Activant Prophet 21 Preparing for Data Conversion

Transcription

1 Activant Prophet 21 Preparing for Data Conversion Data Conversion suite Course 2 of 2

2 This class is designed for Acclaim and XL customers migrating to Prophet 21 System Administrators or the main contact to work with data conversion representative at Prophet 21

3 Objectives Identify the steps in the data conversion process that you should have already completed Confirm your data is being mapped to the appropriate fields in Prophet 21 Use the verification sheets to validate data Gain insight on best practices for completing the remainder of the data conversion process

4 This course will NOT cover Skills taught in the Import WBT course

5 Data Conversion Model JAN FEB MAR APR MAY JUN BA SSC 5 6 PDC EUC 9 JUL weeks Overview of Data Conversion WBT 2. Pre-System Setup Consulting Questionnaire 3. Preliminary Sheets 4. Post System Setup Consulting Checklist 5. Preparing for Data Conversion WBT 6. Data Conversion Test 7. Re-read DC Guide / Introduce DC Rep 8. Mapping Sheets 9. Data Verification

6 Preliminary Sheets Have you filled out every piece of data requested on the forms? Give defaults for data no longer in use Have you set up all of your responses in Prophet 21? Enter data in maintenance windows Focus on Terms and Tax Groups first

7 Preliminary Sheets Have you given proper Prophet 21 ID for the responses?

8 Data Conversion Model JAN FEB MAR APR MAY JUN BA SSC 5 6 PDC EUC 9 JUL weeks Overview of Data Conversion WBT 2. Pre-System Setup Consulting Questionnaire 3. Preliminary Sheets 4. Post System Setup Consulting Checklist 5. Preparing for Data Conversion WBT 6. Data Conversion Test 7. Re-read DC Guide / Introduce DC Rep 8. Mapping Sheets 9. Data Verification

9 Task Responsibility Data Conversion Team Extract Data Manipulate Data Import Data Customer Responsibility Data Clean-up Preliminary Sheets Manual Data Entry Review Mapping Sheets Verify Data

10 Data Clean Up Have everyone participate in cleaning data Use XL/Acclaim functionality Less risk Use Data Conversion May be able to change data for you Finish clean up by 8 week cut off date Run Reports to identify data Inactive Item Report Customer Invoiced Sales Report

11 Data Clean Up Inventory Inventory ranking report Customers Customer ranking report Vendors/Suppliers Vendor ranking report Accounts Receivables Aged receivables report Account Payable Aged payables report

12 Data Clean Up Sales orders Order report Purchase orders Purchase order report Pricing Re-evaluate Look for expired records Create new strategy with new functionality

13 Manual Data Entry Users Company Setup Branches Locations Notepad Classes Fiscal Years Demand Years Purchase/Transfer Groups Purchase Types Terms Carriers Buyers Manufacturer classes Purchase Pricing Data Freight Codes Tax Jurisdiction information Cash drawers Sales Reps Commission Information Shipping Routes PDA information Secondary Processing (processes and routes) Transfer days Units of measure Adjustment Reasons ABC Classes

14 Manual Data Entry Item Commission Classes Landed Cost Drivers Cycle Count Location Maintenance Financial Statements Budget Information Bank Accounts SIC/NAICS information Finance Charge Cycles Credit Statuses Jobs Payments types Cash Collection Topics Customer Batches 1099 Balances Pricing Service Layouts Production Orders Sales Orders Purchase Orders Pricing Schedules, Overrides and Customized Item Fixed Pricing

15 Mapping Sheets Mapping Sheets Where data from XL/Acclaim will go in Prophet 21 Important to thoroughly understand mapping Educate yourself CBTs and WBTs System Setup Consulting Help Files

16 Customer Mapping Sheets

17 Customer Mapping Sheets Customer and primary ship to converted with customer import Alt ship to addresses converted later Customer Pricing Schedules and Alternate Schedules can be converted with customer data Schedules must be created as Libraries and provided to DC rep on Preliminary Sheets Master/Sub relationships must be manually assigned after customer import

18 Vendor Mapping Sheets Vendor and supplier records created in Prophet 21 if vendor from Acclaim has same send-to and pay-to addresses If send-to and pay-to addresses differ: Vendor is created with pay-to address Supplier record is created with send-to address Supplier pricing must be set up manually

19 Item Mapping Sheets Items and Catalog Items converted Catalog marked as non-stockable All items created at all locations Single and double quotes stripped Clean up Units of Measure The same UOM can not have different sizes Nonstock items on open orders created as items

20 Miscellaneous Mapping Notes All notepads for Customer, Vendor and Item converted regardless of expiration dates Not all areas convert Vendor notes in Acclaim become Supplier notes in Prophet 21 Sales and purchase discount groups associated with items converted Sales discount groups given prefix of S Purchase discount groups given P prefix

21 Miscellaneous Mapping Notes Customized Items converted No customized items where part number is an existing item id Customized item pricing will not be converted Item history reconstructed and imported Item history created from WBW actual sales After import, you must update forecast usage

22 Miscellaneous Mapping Notes Inventory Counts imported Free + allocated imported as On-Hand quantity in Prophet 21 The cost basis in Acclaim will be used as the cost for the adjustment of inventory Bin/serial/lot quantities converted Location quantity must equal bin/serial/lot Allocated non-stock or catalog items will have to be manually adjusted

23 Miscellaneous Mapping Notes Journal entries converted as long as fiscal years are set up in Prophet 21 Recurring vouchers and repetitive journal entries must be manually entered Open Payables converted, but history is not converted Cash receipts for invoices still open are converted Payment history for invoices paid in full is not converted

24 Miscellaneous Mapping Notes Open unpaid invoices are converted Invoice detail reconstructed Misc Charges item for rounding or bad data No detail on consolidated invoices From WBW, all paid invoices converted Invoice detail reconstructed Misc Charges item also used

25 Frequently Asked Questions Will my quotations be converted? Since sales orders will not be converted, quotations will not be converted either Can I exclude records from being converted? Data may be tied to other records Ask Data Conversion rep How does sales pricing get converted? Pricing Libraries can be imported Sales pricing pages manually entered

26 Verify Your Data Verification Sheets sent with import files Make sure XL/Acclaim data is in Prophet 21 Have people most familiar with data review it Focus on most popular records by running ranking reports Customer Ranking Item Ranking

27 Verify Your Data Transactional data balanced to applicable report Open AR balanced to Aged Receivables Rpt Open AP balanced to Payables Aged Rpt Sign off on Verification Sheet required 7 days to review each module At a minimum, review top 20% of data and perform transactions in test system Run ranking reports in XL/Acclaim to identify data

28 Go Live All static data converted Dynamic data tested Morning of business day before go live Dial in for final dynamic data Run programs and retest conversion Import data into production database Verify data and fax forms back to DC rep Enter manual transactional data Sales Orders and Purchase Orders

29 What should I be doing now? Should be finished or nearly finished Post System Setup Consulting Checklist Preliminary Sheets Data Clean up Manual Data Entry Should do now Read or re-read Data Conversion Guide Review mapping sheets

30 Best Practices and Tips Data Conversion can change data Provide default values for invalid or inactive data on Preliminary Sheets Make sure data clean up is complete by 8 week cut off date Maintain edits and newly added records Verify top 20% of data and perform test transactions

31 Summary Identify the steps in the data conversion process that you should have already completed Confirm your data is being mapped to the appropriate fields in Prophet 21 Use the verification sheets to validate data Gain insight on best practices for completing the remainder of the data conversion process

32 For More Information: Your Data Conversion Prophet 21 Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services: consult-sales@activant.com Professional Services Sales: pss@activant.com