The Payroll Upgrade Phase 1 option allows a priority 8 payroll user to update the payroll system. The option includes standard functionality found when system updates are applied including database updates, reports, formats and menu re-compilation. This option should only be used after a successful payroll backup has been performed as advised in documentation from the accounts software support team.
Note: If your payroll system is in a separate environment to the main accounts system known as Stand Alone Payroll or KPay and if you have joined the KPay ring system to receive updates there is no need to use this option since updates will be applied as a part of an overnight timed operation process.
To access Payroll Upgrade Phase 1:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Upgrade menu option.
The PAYROLL UPGRADE menu is displayed.
Select the Payroll Upgrade Phase 1 option.
The Update system form is displayed.
Warning: If any error messages appear, keep the message on the screen and contact the accounts software support team, do not proceed.
When you enter the payroll Upgrade Phase 1 option the upgrade will start by performing a system check to locate the update file copied onto your system by the accounts software support team. If you are advised with the message Nothing to patch you should contact the accounts software support team
The upgrade will check for a valid back up - if a valid back up has not been found you will be shown the message Last backup failed, take another backup first. If this appears you must carry out a back up within the timed operation and run the payroll update another day, if this is not possible or your back up is carried out from another system contact the accounts software support team
The following messages also appear on the screen below the words Update progress: Extracting patch files and Building update arrays. A check is made on processes running within the Employee Records (PE), Payroll (PR) and optional Personnel or Human Resources (PN) modules. If any other user is registered as logged in one of these 3 modules a form is shown advising you of the users and they should be logged off - this should not happen if the proper pre-update checks have been performed as documented in the supplied notes.
Under the Message column will be a reference to indicate the module/company number being used by the user. 3 options are available to choose from:-
Refresh: This will refresh the screen having checked again who is logged into the 3 modules - use this to check users have logged off once found to have still been logged in
Continue: Only to be used by the accounts software support team, do not use this option
Exit: This will return you to the menu without the update applied.
If this form appears, ask the users to log off and select the re-fresh option until they have all logged off.
The message Initialisation complete is shown, select OK to continue the upgrade or if advised by the accounts software support team select Cancel to stop the upgrade from continuing.
Warning: If you are shown a window titled Confirm restart library, asking the question Do you wish to kill all users and restart the library ? you should ALWAYS immediately speak to the accounts software support team placing a priority 1 support call without selecting either option. DO NOT TOUCH YOUR KEYBOARD OR MOUSE IF THIS OCCURS. If despite this advice you take the Yes option ALL other users still logged in such as the point of sale users will be killed off the system, your system risks becoming corrupted and is likely to be down for a day and in extreme cases may need to be FULLY restored. If any error messages appear, keep the message on the screen and contact the accounts software support team, do not proceed.
The following messages also appear on the screen below the words Update progress or within window titles: Applying program changes, Applying database changes, Upgrading files, Install help files and Generate GB/files database. If an error message appears Unable to open file, 00.GB.files - continue but log an accounts software support team call before attempting phase 2 of the upgrade.
Warning: NOTE - DO NOT RE-START THE LIBRARY ON COMPLETION AS ADVISED WITHIN THE WINDOW MESSAGE
The following messages also appear on the screen:- VS Alternative IFLDS generated, Compiling reports, Compiling formats - this will be shown in an old style text mode and Compile menus. An EMail is next sent to the admin user.
A final message is shown on the screen:- Update complete. You should select Cancel to continue if you have a prompt and then log off. A process called Module Build will occur followed by an automatic log off.
Warning: *** VERY IMPORTANT *** If you are shown a window titled Confirm restart library, asking the question Do you wish to kill all users and restart the library ? you should ALWAYS immediately speak to the accounts software support team placing a priority 1 support call without selecting either option. DO NOT TOUCH YOUR KEYBOARD OR MOUSE IF THIS OCCURS. If despite this advice you take the Yes option ALL other users still logged in such as the point of sale users will be killed off the system, your system risks becoming corrupted and is likely to be down for a day and in extreme cases may need to be FULLY restored.
You should next prepare the system for other users to log back in. This is run by the priority 8 systems administrator and not necessarily the payroll user. Now log back in as a priority 8 system administrator user on the same terminal used to Prevent / allow access. Run the System utilities, Prevent / allow access option and allow access back into the Employee Records (PE), Payroll (PR) and optional Personnel or Human Resources (PN) modules. Advise other users they can now log back onto the system now to continue their payroll conversions. Phase 1 of the payroll is now complete. You should now exit back to the Log in prompt and continue the upgrade using the Payroll Upgrade Phase 2 option as described in further supplied documentation. If an error or panic is shown when logging off - please just continue but log an accounts software support team call after the upgrade is complete.
