and Terms codes
SLSMAS − Sales reps
SYUSRF − Add or set sales rep flag
CUSMAS − Customers
ARCUSF
ARSHPF
SAMOHF
ARCODF
SHIPTO − Ship-to addresses
ARSHPF − Ship-to addresses
AROPEN − Open items
AROPNF − Open items
ARHIST − History/ closed
items
ARCLSF − Closed items
−
−
−
−
Customers
Ship-to addresses
Monthly history
Categories and Statement
groups
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Commissions due are not upgraded.
Customer notes are not upgraded.
The only customer upgraded with a customer type of Misc-cash is the CASH
customer.
Although GPA customers have A/R account numbers, these account number can’t
be upgraded reliably. The A/R account number defined in the upgrade setup is used
for all upgraded A/R charge customers.
Up to 10 each terms codes and ship-via codes are taken from the AR setup file. The
code used is the number without leading zeros.
The default ship-to (if there is one) is taken from the customer record. All other shipto’s are numbered sequentially starting with 1 and taken from the ship-to address file.
AR open item types (and AR history/closed items) are upgraded as follows:
GPS doc type
CounterPoint doc type
1 = sale (invoice)
I = invoice
2 = scheduled sale
D = debit memo
3 = credit/return
C = credit memo
4 = finance charge
F = finance charge
6 = debit memo
D = debit memo
7 = service/repair
D = debit memo
8 = warranty
D = debit memo
9 = payment
P = payment
10 = balance brought forward
B = balance brought foward
11 = sale (invoice) - history
I = invoice
12 = scheduled sale - history
D = debit memo
13 = credit/return - history
C = credit memo
14 = finance charge - history
F = finance charge
15 = waived finance charge
C = credit memo
16 = debit memo - history
D = debit memo
17 = service/repair - history
D = debit memo
18 = warranty - history
D = debit memo
19 = payment - history
P = payment
20 = balance brought fwd history
B = balance brought forward
21 = discount taken - history
D = debit memo
22 = cash paid out - history
C = credit memo
23 = write off - history
D = debit memo
Installation and Configuration: Getting Started - Upgrading to CounterPoint
26
Address and name fields are truncated the same as in the upgrade from Synchronics
V6.5.2 GPS. (See the reference to Version 6.5.2 GPS on page 23.)
Monthly history for sales reps and customers is created.
GPA tax schedules are not upgraded.
No credit credit limit is upgraded to 0 credit limit.
Accounts Payable
AP upgrade is not necessary because only the vendor file would be included. Vendors
can be brought into CounterPoint using System / Accounting interface / Update vendors.
Customers
When upgrading from GPS, if your customer numbers have leading zeros they are
removed in the upgrade to CounterPoint. For example, if you have customer #123
and customer #0123, both customers will become #123 in CounterPoint.
When upgrading from GPA V9, UPSZONE is upgraded into the Shipping zone field in
CounterPoint’s Customer file. This field may be truncated by 1 character during the
upgrade.
Inventory
All IV file groups must be upgraded by the same workstation at the same time because a
work file is used to correctly distribute information from GPS files into CounterPoint files.
Data files are upgraded as follows:
From GPS file
To CounterPoint File
INVMAS − Items
IMITMF − Items
IMVITF − Vendor items
IMCODF − Cat, Sub−cat, and
User−defined attributes
IVPLVL − Item price levels
IMITMF − Items
ITMLOC − Item locations
IMINVF − Inventory
IMLOCF − Locations
BRKDWN − Component
breakdown
IMKITF − Kits
SERIAL − Serial numbers
IMSERF − Serial file
IVVITM − Vendor items
IMVITF − Vendor items
TRXHIS − Transaction history
IMIVHF − Inventory history
If you were not using GPS multi-location, CounterPoint inventory records can’t be
created. In this case, you must use Inventory / Inventory / Copy in CounterPoint to
create inventory records.
GPS user-defined fields are upgraded to CounterPoint user-defined fields.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
27
GPS IV doesn’t have any PTD/YTD data for inventory items, so no monthly history is
created.
Kits are upgraded as simple kits.
Transfer history transactions are upgraded as adjustments.
You should use File Utilities / Special / Inventory / Rebuild item keywords and File Utilities /
Special / Customers / Rebuild customer keywords after upgrading to create item and
customer keywords.
GPS pricing levels are upgraded to stocking and alternate units with up to the first six
prices. If no pricing levels are defined, only list price is upgraded to price-1.
GPS advanced prices (customer specific prices) are not upgraded.
For Version 8 IV, items can be lot-controlled and/or serialized. If an item is both, lotcontrolled takes precedence.
Notes for upgrading from Point-of-Sale Plus
The following files are upgraded:
IM
− Items
UIITMF
PS − Users
UKUSRF
PS − Tickets
UKDLYF
PS − History
UKHISF
AR − Customers UCVFIL
AR − Open items UCVACT
AP − Vendors
UCVFIL
GL − Accounts
UCHART
EDC transactions are not upgraded.
You should use File Utilities / Special / Inventory / Rebuild item keywords and/or File Utilities
/ Special / Customers / Rebuild customer keywords after upgrading.
No data for stores, registers, drawers, or devices is upgraded. You should define
CounterPoint registers with the same numbers as the PSP drawers. You should also
set up the same pay codes.
PSP customers and vendors don’t have visible numbers. Instead, they have hidden
numbers that were assigned starting with 99999 and counting down from there.
CounterPoint customer and vendor numbers are set by translating these hidden
numbers. For example, 99999 in PSP becomes 1 in CounterPoint, 99998 in PSP
becomes 2 in CounterPoint, and so forth.
Average cost is used for standard cost.
List, better, and best prices are upgraded to price-1, price-2, and price-3. Better and
best price qty and customer type breaks are not upgraded.
All customer credit limits are set to Unlimited.
The balance method for all A/R charge customers is set to Bal forward.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Open items do upgrade to CounterPoint. However, you must age the customer
before a balance appears in the customer record.
The tax code, customer category, and statement group fields upgrade to
CounterPoint, but **Not on file *** displays to the right of the entry. You must define the
actual tax codes, customer categories, and statement groups manually, using the
Setup / Customers menu.
User authorizations that don’t match are upgraded as follows:
PSP authorization
CounterPoint authorization
Read register ?
Use register readings ?
Change prices ?
Below minimum prices ?
Accept returns ?
Accept returns ?
Allow pay-in/out ?
Allow pay-in/out ?
Allow no-sale ?
Void tickets ?
Void tickets ?
Void current ticket ?
Unlock register ?
Unlock registers ?
Use no-tax ?
Override tax ?
Add customers ?
Change customers ?
Override credit limit ?
Override commissions ?
The CounterPoint user authorization Edit ticket lines ? is set to Yes for all users.
Only single-section tickets, holds, and orders are upgraded to CounterPoint.
Commissions on tickets are not upgraded.
Vendor items cannot be created from items because the vendor number is not stored
in the item record.
Vendor assignments to particular items are not upgraded.
The Walk-in customer was not on file in PSP. Therefore, a data record is not
available to upgrade. Any order or hold ticket for the Walk-in customer will not
upgrade properly. You receive the message Customer not on file when you attempt to
bring up the order or hold ticket.
The Notes field for an item is not upgraded.
Notes for upgrading from RealWorld
Inventory Control
The leading asterisk (*) on miscellaneous items is never removed.
All items are upgraded as Active.
All items are upgraded with Food stamp ? set to No.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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The last non-blank address line for each warehouse is moved into city, state, and zip
code for the upgraded location.
The minimum taxable amount is set to zero for all upgraded item tax codes.
Item categories and sub-categories are created automatically by the upgrade
process. The description for each category is set to the category name. Existing
categories are never replaced by the upgrade.
CounterPoint maintains LIFO/FIFO layers by location, which is not supported by
RealWorld software. When you upgrade LIFO/FIFO data from RealWorld, the
upgrade process allocates the layers to a location (See the reference to LIFO/FIFO on
page 21.)
Accounts Receivable
The leading asterisk (*) on miscellaneous customers is never removed.
After upgrading Accounts Receivable information, you must age your customers in
CounterPoint to correctly set the customer balances (See Aging Customers Accounts
for more information.)
Proximo terms codes with negative due days upgrade with a Cutoff date of End of
month.
Tax code freight and miscellaneous charges are added into the monthly history
miscellaneous amount.
Tax code monthly history for the normal tax amount is copied from the A/R tax code
tax amount.
When upgrading sales reps, if a user with the same ID already exists in
CounterPoint, Point of Sale user ? for that user is set to Yes.
Profile fields are always upgraded as alphanumeric fields.
Customer categories are created automatically by the upgrade process. The
description for each category is set to the category name. Existing categories are
never replaced by the upgrade.
Miscellaneous customers are always upgraded with a Type of Misc cash.
Each customer’s current balance is used for Highest balance.
Statement groups are created automatically by the upgrade process. The description
for each statement group is set to the group ID. Existing statement groups are never
replaced by the upgrade.
Credit hold is set to None for all customers.
Allow checks ? is set to Yes for all customers.
Numeric sales reps are upgraded without leading zeroes (e.g., Sales Rep 001 from
an earlier version will upgrade as Sales Rep 1).
Accounts Payable
If you are upgrading Synchronics Purchasing Plus information, don’t upgrade
RealWorld Accounts Payable information.
If you are upgrading Accounts Payable information, the Accounts Payable Vendor file
must be located in the A/P directory.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
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Purchases YTD for each vendor are copied into the Ordered, Received, and Vouchered
figures for the current month in CounterPoint monthly history.
Order Entry
Order Entry sale prices cannot be upgraded.
In order to upgrade ship-to addresses or invoice history, you must select to upgrade
PS Setup and History files, even if you have never used Point of Sale. (O/E and P/S
shared these files, and they may be upgraded only through a P/S upgrade).
If line item discounts exist on upgraded orders, the extended price after the upgrade
may differ by several cents. CounterPoint calculates a new unit price that includes
the discount and rounds that price to 2 decimals.
Order comments are upgraded into the CounterPoint Notes file with a note ID of
COMMENTS.
All line items are assumed to be taxable and discountable when updating header
totals.
The weight entered on order headers is upgraded into both order and to-ship totals
Any records of cash received on an order are discarded.
Version 5.0
If you are upgrading from RealWorld Version 5.0, data can only be upgraded from
export files.
Warranty dates cannot be upgraded from V5.0 Order Entry. Instead, the upgrade will
set the warranty fields in the CounterPoint OE Serial file based on the Warrant from
invoice date field in the V5.0 Order Entry setup.
Tips for increasing upgrade performance
Upgrading data from earlier versions of Synchronics software and accounting data from
other vendors usually involves reading and writing large amounts of data. This process
can be extremely time-consuming, because some of the history may be many megabytes
in size. The tips listed in this section are intended to help speed up the upgrade process.
Upgrade on multiple workstations or computers
The upgrade program is designed to allow you run the upgrade on multiple computer
systems or workstations at the same time. You can assign one or more packages to a
group ID and then process a different group on each machine simultaneously. For
example, you may specify to upgrade AR data on one workstation (or system) and PS
data on another workstation (or system).
You may also upgrade one group at a time, initially upgrading only the data required to
get the software up and running, then later upgrading large files like Invoice History.
Defining group ID's to upgrade:
See the Defining packages to upgrade section on page 6 for more information.
Installation and Configuration: Getting Started - Upgrading to CounterPoint
31
Build monthly history at a later time
Building monthly history can take a long time, depending on the size of your upgraded
Ticket History files. You may choose to delay building monthly history, while still retaining
new tickets entered into your system.
To delay building monthly history, follow the steps below:
1. Immediately after upgrading, rename the upgraded Ticket History files to
SAHDRF.SAV and SALINF.SAV.
2. Initialize new Ticket History files. As new tickets are entered and posted, both the
new Ticket History files and empty Monthly History files will be updated.
When ready to build monthly history from the “old” upgraded Ticket History files:
1. Export the current Ticket History file (the one that contains only the tickets posted
since upgrading).
2. Rename the .SAV copies of the files back to .DAT extensions.
3. Run File Utilities / Upgrade / Build history to create monthly history, without “wiping out”
the monthly history that’s been updated since upgrading.
4. Use File Utilities / Sales History, 3. Restore from an export file to restore the Ticket History
records. Select to add records to the existing file in order to add the more current
ticket history to the “old” upgraded Ticket History files.
5. Make a backup copy of the Ticket History and Monthly History files.