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APPLICATION NOTE:

UPGRADING YOUR PAYROLL TO VERSION 9.5

These instructions are intended for those who are Updating an existing DATASMITH PAYROLL Version 8.4x system to Version 9.5. DO NOT INSTALL THE NEW PROGRAMS UNTIL YOU HAVE READ THESE INSTRUCTIONS FOR UPGRADING YOUR SYSTEM!

BEFORE YOU START:

Make sure you have a complete backup of all of your existing program and data files.

• Make sure you have printed a Current Report for the latest payroll. Payroll file conversion can be done at any point in the payroll cycle, but we recommend converting when the current payroll is Initialized, because the pre-conversion and post-conversion Current Reports are most easily compared when there is no current data.
• Back up your existing Payroll data files to diskette or tape. If you are unsure how to do this, get assistance: DO NOT PROCEED UNTIL YOUR DATA FILES ARE SAFELY BACKED UP! This upgrade procedure makes a backup of your files on your hard disk...but what if something happens to your hard disk?
• Make sure you have entered a non-blank Master Password for each payroll.
• Make sure each Payroll you use is entered in your Data Path Library. Before you begin installation, make sure the legend "Program expects data in:..." above your Payroll Main Menu does NOT say "Default Drive": it should specify a complete data path, beginning with a drive letter and ending with a backslash.

During installation, you will be asked to enter the Data Path (drive and directory: normally c:\PAYROLL) in which your \PAYROLL program is currently installed, a new data path for a backup copy of your existing programs, a new data path for DATASMITH Payrollþs on-line new HELP files, and a directory for test data files. The directory for test data files will be created, but will not be used during the upgrade process: it is included to allow you to completely install a new V9.5 system from your upgrade disks.

You must make sure the data path to your existing program directory is correct: the DATASMITH SETUP utility (Windows or OS/2) or INSTALL utility (DOS) will suggest directories for the HELP files, backup files, and test data. Make sure that you have a list of these Data Paths in advance, or that you record the Data Paths as the update proceeds.

STEP 1: USING THE 'PREPARE' UTILITY PROGRAM
The PREPARE utility establishes an on-disk backup of your existing system files, guaranteeing that you will be able to run your payroll at any time...regardless of what happens during installation or in the transition to the new programs.

1. Insert the INSTALLATION disk in drive a: (or any floppy disk drive). From Windows 3.x: from the File menu, click RUN and enter þA:PREPARE.EXEþ From Windows 95: from the START menu, click RUN and enter þA:PREPARE.EXEþ From DOS: type A:PREPARE
2. The program will ask you to identify the path to the Installation disk. Unless you are performing a special installation over a network, this will be the same floppy disk drive you specified in step (I).
3. Next, the program will ask you to identify the existing payroll program directory. You may 'Browse' for this directory, or simply type it in.
4. Next, the program will ask you to identify a backup directory. THIS SHOULD BE A NEW DIRECTORY: if you use an existing directory, some files already in that directory may be lost. The suggested default for this directory will be a subdirectory of your existing payroll directory named '{your payroll program directory}\V84BAK'. Unless you are short of space on your payroll program, you probably will want to use the default.
5. PREPARE will make a backup directory containing your existing programs, and will make notes for the new programs describing how to find it. A special old-new program linkage facility will also be copied into the backup directory. Upon successful completion you will get a "PRELIMINARY PREPARATION SUCCESSFUL" message: proceed to Step 2.

STEP 2: INSTALLING THE NEW PROGRAMS
Use the INSTALLLATION/SETUP Disk (see separate instructions entitled þOperating the Install Utilityþ) to install your upgraded programs.

When presented with a choice between INSTALL and UPDATE, choose UPDATE.

When asked for the USER (payroll program) directory, make sure that you enter exactly the same data path you entered in Step 1!!

When installation is complete, INSTALL (or SETUP) will remind you to run PREPARE again.

STEP 3: USING PREPARE TO FINISH INSTALLATION CONVERSION
After the new programs are installed, your new Payroll must be linked to your backup programs and your old data files. To do this, start the PREPARE program again. PREPARE should recognize that you have installed your new programs and are performing Step 3: it will ask you to identify the floppy disk drive containing your Install diskette and will ask you to identify your payroll program directory, but will NOT ask you to identify a backup directory.

When asked for the payroll program directory, make sure that you enter exactly the same data path you entered in Step 1!!

STEP 4. READY TO USE YOUR NEW PAYROLL
Upon successful completion of this Step 3, the program will display the message 'PREPARATION FINISHED: Program ready to use.' You can start the program by RUNning 'PAYROLL.BAT' or Clicking on the Payroll Icon from your Windows (Win 3.1 or Win 95) or OS/2 desktop.

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