Before You Begin

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Table Of Contents

1. Introduction & System Requirements
2. Preparation (before starting the upgrade)
3. Upgrading the Single User Edition
4. Upgrading the Network Edition
5. Backing Up Your Database (applicable to both Single & Network Editions)
6. Additional Information

1. Introduction

These instructions will guide you through installing the upgrade from Service2000 Release 7 to Release 8. Be sure to familiarize yourself with the entire process before starting the installation, and be sure to follow these instructions closely during the installation. This will help to assure that your installation goes as quickly and smoothly as possible.

System Requirements

Single User Edition

• Microsoft Windows 98, ME, NT, 2000, XP, 2003

•  500 MHz Processor

• 64 MB RAM

• 100 MB Free Disk Space

• Internet connection

• Internet Explorer 6.0 SP1 or higher (available free of charge from http://www.microsoft.com/ie)

• All Windows critical updates (available free of charge from http://windowsupdate.microsoft.com)

Network Edition Server

• Microsoft Windows NT, 2000, XP, 2003

• 800 MHz Processor

• 128 MB RAM

• 500 MB Free Disk Space on the SYSTEM drive (typically C:)

• 500 MB Free Disk Space on the drive where the Service2000_Server folder resides

• TCP/IP Network

•  Internet connection

• Internet Explorer 6.0 SP1 or higher (available for free of charge from www.microsoft.com/ie)

• All Windows critical updates (available free of charge from http://windowsupdate.microsoft.com)

Network Edition Client

• Microsoft Windows 98, ME, NT, 2000, XP, 2003

• 500 MHz Processor

• 64 MB RAM

• 80 MB Free Disk Space

• TCP/IP Network

•  Internet Explorer 6.0 SP1 or higher (available for free of charge from www.microsoft.com/ie)

• All Windows critical updates (available free of charge from http://windowsupdate.microsoft.com)

2. Preparation (before the installation)

Before beginning the actual installation, please be sure you have

• A known good, current backup of your Service2000 database

• Service2000 Release 7 Build 73934 installed and running properly.

• Service2000 Release 8 Installation CD-ROM Build 84341 or higher.

• an available internet connection on the PC on which you are installing the software
  on networks, an available internet connection is required only on the server)

• adequate free hard drive space (per specifications above) on the server and all involved PCs

• all the latest updates to your Windows operating system (per specifications above)

• all Windows critical updates (per specifications above)

• full compliance with the System Requirements (per above)

• Network Edition Only: computer name of your database server ____________________ (fill this in now)
  
  To find out the computer name of your server:

• Windows XP: right click on My Computer, then select Properties, then click on the Computer Name tab. The computer name appears next to “Full Computer Name”.

• Windows 2000: right click on My Computer, then select Properties, then click on the Network Identification tab. The computer name appears next to “Full Computer Name”.

• Windows NT: right click on Network Neighborhood, then select Properties and look for “Full Computer Name.”

Make sure that no other software applications are running during the install process.  Most installation issues are caused by other applications interfering with the installation process.

If you have Windows Terminal Services enabled on your server, do not proceed. Call GenesisFour for instructions.

As a further precaution, although most likely it will not be needed, it is a good practice whenever performing an upgrade to have the installation CD from the currently installed version of Service2000 available (either theService2000 Release 7 CD, or the Service2000 Release 6 to Release 7 Upgrade CD).

3. Upgrading the Single User Edition

Installing the Release 8 Upgrade (Single User Edition)

1. Establish an Internet connection.

2. Insert the Service2000 Installation CD-ROM into your CD-ROM drive.
   The Service2000 Installation CD-ROM will automatically display an options menu when inserted into your CD-ROM drive.
   (If it does not appear, click Start, Run and then type “D:\AUTOPLAY.EXE” (where D: is not the location of your CD-ROM. If it is not, then replace D: with the correct location (E:, F:, G:, etc.)).

3. Select “Upgrade Service2000” from the options menu.

4. Select “Single User Edition Upgrade” from the options menu.
   This will start the Single User Edition upgrade installation program.

5. Follow the installation instructions on the screen. When selecting an installation location, remember to take available hard drive space into consideration.

6. When the installation is completed, select Exit to close the CD-ROM’s options menu.

7. Check for any available Internet updates, by following the instructions below.

Updating over the Internet (Single User Edition)

1. Exit Service2000 if it is running.

2. Click on the Start button.

3. Select “Programs”.

4. Select “Service2000”.

5. Select “Update Service2000”.

6. Follow the instructions on the screen. If a new version is found, it will be downloaded and installed automatically.

7. Upon completion of any update installation, a “Change Log” will appear in a web browser listing changes contained in this (as well as prior) updates. Review carefully. You may wish to bookmark this web page for future reference.

8. Restart Service2000 and log in.

9. To confirm that you are on the latest build, from the Main Toolbar click on Help, About Service2000. A window will appear with the build number. This build number should match the highest build number on the Change Log. Assuming the build numbers are the same, your upgrade installation is complete and the system is ready for use.

10. Please study the enclosed “What’s New In Release 8” document to learn about changes to the system, and the locations of these changes.

11. Click here to jump to step 4: "Backing Up".

3. Upgrading the Network Edition

Key Points To Remember

• The upgrade installation will reboot your server 4 times.

• This is perfectly normal and should never be interrupted.

• You must log in as Administrator to install this upgrade, including after every reboot.

• You must perform a cash-out and export to QuickBooks just prior to installing the Release 8 upgrade.

• There must be no non-cashed out/non-exported transactions in the cash register during the upgrade process. However, do not do this now, do it in the exact sequence outlined below.

• You must uninstall all of the Release 7 Service2000 Network Clients on every PC (including the server if the server is being used as a client) prior to installing the Release 8 upgrade. Failure to do so will cause problems with updating your clients in the future. Instructions for doing this can be found below. Do not do this now. Do it in the exact sequence outlined below.

• The installation of the Network Client does not use the installation CD as it did with prior releases. It is done by navigating to an installation file on the server from the client PC.

Removing the Service2000 Network Client

The Service2000 Release 7 Network Client must be removed from the server (if it is currently installed on the server), and from all the other PCs running Release 7 as well. However, do not uninstall the Service2000 Release 7 Database Server from the server. The installation procedure will handle this for you later.

1. Working from the server first, open the Control Panel
   (typically by clicking “Start, Settings, Control Panel”).

2. Double-click "Add/Remove Programs".

3. Select "Service2000 Network Client" from the list of currently installed programs.

4. Click "Change/Remove" to start the uninstall process.

5. Select "Automatic" from the list of uninstall options.

6. Click "Next", and "Finish" as needed to complete the Network Client uninstallation.

7. Close the "Add/Remove Programs" window.

8. Close the "Control Panel" window.

9. Repeat steps 1-8 to remove the Service2000 Network Client from all the other PCs

Installing the Service2000 Release 8 Upgrade (Network Edition)

1. Working from the server, insert the CD-ROM into the drive. An options menu will appear after a few moments. (If it does not appear, click Start, Run and then type “D:\AUTOPLAY.EXE” (where D: is not the location of your CD-ROM. If it is not, then replace D: with the correct location (E:, F:, G:, etc.)).

2. Select "Upgrade Service2000" from the options menu.

3. Select "Network Edition Upgrade". This will begin the upgrade installation process.

4. Click "Next".

5. Click "Next" again.

6. The upgrade will begin copying several files to your hard disk. These files will be used to upgrade your current Service2000 Release 7 installation. There are a little over 200 MB worth of files to be copied, so this may take some time to complete on slower systems. Do not touch the computer during this phase.

7. A DOS command window will open midway though this stage. This is the system backing up your live database. This window will close on its own when the backup is complete. Do not touch the computer during this phase.

8. You will be prompted that "The system must now restart to complete the installation".

9. Click "OK. This system will now reboot. Do not allow anything to interrupt this process.

10. When prompted, log back into the server as Administrator.

11. The upgrade process will automatically continue.

12. This stage will remove your old copy of the database server so that a newer version can be installed.

13. You will be prompted that "The system must now restart to complete the installation".

14. Click "OK. This system will now restart. Do not allow anything to interrupt this process.

15. When prompted, log back into the server as Administrator.

16. The upgrade process will automatically continue.

17. This next stage will install the Release 8 Service2000 Database Server. An installation screen will appear.

18. Click "Next".

19. Read the license agreement then click "Accept" to accept it.

20. Click "Next".

21. Click "Next" again. The installation program will now being copying files to your hard disk.

22. Click "Finish".

23. The system will now present you with an option to install the Service2000 Network Client on the server, which should be done even if the server is not being used as a workstation.

24. Click "Next".

25. Read the license agreement then click “I Agree" to accept it.

26. Click "Next".

27. Enter the computer name of your server.

28. Click "Next".

29. Click "Next" again.

30. Click "Next" again. The installation program will now begin copying files to your hard disk.

31. Click "Finish".

32. You will be prompted that "The system must now restart to complete the installation".

33. Click "OK.” The system will now restart. Do not allow anything to interrupt this process.

34. When prompted, log back into the server as Administrator.

35. The upgrade process will automatically continue.

36. This next stage will upgrade your database from the Release 7 format to the Release 8 format.

37. Several windows will open. They will close on their own when complete.

38. Click "Finish".

39. You will be prompted that "The system must now restart to complete the installation".

40. Click "OK. This system will now restart. Do not allow anything to interrupt this process.

41. When prompted, log back into the server as Administrator.

42. Start and log into Service2000. Check around the system to make sure it runs OK.

43. Log back out of Service2000.

44. Check for any available Internet updates by following the steps below.

Updating over the Internet (Network Edition)

Updating the database server:

1. Make sure no Service2000 sessions are running.

2. Working from the server, select the Start Button.

3. Select “Programs”.

4. Select “Service2000 Database Server”.

5. Select “Check for Service2000 Server Updates”

6. Follow the instructions on the screen. If a new version is found, it will download and install it automatically.

Updating the network client (on the server and on all the clients):

1. Select “Start”.

2. Select “Programs”.

3. Select “Service2000”.

4. Select “Update Service2000 Client”.

5. Follow the instructions on the screen to complete the update installation. Reboot if instructed.

6. Restart Service2000 and log in.

7. To confirm that you are on the latest build, from the Service2000 Main Toolbar click on Help, About Service2000. A window will appear with the build number. This build number should match the highest build number on the Change Log. Assuming the build numbers are the same, your upgrade installation is complete and the system is ready for use.

8. Please study the enclosed “What’s New In Release 8” document to learn about changes to the system, and the locations of these changes.

Installing the Release 8 Network Client on the other PCs

At this stage your Service2000 Network Client is installed (and updated) on the server only. Now it’s time to install it on all the other client PCs.

The installation of the Network Client does not use the CD. It is done by navigating to an installation file on the server from the client PC.

1. Working from the first client PC, log in as Administrator.

2. Click on Start, Run. A window will appear.

3. Type as follows: \\Your Server Name (include the double backslashes).
   For example, if your server name is SERVER, type \\server (as shown) and then click OK.
   If you get a permissions error, the Windows user currently logged into this PC does not have permission to access the S2K client share on your server. Confirm that you are logged into this PC as administrator. If you are, check to see if the administrator’s password on this PC is the same as the administrator’s password on the server. They MUST BE EXACTLY THE SAME. If the problem persists, contact your network administrator for assistance.
4. Double-click on the “S2KClient” folder (NOT the “S2K” folder).

5. Double-click on “Service2000 Network Client” to start the installation.
   (The file extension “.exe” may or may not appear depending on your particular system.)

6. Follow the instructions on the screen.

7. Enter the name of your server when prompted (do not include any backslashes).

8. When the installation is complete, reboot if prompted to do so.

9. Double-click on the “Service2000 Client” icon on your desktop to start Service2000. Update if prompted to do so. If an update is available, it will be downloaded and installed automatically.

10. Start Service2000 and log in.*

11. Repeat steps 1-9 to install and update the Service2000 Network client on all the other PCs.

12. Please study the enclosed “What’s New In Release 8” document to learn about changes to the system, and the locations of these changes.

 * To update the Network Client in the future, Click on Start, Programs, Service2000, Update Service2000 Client.

4. Backing Up Your Database

• In order to backup your Service2000 system, you will need to follow these instructions closely.

• Setting up your system to back up properly is your responsibility.

• Do not skip this critical step in the installation process.

General Precautions and Recommendations

In order to assure that your data is protected, a daily backup of your database must be performed. There are many different methods of configuring computer systems to back up, and equally as many opinions as to how it should be done. Some specific backup utilities are provided by the Service2000 installation (Network Edition only) and are discussed here. Some general guidelines are discussed as well, so this section should be read by all users. However you do it, do not skip this critical step in the installation process.

A full system backup using a modern-day tape backup system (with appropriate backup software) capable of backing up your entire system is highly recommended. CDRW, Zip drives, or other similar devices generally do not have the capacity to back up the entire contents of your hard drive, and therefore are not recommended. Typical recommended formats: Travan, DAT, and OnStream. Redundancy (e.g., mirroring) is also recommended on the computer which is storing your database.

A Warning About Open Files

Most backup systems will not back up open files (files in use by an application) - they are almost always skipped by the backup process unless you have purchased specific backup software designed to back up open files. This includes executables, documents, and (most importantly) databases. Always assume that open files WILL NOT BE BACKED UP.

Open file management software is expensive and rarely found on most systems – there’s a good chance you don’t have it. Therefore, never assume that just because you have a tape drive that backs up your entire hard drive that your Service2000 database (or any other files that might have been left open while the tape backup was running) were properly backed up. Unless you precisely follow the instructions provided below, your Service2000 database is likely to be skipped by your back up process.

Single User Edition

There are no specific backup functions provided with Service2000 Single User Edition. In order to assure that your Service2000 database is not open when backing up, simply close the program before backing up. Service2000 must not be running while the backup is taking place. This means that if you plan to configure your system to automatically backup at night, you must ensure that Service2000 is not running before you leave. This cannot be overemphasized. Service2000 must not be running whenever the system is being backed up. If you try to restore from a tape that was created while Service2000 was running, it is likely that the Service2000 database on this tape will be useless. Ideally, you should backup your entire hard drive, but at minimum you should backup the entire Service2000 folder (C:\Service2000 by default). It is vital that the entire Service2000 folder is backed up. Selecting individual files for backup will not capture everything needed, and will make restoring your data from the backup media impossible.

Network Edition

The Release 8 Network Edition upgrade incorporates changes to your backup configuration. Please read this section carefully in order to assure that you understand these changes, and generally speaking, how the backup of the Service2000 database must be handled.

The Network Edition uses a database server process to manage the database, which means that the physical database files are in use and open at all times, and therefore will be skipped by conventional backup systems.

In order to backup your database, the system must make a copy of it on your server’s hard drive. It is this special file that you must backup to your backup media (not your actual, live database files).

Service2000 includes an open file backup utility and a batch file that produces this special copy for you. This utility creates a single file on your hard drive named S2K.BKU which is a consolidation of the multiple files that comprise the Service2000 database. In the unlikely event that there was a need to restore from your backup media, the restore would be done from the S2K.BKU file.

The Service2000 Release 8 upgrade installation configures your system to automatically run this utility at 12A.M. (midnight) by creating a new Scheduled Task (regardless of any other Scheduled Tasks that might have previously existed). You may change the start time of this task by clicking on Start, Programs, Service2000 Database Server, Schedule Automatic Backup. However, it is not normally not necessary to change the start time.

The batch file that runs the utility is called BACKUP.BAT. This file lives in the AdminScripts directory of the Service2000 Network Server (C:\Service2000DBS\AdminScripts by default). Running this file will create the S2K.BKU file in the Backup directory of the Service2000 Network Server (C:\Service2000DBS\Backup by default). 

One day after the upgrade, you should verify the existence and date of this file:
C:\Service2000DBS\Backup\S2K.BKU

Further, you should check the date of this file for a few days to make sure that it is being rewritten on a nightly basis.

Also, it is imperative that this backup utility runs and completes before your tape backup (or other external backup) begins. In configuring the start time for your external backup, be sure to allow enough time for this to occur. (Normally 1 hour is sufficient).

Service2000 also includes a separate utility to assist in automatically scheduling the BACKUP.BAT program at any time you wish. You can launch this utility by selecting “Schedule Automatic Backup” from Start / Programs / Service2000 Database Server.

GenesisFour provides fee-based backup configuration services. If you would like GenesisFour to provide and/or configure your backup solution please call GenesisFour Technical Support at (978) 443-4440 X10 or email your request to support@genesisfour.com.

Additional Information

A detailed discussion of backup considerations and recommendations is available at: www.service2k.com/systemrequirements.htm