1. Install from the CD

   Install 21st Century Accounting on your new computer from the latest full-installation CD you have received from us.

   You must install from a CD that contains the version of Pervasive that is at the level of Service Pack 3 or higher. Purchases since January 2002 and CDs we sent last summer to pre-2002 customers are at SP3 or higher.

2. Install the latest cumulative patch

   After you have installed from the original CD, assuming your version is 2.0 or better, then install only the latest cumulative patch (available on the Web) on your new computer, so you'll be running the latest version of the system.

3. Move the data over
   • You can copy the \C21\DATA directory and all its contents over to your new computer. That will get all your company data files, including system-wide security, user configurations, and Payroll tax data files.
   • Or you can use Backup/Restore to move a company to your new computer. System-wide security, user configurations, and Payroll tax data files are not included in the Backup. If you use a Backup/Restore to move your data over, be sure to also transfer the following files from the C21\DATA directory on the old computer to the C21\DATA directory on the new computer:

     config
     version
     users.cpz
     prtaxusa.sel
     prcustom.cpz (if it exists)

4. Copy customized reports

   If you use the Report Customizer, after copying the data directory, you should also copy the \C21\REPORTS\CUSTOM directory and all its contents to get copies of any customized reports you may have saved. In the default situation, the path on the new computer is [drive]:\C21\reports\custom\[filenames].

   Then on the new computer, run System/Company/Preferences, Forms and click the Refresh button.

5. Install the latest Payroll Tax Update

   If you use Payroll, now install the latest Payroll Tax Update (available on the Web), which is cumulative for each year, so you'll be running the current year's Payroll tax calculations.

6. Re-select printers

   Printer selections on the old computer may not be valid for the new computer. Re-do printer selection for plain paper and all forms. In the select printer window, verify or select the correct printer and click OK to exit the window whether you changed the selected printer or not, to make sure the selection is registered in the new environment.

7. Restore Window Defaults

   The size and position of 21st Century Accounting windows may not be correct. In some extreme cases a window may not even be visible when you run the command (if, say, monitor resolution is different between old and new computer).

   Run "Restore Window Defaults" to start over with size and position.

8. Review Preferences.

   Run System/Company/Preferences and review the settings on each panel. If you copied the "config" file from the old computer to the correct folder on the new computer, the settings will be correct. Check to make sure. You want these settings (especially Doc number formats and Forms) to be correct before you post or print.

9. On the old computer, run Start/Settings/Control Panel, Add/Remove Programs.

   Remove 21st Century Accounting and Pervasive from the old computer.

10. Complete network installation if necessary.

    If you will be using any other of the new computers as 21st Century Accounting workstations, do a Workgroup or Client install of 21st Century Accounting on each of those.

Do not try to copy the 21st Century Accounting application files from one computer to another.

As with almost all Windows applications, you must reinstall from the original media when you move to a new computer in order to get the proper registry entries and to make sure all the support files are placed where the application expects to find them.

Edit current Payroll tax liability in Configure/Taxes

If the Payroll tax liability amount does not agree with your current books, you can adjust the amount in the Current liability field in Configure/Taxes so it agrees with your record of outstanding liability for this tax. The system uses the amount shown in this field as the amount you owe the remittance vendor for this tax when you prepare a Remittance Check.

To edit the liability

If the liability amount is incorrect, you can correct the ongoing liability amount in Configure/Taxes on a per tax basis (recommended) or you can correct the liability amount(s) every time you prepare a Remittance Check in the Remittance Checks window (not recommended!).

In Configure/Taxes

To edit the amount in the Configure/Taxes window, right-click on the "Current liability" field and select "Override current liability" from the options menu. Enter the outstanding liability from your records, press the Tab key, then click OK and Save changes.

This modifiable field allows you to synchronize the Print/Remittance Checks function with your current records.

In Remittance Checks

The tax liability amounts may not be correct for several reasons:

• The G/L accounts associated with tax liabilities are not used solely for the tax authorities
• A voided check may not have reduced the tax liability correctly
• After conversion the tracked remittance amounts are understated by the liability amounts accumulated in the data from which you converted

Value-added resellers (VARs) of BPI Accounting should contact sales@hilbertsoft.com for a pricing schedule.
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Additional charge to mail on disk

$75

Technical Support = Immediate, unlimited telephone and email access to our staff to help you with problems using 21st Century Accounting as they arise.
Software Upgrades = All annual Support subscriptions include cumulative 21st Century Accounting Software Upgrades when we enhance the functionality, incorporate 3rd-party Add-Ins, and otherwise improve the software between major revisions.	Software Upgrades and Payroll Tax Updates are mailed on disk at an additional shipping and handling charge, upon request from subscribing customers without Web access. Subscribing customers with Web access can download Software Upgrades and Payroll Tax Updates without the additional "on disk" charge.
Payroll Tax Updates = The latest supported (federal, state, and some local) Payroll tax calculations provided on diskette or downloadable from our Web site.
Per Incident = If you don't need the protection of an annual Support program, you can call with questions on a per incident basis. Have your credit card number ready when you call. We will process the charge to your credit card ($75) for each satisfactorily completed call.

An "incident" means --

• A single issue or problem that a customer asks a Support Technician to analyze or resolve.
• A product-usage question that involves a single topic on a drop-down menu or one report.
• A single question on a specific bookkeeping topic.

We will not charge for an incident --

• On initial installation or when installing an upgrade.
• Upon submission of a report showing conversion problems.
• When our analysis determines that the problem is caused by a defect in the software.

In the Box

• Separate installation documents appropriate for your type of network are shipped in the package with your CD.
• Getting Started manual — Gets you up and running. Includes conversion instructions.
• Setup and Daily Operations: Tutorials manual — Hands-on instructions with screen shots for using 21st Century Accounting in your daily business operations.
• 21^st Century Accounting is completely documented in the online Help. Press Shift-F1 for window-level Help or F1 for Help at any field. Look in the 21^st Century Accounting menu Help/Contents for these additional topics, among others:
• Financial Reports - Concepts and Designing. A "backgrounder" on designing financials.
• Data Entry Shortcuts. Function keys and keystrokes that will save time and effort.
• Special Tasks. Procedures for everyday operations like voiding, customizing,
  entering customer receipts, setting up Payroll pay factors ....

On the Web

• Operations Map is available on the Website. We have mapped the daily work of a typical small business -- the business "operations" -- to the functions in 21st Century Accounting where you can most efficiently and effectively complete each business operation.
• Tutorials are available on our Website. You can review them online or you can download and print them. The Tutorials cover topics such as getting started with 21^st Century Accounting, performing certain daily operations, how to work with a typical data entry window, and so forth. Customers are invited to suggest additional topics they would find useful.

  Check the page periodically for additional lessons. Send us an email when you think of other lessons you would like to see.

Current network packages support the following network setups:

• 1 user $995

• 3 users (3 concurrent logins to the same company data) $1,395

• 4 - 10 users $2,295

• Windows 2000
• Windows XP
• Windows NT 4.0 and higher

21st Century Accounting itself has a relatively small "footprint" in terms of disk space and memory requirements, but the Windows support for any application is memory-intensive. The more memory your computer has, the more satisfied you will be with the performance of all your applications, including 21st Century Accounting.

Networking performance also profits from lots of memory on the computer you use as your Server.

Access to the Internet lets you communicate with Hilbert Software from the 21st Century Accounting menu. You can visit our web site to download software upgrades and for information in general. Payroll users can download tax table updates as soon as they are available.

21st Century Accounting Item Tracking

21^st Century Accounting Item Tracking is an easy-to-use set of tools for tracking quantity-on-hand of items from receipt through sale. Item Tracking does NOT integrate with Payables or track the value of products.

Run Item Tracking/Configure/Company to configure the currently selected company for Item Tracking so you can start keeping track of the location, quantity-on-hand, and sale of your products.

These features are available in Item Tracking: Single or Multiple Locations, "Bin Numbers", Serial Numbers, Integrated Sales, Stock Transfers, Physical Counts

21st Century Accounting Product List

21^st Century Accounting currently provides a Product List from which to select inventory items when you enter sales invoices. You set up items, optionally assign G/L accounts to items for posting the sale price when you put an item on an invoice, and create up to five price levels for an item or service.

When you use the Product List feature, you can print Sales Analysis reports that show quantities sold, invoice numbers, dates, customers, and other info to help analyze sales patterns.

Importing from Specific IC and POS Systems

Applications like Inventory Control, POS, and Job Costing often need to be industry-specific ("vertical applications") to meet the real-life business requirements of users.

If you use a vertical IC, POS, or JC that works for your business, we can help you investigate the possibility of importing data from your external system into 21st Century Accounting. For example, you may be interested in importing your inventory transactions into the 21st Century Accounting general ledger or in interfacing 21st Century Accounting's sales functions with your customers and inventory products. Please send your information to sales@hilbertsoft.com.

A Third-Party Inventory Control Application

F9: Adding Entries and Batches

• Example: You just opened the Bank Accounts/Configure/Bank Accounts window. Press F9 and the cursor moves to the first field in the data entry pane on the right, ready for you to add a new bank account.
• Example: You just opened the Sales/Invoices window. Press F9, click OK in the Batch Options dialog, and the cursor moves to the first field in the data entry pane, ready for you to start a new batch of invoices.

NOTE: Versions 2.2A and later automatically open the Batch Options dialog when you start up a data entry window, saving you a few keystrokes.

F9: Adding on the Fly

• Example: You're adding a customer and realize that the customer justifies adding a new category. Press F9 in the Category field in the Configure/Customers window to go directly into <new> mode in the Category window
.

F2: Modify, Do, View, Select ...

Disbursements Checks to vendors are not posted to Payables because they are not Payables activity. To show vendor activity on Payables reports, enter the activity through Payables.
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The "map" is also available on the Web at
http://www.hilbertsoft.com/C21/C21_documents.shtml.
Read the instructions and click BPI Map to C21 (PDF Format) to download the document.
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For the smoothest and most complete possible conversion, you should convert at the end of an accounting period after you have posted all open batches, entered all period adjustments, closed A/R and A/P periods, and closed the Payroll pay period in BPI Accounting. Unposted batches will not be converted.

If the BPI company includes Payroll data, complete payroll processing for the pay period, close the pay period, and, in BPI, print the Employee Complete Information report in ID order for All to disk. (Show me how to do this.)

The procedure for converting a BPI company to 21^st Century Accounting:

On the 21st Century Accounting menu, run System/Company/Convert/from BPI data (GL, AR, AP, OE, PR).

The conversion program will look for a BPIES directory and point the Windows browser there. You select the company you want to convert.

The program automatically creates the 21st Century Accounting data structures and then automatically moves all of your BPI data into the new structures. When the conversion is complete, the conversion program displays for your review a log that describes "decisions" made by the conversion program during the conversion.

And it's done.

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If the Automatic financials need to be regenerated in BPI because of a change to the BPI Chart of Accounts, conversion gives you the option to stop conversion and regenerate the reports in BPI.

Using the names that are assigned to the financial report definitions in BPI (Automatic and custom), the conversion creates a C21 Financial Report Template from each BPI Accounting report definition and then creates one C21 Financial Report based on the template.

The C21 Financial Report based on the converted template has one column configured to show actual activity for a single period (except balance sheet reports show ending balance). The report is the C21 equivalent of the "Period: Actual Spreadsheet" option in the "Type of Data" field in BPI financial reports.

You can modify the templates and the reports based on the templates in C21.
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If you are an interested third-party developer, contact us for details. Please send information about your application to sales@hilbertsoft.com.
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