Conversion to Governmental Suite Version 2



The New Approach - Installation and General Startup

Author: Steve L. Seawall, CPA Copyright 2015 Custom Micro Works All rights reserved

Revised 1/13/2019

Before You Start

This document describes the installation and startup procedures for The New Approach (NA) Version 2.XX.

• Installation Requirements. NA requires Windows XP at a minimum and is Windows 7/Windows 10 compatible. It is not supported for Windows operating systems prior to XP.

• NA and Your Network. NA can be installed on your network. The “host” computer (for NA purposes) is the one the NA data warehouse (main production database) is installed on. Any remote computer will be able to connect to the NA data warehouse on the host computer so long as the network has already been set up. These installation instructions focus on the installing NA on the host computer. Separate instructions are provided for installing NA on remote computers.

Suggestion: Do not begin any remote installations until after NA is up and running on the host computer!

• Installation Procedures. The installation procedures involve installing the necessary software and getting the database ready for data entry. This is a one-time procedure, and should take no more than 30 minutes.

• Initial Setup for Each Module. NA has several modules: Banking, Budgetary Accounting, Billing and Accounts Receivable, Utility Billing, Payroll, and GAAP. Each module requires setup information before you can begin entering transactions. Much of this information has been provided for you. However, other information, such as, vendors, utility customers, and employees must be entered by you.

We will walk you through the setup information that is provided by default, and show you how to add to it. Further, we will show you how to enter the other information.

Don’t be surprised if, in less than an hour, you are entering cash receipts, printing vendor checks, and creating employee paychecks.

Important: Initially we want to get you up and running on Budgetary Accounting and Payroll. After you feel comfortable with NA, you can call us and we will get you started on the billing and accounts receivable system.

DO NOT attempt to start using the billing system without our assistance. You will create more problems than you realize.

• Plan on Two Hours for Initial Startup. The above initial startup procedures probably will take about two hours. After that you can work at your own pace, and call us if you have questions.

Stay in Contact With Us: We are interested in getting you started in the right direction. If you do not like a suggestion, do not ignore it. Talk to us about it. Remember, our suggestions are intended to help you. If you need more information, please do not hesitate to contact us.

Involvement of a Governing Body Member? It is not uncommon, particularly in a small city, to have a governing body member get involved with the city’s financial accounting procedures. Please feel free to have the governing body member contact us. We will be happy to discuss any accounting issues with anyone at the city.

Installing The New Approach (NA) Software

• Locate the NA installation CD.

• Insert the CD into your host computer’s CD ROM drive.

• Start up Windows Explorer (My Computer).

If Windows Explorer does not start up automatically and show the contents of the CD, you will have to start up Windows Explorer.

• Copy the NAClientCD folder on the CD to your hard drive (i.e., C:\).

• Remove the NA installation CD from the CD ROM drive and store it somewhere.

• Using Windows Explorer locate the NAClientCD folder on the C: drive.

• Expand (open) the NAClientCD folder and you should see several sub-folders.

• Expand (open) the sub-folder NASetupFiles and you should see several files (not folders):

AccessDatabaseEngine.exe

NASetup201.exe

• Start AccessDatabaseEngine.exe (Right Click/Run as Administrator) and install the Access database engine.

Follow the prompts and when finished proceed to the next step.

• Start NASetup201.exe (Right Click/Run as Administrator) and install The New Approach.

Follow the prompts and when finished proceed to the next step.

Note: If you get an error message “pdfkit.dll failed to register”, you can select IGNORE. The file is not required to be registered.

Note: If you get an error message “SysWow6”, you can select IGNORE and proceed.

• Install latest NA upgrade from the internet.

To install the latest NA upgrade, get on the internet and go to the CMW website: . At this point you should save the CMW home page as a favorite or bookmark it, if you haven’t already.

To locate the NA upgrade file go to the NA downloads page, click on Products/The New Approach/Downloads for NA. Then click on the link to download the latest NA upgrade. When the download window pops up, click on Run. After the installation program downloads, you can follow the prompts on the screen to install the upgrade.

• Finished! That finishes the NA installation.

Start Up NA for the First Time

• Note: For Win 7, and Win 10 computers only – Set NA to “Run as Administrator”.

If you install NA on a Win 7, or Win 10 computer you should NEVER start NA by double clicking on the NA icon. Instead you should ALWAYS Right Click on the NA icon and Click on Run as Administrator to start NA.

Shortcuts (i.e., Desktop Icons) in Win 7, or Win 10 have a special property that you can set that will require the application, NA in this case, to “Run as Administrator.” To set this property:

Right Click on the shortcut (Desktop NA Icon)

Click on Properties

Click on Advanced Tab

Click on Run as Administrator

Click on OK

To Repeat: When starting up NA follow these rules on Win 7, Win 10 computers:

DO NOT Double Click on the NA icon on the desktop to start NA.

INSTEAD Right Click on the NA icon and then Click on Run as Administrator

• Right Click on NA icon on desktop and Click on Run As Administrator

You should get the Main Menu screen.

• Click on NA Startup/Initial Entity Setup

You should get the Entity List screen.

• Click on Add

You should get the Entity Detail screen.

• Name of Municipality: Enter the name of your municipality (e.g., City of Lincoln).

• State: Select your state from the dropdown box.

• Entity Database Name: Enter (e.g., Lincoln)

• Click on OK

You should return to the Entity List screen.

• Highlight your city in the listing.

• Click on Select

Important: You will get an Information Message that states you have installed an older version of the database. Write down the Version Number that is shown in the message (e.g., 1.87), then Click on OK.

• Update the database to the current version using these steps:

Select NA Startup/Initial Entity Setup

Highlight your city in the listing

Click on Edit

Change the Version Number back to the number noted above (e.g., 1.87)

Click on OK

Highlight your city in the listing again

Click on Select and wait for the computer to update the database

• You should now be ready to begin using the updated database.

You should return to the Main Menu screen.

Look at the top of the Window – you should see The New Approach Version 1.XX - City of . The Version number is important in that it tells you which version of NA you are using. When you download and install a new NA upgrade, the Version number will change to the new version number.

• To demonstrate how to exit NA and then restart, you can do the following:

Exit NA and Click on No (at this point you do not have to do a backup).

Right Click on NA icon on desktop and Click on Run As Administrator

You should return to the NA Main Menu and can continue the installation.

Database Location

By default, the NA database is copied to the folder location:

C:\ProgramData\NA\Databases

The database file name will have the format .accdb (Lincoln.accdb)

When you create backups of your database file they will also be stored in the same database folder location and look like this:

Lincoln_12152014.accdb (snapshot database file) and Lincoln_12152014.zip (compressed file)

Initial Setup Requirements

Please follow these steps, in sequence, when you first start using The New Approach. These procedures establish initial setup account codes and other information required to enter transactional data.

• Step 1. Load Default Codes and Settings

Go to Startup/NA Startup – Default Accounts

Load Clearing Fund Accounts

Load BA Accounts

Load PR Accounts

Load AR Accounts

Load Tax Rates and Tables

• Step 2. Set the Beginning-of-Year Dates (Calendar Year for PR):

BA (BA/Setup/General Information)

PR (PR/Setup/General Information)

AR (AR/Setup/General Information)

• Step 3. Set GAAP Beginning-of-Year Date: GAAP/Setup/General Information

• Step 4. Enter Banking Information: Banking

Banking/Banks – Enter bank for main checking account.

Banking/Bank Accounts – Enter main checking account.

• Step 5. Browse modules to view default codes.

BA/Setup

PR/Setup

Budgetary Accounting Requirements: Select 1) the PR Clearing Fund checking account, and 2) the standard PR object codes.

Tax Tables: Review

Tax Rates: Review

AR/Setup

GAAP/Setup

DO NOT Edit or Delete any of the codes you are starting with. Try to get along with what has been provided. If necessary we can Add to the existing codes, or we can possibly change a description, but you should contact technical support for assistance. No Exceptions!

A Word of Caution About the NA Chart of Accounts

The NA chart of accounts is sophisticated and integrated. You can do much damage if you alter these codes. For this reason you should follow these rules:

• Rule 1 - Never change account code numbers, and in some instances you should not change account code names.

• Rule 2 - If you do not plan to use an account code you should inactivate it. Do not delete account codes.

• Rule 3 - If you need a new account code we can help you add it to the Chart of Accounts.

• Rule 4 - Never work in the Chart of Accounts without assistance or guidance from our Technical Support.

• Rule 5 - Chart of Accounts encompasses Banking, Budgetary Accounting, Billing and Accounts Receivable, Utility Billing, Payroll, and GAAP.

Installing The New Approach (NA) Software on a Remote Computer

Installing the NA software on a remote (networked) computer is identical to installing it on the host computer. However, to access the database on the host computer you must identify the “Path” to the database when you start NA for the first time on the remote computer.

• Install AccessDatabaseEngine.exe in the normal manner on the remote computer.

• Install NA in the normal manner on the remote computer.

• Start NA and Click on NA Startup/Initial Entity Setup.

• Click on Add and follow the prompts to enter the information on the screen.

Caution: When you enter the Database Location (Path) you will need to know the path to the “main” computer that contains the NA database. Typically you will need to “share” the folder containing the NA database file on the network. Then on the remote computer you will need to know the “path” the remote computer needs to take, to gain access to the NA database.

There are two common ways to connect the remote computer to the NA database. First, if a network drive is created, the Path might look something like this: H:\NADatabases.

If there is no network drive, the Path might look something like this: \\PC123456789\ProgramData\NA\Databases where PC123456789 is the name of the “main” computer containing the NA database.

• It is optional to change the NA Text File Location from the C: drive on the remote computer, to the “main” computer containing the NA database.

• Click on Test Network Connection.

If you get the message “A successful connection was made”, Click on OK twice. You can now select your entity in the listing to work with the NA host database.

If you get the message “Problem: A connection could not be made …”, the most likely problem is that the Database Location (Path) is incorrect. You will have to try another Path and test again. If you cannot get it to work, you should Click on Cancel and contact your network administrator for assistance.

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