host administrator and the remote employee to exchange data files.
Because the remote workstation is not connected to the network, a special file must be built on the network that contains the latest clients, service codes, employees, etc. This file is then transmitted via the method of your choice to the remote site where it is imported to update the remote user database.
When a remote user is ready to release time, a file is built on the remote user workstation containing the released time. This file is then transmitted via the method of your choice to the network
administrator where it is imported and can be posted. (Remote workstations not connected to the network cannot run in Real Time Update Mode.)
Remote workstations not connected to the network can access the MTD Hours and Timesheet Lookup options in Time Entry. To view the latest posted time in Timesheet Lookup, the remote user database must be updated whenever time is posted. In MTD Hours, the drop-down box will combine posted and released time, with a separate option for unreleased time.
To update your remote user database if you are NOT connected to the network
The Host Administrator follows these steps to build the remote employee export files that include the most recent table updates (clients, service codes, employees, etc.) for remote employees who are unable to connect to the network.
1. On the File menu in Administration, point to Remote Manager and select Create Remote Employee Data Files.
2. A list displays all employees and the date of the last export.
3. Choose the employee(s) from the list who will receive updated tables (client, service code, employee, etc.).
4. Click Create Remote Files. A file (EmpNum.RE7, where EmpNum is the employee code) is created for each selected employee. This file is located in the \exports subdirectory of the host database. For example, if the host database is on o:\cpas\vpm\vpmdata, and the remote employee code is 200, the complete path with file is:
o:\cpas\vpm\vpmdata\host database name\exports\200.RE7
5. The Printer/Format Selection window appears. Select Preview Output to view the Remote Export File List. This report contains the employees and the file locations of the remote files. Select Print to send the report to the printer.
6. Transfer these files to your remote employees via the communication method of your choice. Once the import file (.RE7 file) has been received, each Remote Employee follows these steps to load it.
1. A folder will be created in the My Documents\Practice Management folder with the name of your database.
If you have previously imported data, this folder already exists.
2. Copy the .RE7 file to the My Documents\Practice Management folder.
3. From Time Entry, select Import on the File menu to update the client, service code, employee, etc. tables in the remote user database.
5. Click OK to continue. The appropriate database tables will be updated on your remote workstation. Once the remote user database is updated successfully, the .RE7 file is deleted.
To release time if you are NOT connected to the network
1. The Remote Employee follows these steps when they are ready to release time. If you are not connected to the network, the Release button in Time Entry displays as Remote Release. 2. Remember to print an edit list and check your entries before you release them for posting. 3. Click Remote Release from Time Entry. You can also select the Remote Release Time option
from the Activities menu.
4. Enter the time frame you want to release for posting. 5. Click Remote Release to release time.
6. A file (EmpNum.RR7, where EmpNum is the employee code) is created that contains the released time for the remote employee. This file is located in the My Documents\Practice Management folder. For example, if the employee code is 200, the complete path with file is: My Documents\Practice Management\200.RR7
If the EmpNum.RR7 file is found, a message asks, "Do you wish to append more time to this database?" If you choose Yes, these time entries will be added to the existing file. If the existing file has already been sent to the network host you will have duplicate entries, so use caution when answering this question. If you choose No, another question appears: "Do you wish to start a new remote release database?" Click Yes to overwrite the existing file. Click No to start the Remote Release process again.
7. The Printer/Format Selection window appears. Select Preview Output to view the Remote Release Time Entry Register. Select Print to print the Register. A message indicates that your remote release file is ready for transfer to the host. Note the location of the file and click OK to continue.
8. Transfer the file to the network via the communication method of your choice.
9. Once the file has been transferred, delete the EmpNum.RR7 file from your workstation to prepare for the next transfer.
Once the EmpNum.RR7 file(s) have been transmitted, the Host Administrator follows these steps to load it.
1. Copy all remote EmpNum.RR7 files into the \imports folder from the host database. For the initial import, create a folder named imports in the folder with your database name (found in the vpmdata folder).
For example, if the host database is on o:\cpas\vpm\vpmdata, and the remote employee code is 200, the complete path with file would be:
o:\cpas\vpm\vpmdata\host database name\imports\200.RR7
2. On the File menu in Administration, point to Remote Manager, and select Import Remote. 3. A list displays all employees and the time frame for the released transactions.
4. Select the employees you wish to import (or right-click and choose Select All) and click Remote Import. As each employee’s released time is imported, the EmpNum.RR7 file will be deleted so that double posting will not occur.
5. The Printer/Format Selection window appears. Select Preview Output to view a report of invalid transactions. Invalid transactions will not be available for posting and must be re-entered.
6. Select Print to print the report.
7. Re-enter any invalid transactions that printed on the report and release them. 8. The released time is ready for posting.
To install or update software for individual remote workstations NOT connected to the network
1. Each time we send a software release, remote workstations must be updated with the latest software. If the remote employee is not connected to the network, an update must be built so that remote employees can load the latest software on their workstations.
2. The Host Administrator follows these steps to build either an initial installation or an update for remote employees who are unable to connect to the network (host).
3. On the File menu in Administration, point to Remote Manager and select Build Remote Program Installer.
4. Click the OK button. At the completion of the build a message displays with the location of the installer components and the executable to be run by remote employees.
Once the update has been received at the remote site each Remote Employee follows these steps to install it.
1. To update the remote site, the remote employee must run Practice Management Workstation.exe from the directory created in the Build routine.
2. When setup is complete, you will be prompted to identify yourself from a displayed list of employees.
3. The remote install may be run multiple times should it be necessary to perform the install on more than one workstation at the remote site.
4. If remote employees share a workstation, run the remote install on the workstation. Then click the Start button. Point to Programs, and select CCH ProSystem fx Practice Management. Select New User and double-click the first employee who will be using this workstation. Only one employee can be selected at a time. Do this for each employee using the workstation.