ONESOURCE FRINGE BENEFITS TAX ONESOURCE FBT INSTALLATION GUIDE 2017 STAND-ALONE INSTALLATION AND UPGRADE GUIDE Thomson Reuters ONESOURCE Support Date of issue: 03 Feb 2017
Getting started: Decision tree Contents GETTING STARTED... 3 AN OVERVIEW OF INSTALLATION OF ONESOURCE FRINGE BENEFITS TAX... 4 Two ways to set up... 4 Installation packages... 5 STAND-ALONE INSTALLER... 7 1. Steps to install... 8 2. Launching the application for the first time... 11 APPENDIX 1 BACKING UP YOUR DATA... 13 APPENDIX 2 USING THE ONESOURCE FBT DATABASE MANAGER... 14 APPENDIX 3 CREATING LOGIN USERS... 16 APPENDIX 4 SERVER AND DATABASE CONFIGURATION FILES... 19 Installation File Locations... 19 ONESOURCE Fringe Benefit Tax Installation locations... 19 APPENDIX 5 FOLDER PERMISSIONS... 20 Server Folder properties... 20 APPENDIX 6 MINIMUM SYSTEM REQUIREMENTS... 22 Date of issue: 03 Feb 2017 2
Getting started: Decision tree GETTING STARTED DECISION TREE *Multi-User Installation Guide can be requested from ONESOURCE Support Date of issue: 03 Feb 2017 3
An overview of Installation of ONESOURCE Fringe Benefits Tax: Two ways to set up AN OVERVIEW OF INSTALLATION OF ONESOURCE FRINGE BENEFITS TAX ONESOURCE Fringe Benefits Tax is used by people who are preparing an FBT return for their organisation or are preparing a component of the return such as car parking for inclusion in the organisation s return. ONESOURCE Fringe Benefits Tax has two parts, the front-end which is what you see when you open the program (buttons, workpapers, reports, etc) and a back-end which is the data (calculation rates, benefit values, etc.). TWO WAYS TO SET UP There are two ways of setting up ONESOURCE Fringe Benefits Tax. These are: 1. Single User installation for one person retaining data on their PC. 2. Multi User installation for one or more people placing data onto a database server Stand-alone set up model Read this guide for assistance with this type of set up. The ONESOURCE Fringe Benefits Tax application and the data reside on the user s PC. The data is held in SQL Server Express 2008 R2 which is installed as part of setup (if required). Multi-user setup model Read the Multi-user Installation Guide for assistance with this type of set up. The ONESOURCE Fringe Benefits Tax application is installed on each user s PC. The data is held centrally on an SQL Server. Date of issue: 03 Feb 2017 4
An overview of Installation of ONESOURCE Fringe Benefits Tax: installation packages INSTALLATION PACKAGES There are 3 installation packages that can be used when installing ONESOURCE Fringe Benefits Tax: 1. Stand-alone Installer (see page 7) Suitable for new or continuing users of ONESOURCE Fringe Benefits Tax who intend to prepare a return on their computer and do not need to share the same database. See page 22 for minimum system requirements. 2. Multi-user Installer (see the separate Multi-user Installation Guide ) Suitable for upgrading or installing the latest version - use this package to roll out separate components where there is a need to share the same database. 3. Minimal Installer - accessible only via our secure Web download site This is the same as the Multi-user Installer but doesn t contain any of the pre-requisite Windows components. Therefore you would need to ensure that these prerequisites are in place before using this installer. This installer is provided for users who want to control which Windows components are added for SOE purposes. 4. Using a script to create the database or upgrade A database script that can be sourced though Thomson Reuters ONESOURCE Support for creating the initial database(s) or upgrading existing databases. Note: The script is not included on the DVD or on the secure download web-site and must be requested. Licensing (page 12) The software can be installed without a licence but will need to be activated within 7 days of installation. The activation licence is electronic and is provided as a zipped email attachment. Thomson Reuters Support sends the licence to the registered user based on the licence completed at the time of ordering the software. If you haven t yet received a licence, contact your Thomson Reuters business development manager or ONESOURCE Support at onesource.support@thomsonreuters.com. Date of issue: 03 Feb 2017 5
An overview of Installation of ONESOURCE Fringe Benefits Tax: Before you begin BEFORE YOU BEGIN If you are installing as an upgrade to last year s version of the program you MUST perform a backup of the data BEFORE proceeding. Why must we backup? The database used in the 2016 FBT period needs to be updated for the 2017 FBT period rule changes and new rates. Because this necessitates an upgrade to the database you must protect yourself from unexpected data loss by backing up before installing the 2017 version. There are various ways to safeguard the data: 1. The most complete is to use the ONESOURCE FBT Database Manager backup feature - see page 13, or 2. Use the application s Entity Migration tool to export the Reporting Entity(ies), or 3. Export copies of each workpaper (Cost Centres and employees) to Excel. READY TO BEGIN? You will need the following 1. These installation instructions 2. The Minimum System Requirements see Appendix 5 3. The installation package either on the DVD or the relevant installer package downloaded from the Thomson Reuters secure web-site 4. Administrator privileges to install a program on your PC You may be able to do this yourself if you are the Administrator on your PC. If you can t install programs on your computer you will need to have your IT Desktop Support person run the installation for you. Date of issue: 03 Feb 2017 6
Stand-alone Installer: Ready to begin? STAND-ALONE INSTALLER This installation is for stand-alone users of ONESOURCE Fringe Benefits Tax who intend to prepare the FBT return on their computer and do not need to share data on a remote SQL Server. The installer will check to see if certain Windows components need to be installed first. Windows components that may need to be installed are: Windows Installer Redistributable or Windows Installer 4.5.NET Framework version 4.5 A database server is required as a place to store your FBT data. If an existing instance of SQL Server 2008 R2 cannot be found on your PC the installer will add the following: SQL Server 2014 Express (32 or 64 bit depending on your Windows operating system) The Stand-alone Installer will add Microsoft SQL Server 2014 Express to your computer if necessary If you want to use a different release of SQL Server you should install the SQL Server you wish to use first, and then use the Multi-user Installer with the Database Manager tool to add the database to your own SQL Server manually. Date of issue: 03 Feb 2017 7
Stand-alone Installer: Steps to install 1. STEPS TO INSTALL 2.1. What happens? New user installing for the first time The installation does the following things: Installs.NET framework (if required) Installs SQL Server 2014 (if required) Installs ONESOURCE Fringe Benefits Tax Installs ONESOURCE FBT Database Manager Creates your FBTS database ready to use. Existing user installing as an upgrade The installation does the following things: Installs.NET framework (if required) Installs ONESOURCE Fringe Benefits Tax Installs ONESOURCE FBT Database Manager Upgrades your FBTS database with the new rates and tax rules - it is then ready to use. 2.2. Launch application Setup Depending on whether you are using the DVD or your downloaded file, either click the Setup link on the DVD s browser page or double click the ONESOURCEFBT_Standalone.exe file you downloaded. The installer will perform a system check and will install components as necessary. 2.3. Dot NET Framework If you do not have at least.net version 4.5 then this will be installed. Installing.NET Framework may take 10 to 15 minutes to complete depending on your PC Accept the licence terms Installation commences Note a reboot may be required. The installer should recommence without you needing to do anything, but if it doesn t just double click the ONESOURCEFBT_Standalone.exe file again. Once any Windows components have been installed the installation will continue. Note: although the setup mentions a Download the files are already available and no download is required. Date of issue: 03 Feb 2017 8
Stand-alone Installer: Steps to install 2.4. SQL Server 2014 If you do not have an existing instance of SQL Server 2008 R2 (i.e. you are installing on a new PC or have never installed before) then MS SQL Server 2014 Express will be installed. When you click okay you will be asked to Choose a directory into which the setup files will be copied. You may need to browse to your documents folder. We don t suggest that you select a network server folder as this will slow the installation process. Once the installation is complete, you can delete the SQLEXPR folder and its contents. The initial setup of SQL Server 2014 Express takes about 10 minutes for the necessary files to be scanned and extracted and then a further 10 minutes for the setup to complete installation. Date of issue: 03 Feb 2017 9
Stand-alone Installer: Steps to install 2.5. ONESOURCE Fringe Benefits Tax setup Once the installer has completed its checking and installed the necessary components (if applicable) the installation of the ONESOURCE Fringe Benefits Tax application commences. Step 1: Click Next on the Welcome screen Step 2: Accept the licence agreement Step 3: Start the Install Step 4: Installation commences. Note, there will be a delay at the end of the installation when nothing appears to be happening, be patient, the program is creating your initial settings and database setup. Step 5: Installation is complete Date of issue: 03 Feb 2017 10
Stand-alone Installer: Launching the application for the first time 2. LAUNCHING THE APPLICATION FOR THE FIRST TIME The application will be found in the Thomson Reuters program group or as a shortcut on your Desktop 1. Open ONESOURCE Fringe Benefits Tax 2017 2. Allow time for the login window to appear LOGGING IN FOR THE FIRST TIME New users: When ONESOURCE Fringe Benefits Tax is first launched after installation you will be required to log in for the first-time use. Existing users: Your password will be remembered from last year. 2.1. Log in screen When you click the Login button you will be required to enter an initial password. TIP: On creating your initial Login select "Remember password" if you would like ONESOURCE Fringe Benefits Tax to prepopulate the password whenever you launch the program Click OK and enter a password. Note: Passwords must have between 6 and 20 characters, contain both alpha and numeric characters and no special characters. You will need to enter the same password twice Date of issue: 03 Feb 2017 11
Stand-alone Installer: Need to know more? 2.2. Activating your software licence ONESOURCE Fringe Benefits Tax is active for a 7-day trial to give you time to activate your license after installation. Please ensure you activate your license within this 7-day period to avoid being locked out of the software. Should you require a licence, please contact your Thomson Reuters business development manager or Tax Solutions Support (onesource.support@thomsonreuters.com). To Activate your Licence You will have received an XML licence file in an email. The file will look similar to the example below. The Licence file will typically have been provided in a zip file in an e-mail Save the.xml licence file somewhere safe as you may need it again. log into ONESOURCE Fringe Benefits Tax select Administration>Licence click the Activate button at the bottom of the screen Browse to the Licence File you have saved select the file review the details of the licence on screen click Finish you will be required to log back into the system for the licence to be activated NEED TO KNOW MORE? The Help has assistance for an FBT preparer in completing the return. Training sessions are also available - contact onesource.training@thomsonreuters.com or 1800 074 333. Date of issue: 03 Feb 2017 12
APPENDICES These appendices are provided for you or your IT desktop support and database administrators. There are a range of standard deployment options and configurations for ONESOURCE Fringe Benefits Tax. APPENDIX 1 BACKING UP YOUR DATA There are a few ways to safeguard your data when working stand-alone, you can Export the Reporting Entities via the Tools -> Entity Migration or use the Database Manager to create a full database back up (recommended). See the User Guide for fuller details or see Appendix 2 for assistance with the Database Manager. Exporting entities Launching the Database Manager Date of issue: 03 Feb 2017
Using the ONESOURCE FBT DATABASE MANAGER APPENDIX 2 USING THE ONESOURCE FBT DATABASE MANAGER This tool allows you to connect to the SQL Server to back up your database or manually upgrade your database to the new tax rules and rates. Warning You must have Administrator permissions to use this feature. TIP: You may need to launch the ONESOURCE FBT Database Manager by using the SHIFT + Right-click option and select Run as administrator. Once ONESOURCE FBT Database Manager is opened, click the Connect to Server button. 1. Default ONESOURCE FBT Express Database 2. Connect to Server The Advanced Users panel is for specialist purposes. See the Multi-user Installation Guide for details Although you can use the ONESOURCE FBT Database Manager to create another database it is unlikely you will need to do so as the Stand-alone installation automatically creates or upgrades the FBTS database for you and sets the required permissions and connections. Features of the ONESOURCE FBT Database Manager you may find useful Backup The Export Database feature in the Database Manager is the recommended method for creating a full backup of all your data. The backup can be restored by importing the backup (usually with a different name so as not to overwrite your existing data). The recommended method to backup your FBTS database is via the ONESOURCE FBT Database Manager Date of issue: 03 Feb 2017 14
Using the ONESOURCE FBT DATABASE MANAGER Upgrade Sometimes manual upgrades of the database are required. Your FBTS database is automatically upgraded when you install using the Stand-alone installer. If your database is NOT called FBTS then you will need to manually complete the upgrade using the ONESOURCE FBT Database Manager. Find the database in the list and choose Upgrade. Note: A yearly upgrade is essential as the Australian Tax Office (ATO) issues rule or rate changes that must be applied prior to lodgement of the Fringe Benefits Tax return. The recommended method to manually upgrade your FBTS database is via the ONESOURCE FBT Database Manager Note: Once you upgrade a database to 2017 you cannot use this database with earlier releases of ONESOURCE Fringe Benefits Tax or Database Manager. Date of issue: 03 Feb 2017 15
Creating login users APPENDIX 3 CREATING LOGIN USERS USER LOGIN ACCOUNTS The first time you log into ONESOURCE Fringe Benefits Tax you will be logging in as the application 'Administrator'. You can now create additional user login accounts for yourself and other users granting varying levels of access. User login accounts are required if you want other preparers to access ONESOURCE Fringe Benefits Tax with their own username/password. To Add a User Login Select Administration>Users Click Add to create a new User On the Details tab, enter all details for the new User 1. Enter the user Title (optional) 2. Enter the user First Name (mandatory) 3. Enter the user Initial (optional) 4. Enter the user Last Name (mandatory) 5. A Login name is mandatory and must have between 6 characters and 20 characters 6. Enter an Expiry Date (access will be denied after this date) Note: The initial login Password must have between 6 and 20 alpha and numeric characters. A user must be assigned to at least one Role. They must also have at least one Client assigned to them Date of issue: 03 Feb 2017 16
Creating login users Choosing a role for the user On the Roles tab, assign a role for the new User Application Administrators have edit access to all areas and can create new Users, Clients, Reporting Entities, Cost Centres, etc. Client Administrators have the ability to create new clients and edit all areas of clients they are assigned access to by Application Administrators. (They cannot create users ) Update users can only add or amend benefit details. View users can only view data. They cannot edit or enter any data. Selecting which Clients the user can access On the Clients tab, select the Client(s) this User can access. Note: In most cases, there will be only one Client to select. For Accounting Firms: It is recommended to set automatically assign access for this user to all Clients as they are added. Click OK to save the new User The User is now created and can log in using the login name and password you have created. Note, the first time the User logs in (if they are using ONESOURCE FBT login) they will be required to change their initial password as a security measure. Date of issue: 03 Feb 2017 17
Creating login users Windows login (Domain account) Your IT support can set up a user s account so that it will use their Windows login to recognise who they are. When you stipulate a Domain Account, ONESOURCE Fringe Benefits Tax will check to determine whether this user can automatically access the program under their Windows login. 1. Select Yes to use a Domain Account. 2. Click the Browse button to open the Select User screen. 3. Then click on Locations and select the network location to search for the user 4. Enter the user name in the object name field 5. Click on Check Names to ensure the object name entered is accepted for windows authentication 6. Click OK Warning Do not attempt to delete the Application Administrator user account The Application Administrator user account is necessary for the administration of the application including setting options, creating users and accessing parts of the program only available to the Application Administrator user account. The ONESOURCE Fringe Benefits Tax Administrator user should not be confused with a Windows Administrator account or database SysAdmin account - it is not the same thing and is unrelated. If you delete or disable this account you will lose access to various features of the program. Recovering an Application Administrator account that has been deleted or disabled is difficult and time consuming and is a chargeable service if you require our Support to assist. Date of issue: 03 Feb 2017 18
Server and Database Configuration Files APPENDIX 4 SERVER AND DATABASE CONFIGURATION FILES The ONESOURCE Fringe Benefits Tax application uses configuration files to know the whereabouts of the server components. These files are listed in the table below. FILE NAME PTServerConfiguration.xml 1 FBTClient2017.xml DETAILS This file stores the details of where the server components are located. There is only one file for all users per database. (See installation locations below) DO NOT RENAME THIS FILE A separate copy of the FBTClient file is automatically maintained by ONESOURCE Fringe Benefits Tax for each user and each version. The location of the PTServerConfiguration.xml file is noted in this file. The FBTClient.xml file is stored within each user s Windows profile. (See Users Database links below) INSTALLATION FILE LOCATIONS The ONESOURCE Fringe Benefits Tax application components and locations are listed in the table below. ONESOURCE Fringe Benefit Tax Installation locations Windows 7, 8 and Vista COMPONENT ONESOURCE Fringe Benefits Tax ONESOURCE FBT Database Manager Trial License Database Server connection User s Database link(s) PATH C:\Program Files\ThomsonReuters\ ONESOURCE Fringe Benefit Tax 2017.1\ PowerTax.Main.exe C:\Program Files\ThomsonReuters\ONESOURCE FBT Database Manager 2017.1\ PowerTax.Server.ManagementTools.exe C:\ProgramData\FBT\FBTLicense.xml C:\ProgramData\FBTSimplifierServers\ FBTS \Data\ FBTS.mdf C:\ProgramData\FBTSimplifierServers\ FBTS \Data\ FBTS_log.ldf C:\ProgramData\FBTSimplifierServers\ FBTS \FileStore\PTServerConfiguration.xml C:\Users\ USER \AppData\Roaming\FBT\ FBTClient2017.xml 1 Do not rename the PTServerConfiguration.xml file Date of issue: 03 Feb 2017 19
Folder permissions APPENDIX 5 FOLDER PERMISSIONS The ONESOURCE Fringe Benefits Tax FBTS database needs to have sufficient permissions granted to the user to access and save data within the server folder. SERVER FOLDER PROPERTIES 1. Locate the ONESOURCE Fringe Benefit Tax server folder FBTS 2 This example is using Windows Vista/7/8 2. Choose folder properties and select the Security tab 3. In the example over the folder security is being set for users of a particular PC but this could equally apply for a group you have created. 2 FBTS is the standard name of the ONESOURCE Fringe Benefits Tax database. The name is shown in inverted commas as the name may be different if the DB manager creates a database with a different name. We recommend that you use the standard FBTS name to facilitate on-going support and upgrades. Date of issue: 03 Feb 2017 20
Folder permissions 4. Ensure the user(s) have Full control of the FBTS folder. Why do users need full control? The simple reason is that the FBTS folder also contains other folders with required working files that need to be accessed and, on occasions, modified by the program. If the users don t have full control on this folder and subfolders they won t be able to complete certain necessary actions when completing your organisation s Fringe Benefits Tax return. Date of issue: 03 Feb 2017 21
Minimum System Requirements APPENDIX 6 MINIMUM SYSTEM REQUIREMENTS DATABASE MANAGEMENT SYSTEM ONESOURCE Fringe Benefits Tax requires deployment on an SQL Server database system. Microsoft SQL Server Express (included in Stand-alone installer) This software is free and the ONESOURCE Fringe Benefits Tax Stand-alone Installer provides this as part of the installation. Microsoft advises that a SQL Server Express database is limited to a database size of 10 gigabytes, 1 GB RAM, 1 CPU and it is not recommended that this system be operated with more than five concurrent users. If you want to use a different SQL Server release you should use the Multi-user Installer (which allows you to integrate the application with other Microsoft SQL Servers). SYSTEM REQUIREMENTS REQUIREMENTS MINIMUM CONFIGURATION RECOMMENDED CONFIGURATION Operating System Platform Windows 7 Windows 7, or Windows Server 2008 R2 Client RAM CPU 1GB Dual Core 4GB Quad Core Database size 500 MB Software Client Microsoft SQL Server 2008 R2 Adobe Acrobat 8 Reader Microsoft Office Excel 2007 (full version not reader version) Microsoft SQL Server 2014 SQL Server 2014 Express and all other dependencies are installed with ONESOURCE Fringe Benefits Tax (Standalone version). 1. Windows OS may require installation of service packs or latest patches 2. Adobe Acrobat Reader is required for various reporting purposes 3. Microsoft Office 2007, 2010 or 2013 is required as operations with Excel files are necessary. 4. Regional settings must be Australian date and currency and full year displayed (yyyy) Date of issue: 03 Feb 2017 22
2017 Thomson Reuters. All rights reserved. Republication or redistribution of Thomson Reuters content, including by framing or similar means, is prohibited without the prior written consent of Thomson Reuters. 'Thomson Reuters' and the Thomson Reuters logo are registered trademarks and trademarks of Thomson Reuters and its affiliated companies. Date of issue: 03 Feb 2017