"Zoom Accounts" is the template on which your accounts system has been based. Your Software Developer will provide you with a personalised folder containing the program and database files.
In this description we will assume that you work for the "ACME Tool Manufacturing Company" and the folder is therefore named "ACMEAccounts".
The "ACMEAccounts" folder will contain "program" and "data" folders
The program folder will contain the accounts executable "ACMEAccounts.exe".
You will also need the Delphi dbExpress database driver which will be "dbxfb.dll" if you are using the Firebird database.
You should add your database client library which ships with your database installation. This is "fbclient.dll" if you are using Firebird.
Other files that you may have are "ACMEAccounts.cfg" which is generated when the user modifies the short-cuts on the program main window and "ACMEAccounts.ini" which contains the log-in details to the database. This is generated by the database settings wizard in the software.
All other settings and configuration are stored in the database file. The software does not use the Windows Registry at all thereby making it very portable and increasing the deployment options.
For a single user installation the "embedded" version of your database can be deployed. If you are using Firebird Embedded you simply need to unpack the downloaded files direct into the "program" folder. In this case the client library will be "fbembed.dll" and you will not need to include "fbclient.dll" unless you want "ACMEAccounts.exe" to be able to switch between embedded and a network database server.
A single user installation should ship with "LKDataFileUtils.exe" (compiled from the project found in the Zoom Accounts source code "Tools" folder). This provides automated backup of the local data file.
Commonly you will deploy the "ACMEAccounts\program" folder to the root of your user's PC's "C" drive.
With a larger number of users your Software Developer may provide you with an install tool on optical or other removable disc (compiled from the Install project found in the Zoom Accounts source code "Tools" folder). As an alternative it may be preferable to put the program folder onto a network drive so that program updates can be propagated to all users simply by replacing the "ACMEAccounts.exe" file in the network folder.
If using the "Install" Tool, the program Desktop and Start Menu short-cuts may be created, otherwise you will need to create these for your user using Windows Explorer.
The software mar alternatively be deployed on a removable drive (e.g. a pen drive) or even (once the database settings are configured) on a read-only optical disc (perhaps for archiving a working, read-only copy of a finalized accounting year for audit).
The (empty?) database file(s) should be found in the "ACMEAccounts\data" folder provided by your Software Developer. This location works just fine for single user installations.
For an (example) accounting period of 01 April 2015 to 31 March 2016, your database file (for Firebird) will be named "ACME2016.FDB", indicating the year in which your accounting period ends.
On a network server you need to download and install the correct database installer corresponding to your server operating system (also check with your Software Developer as to which version number is supported by the dbExpress driver).
For Firebird (and other RDMS implementing aliases) you should set up an alias to the database file for example, a line in "aliases.config"
ACME2016=(path to my database files)/ACME2016.FDB
This is required by the Zoom Accounts software and provides security (better security on UNIX//Linux servers) so that you can keep the location of the data file(s) hidden from users to prevent unauthorised copying.
You can find aliases.config in the root folder of the Firebird installation in Program Files on windows servers or in the firebird directory in etc on UNIX//Linux servers.
You should implement a reliable backup procedure for the data to insure against the risk of loss, data corruption or to allow back-step to restore a backup copy in the event of user input error or tampering.
Installing accounts software is most conveniently done at a financial year end so that the old system and the previous year data can be archived and the new system implemented giving a straight run at the new accounting year.
On smaller, simpler systems you may chose to use the CSV import facility available in all modules to bring in the sales and purchase ledger balance transactions etc. from the previous accounting period.
More often you may wish to create a "dummy" data file for the current accounting period into which your users can enter transactions which are expected to be outstanding for payment at the year end. This allows a period of "parallel running" to identify any bugs or specification changes together with an opportunity for user training. A "Year End procedure" can then be run on this data and the resulting database used for the new accounting period.
The software requires a new database file to be set up for each accounting year. This is not only convenient for archiving purposes but ensures a clean "cut off" at year end.
1. The users will complete the final month transactions so far as may be practical in the time constraint at year end.
2. Management accounts should be printed and checked to confirm that all transactions are entered and that all adjustments to the figures are completed.
3. A copy of the database file should then be taken off the server for audit, archive and backup.
4. A copy of the database file should be taken and renamed to the new accounting period, for instance "ACME2012.FDB" will become "ACME2013.FDB"
5. Set the alias for the new data file in the database server configuration as described above.
6. Configure the users' client software (using the database settings wizard), to default to the new year (or just edit the "ACMEAccounts.ini" file in a text editor if you are comfortable doing this). In a multi-user installation the modified "ACMEAccounts.ini" can be copied to the other users' "program" folders.
7. Request one of the users to carry out the "End of Year" wizard procedure on the new database file to clear the previous year audit trail and obsolete transactions.
8. Request one of the users to carry out the "End of Month" wizard procedure to permit transactions to be entered for the first month of the new accounting year.