Activant Prophet 21Overview of Activant Acclaim/XL to Prophet 21 Data Conversion

Data Conversion suite Course 1 of 2

This class is designed for…

Activant Acclaim and Activant XL customers migrating to Prophet 21System Administrators or the main contact to work with data conversion representative at Activant

Overview

Data conversion processTask responsibilityCleaning dataPreparing preliminary data sheets

Objectives

Realize the steps in the data conversion processIdentify the proper ownership of tasksDifferentiate data that can be converted from data that must be manually enteredClean and prepare dataBegin working on the Preliminary Sheets

This course will NOT cover…

Skills taught during the Import WBT course

Data Conversion ModelJAN FEB MAR APR MAY JUN JUL

BA SSC PDC EUC

1 3

5 6

73

9

8 weeks

2 4 8 8

1. 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

Data Conversion Model

1. Overview of Data Conversion WBT2. Pre-System Setup Consulting Questionnaire 3. Preliminary Sheets4. Post System Setup Consulting Checklist5. Preparing for Data Conversion WBT6. Data Conversion Test7. Read DC Guide/Introduce DC Rep 8. Mapping Sheets9. Data Verification

Data Conversion Model

1. Overview of Data Conversion WBT2. Pre-System Setup Consulting Questionnaire 3. Preliminary Sheets4. Post System Setup Consulting Checklist5. Preparing for Data Conversion WBT6. Data Conversion Test7. Read DC Guide/Introduce DC Rep 8. Mapping Sheets9. Data Verification

Data Conversion Model

1. Overview of Data Conversion WBT2. Pre-System Setup Consulting Questionnaire 3. Preliminary Sheets4. Post System Setup Consulting Checklist5. Preparing for Data Conversion WBT6. Data Conversion Test7. Read DC Guide/Introduce DC Rep 8. Mapping Sheets9. Data Verification

Data Conversion ModelJAN FEB MAR APR MAY JUN JUL

BA SSC PDC EUC

1 3

5 6

73

9

8 weeks

2 4 8 8

1. 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. Read DC Guide / Introduce DC Rep

8. Mapping Sheets

9. Data Verification

Task Responsibility

Data Conversion TeamExtract Data Manipulate DataImport Data

Customer ResponsibilityData Clean-upPreliminary SheetsManual Data Entry Review Mapping SheetsVerify Data

Extracting Data

Written programs to extract data from Activant Acclaim/XL and convert it to same field or fields with same functionality in Prophet 21 Modules Converted

Alternate ItemsAssembliesBin NumbersCash Receipts (for open AR only)Chart of AccountsClassesCustomer ContactsVendor Contacts

Modules Converted Continued

Customer NotepadCustomized ItemsCustomized Item NotepadCustomersDiscount GroupsInventory CountsItems and Catalog ItemsSerial Number HistoryOpen AR

Item HistoryItem NotepadSubstitute ItemsGL HistoryProduct GroupsSupplier NotepadSuppliersVendorsOpen A/PWBW

Modules NOT Converted

Sales OrdersPurchase OrdersPricing Schedules, Price Overrides and Customized Item Fixed Pricing

Extracting Data

Preliminary SheetsValues from Activant XL/Activant Acclaim that need Prophet 21 equivalents

AppShare

Review Preliminary Sheets

Extracting Data

Eight weeks prior to go liveCopy of Prophet 21 production dbBackup of Activant XL/Activant Acclaim system

Static Data ConversionCustomers, Vendor, Items, etc.

Extracting Data

Must maintain current system and Prophet 21 system

Additions and Edits must be maintainedEXCEPTION: Go Live week retrieval of new customers, alternate ship tos, vendors, suppliers, items, cust-items and assemblies

Item prices/costs updated

Manipulating Data

DC Rep manipulates dataSalesrep numbers, location numbers

Take advantage of new capabilitiesUnusual deviations may require extra fees

Import Data

Test filesMissing Data issues

Send files to be imported into test systemVerify

No Issues – import into Production dbIssues – work with DC rep to resolve

Responsible for converted dataDynamic data test

Task Responsibility

Data Conversion TeamExtract Data Manipulate DataImport Data

Customer ResponsibilityData Clean-upPreliminary SheetsManual Data EntryReview Mapping SheetsVerify Data

Data Clean Up

Why?Perfect time to re-gain control of your dataYour data can make or break you in an e-commerce world

Who?System AdministratorsManagersEnd Users

Data Clean Up

How?Use Activant Acclaim/Activant XL functionality

Less riskPro-active

Use data conversion May be able to change data for you

Run Reports to identify dataInactive Item ReportCustomer Invoiced Sales Report

Data Clean Up

InventoryInventory ranking report

CustomersCustomer ranking report

Vendors/SuppliersVendor ranking report

Accounts ReceivablesAged receivables report

Account PayableAged payables report

Data Clean Up

Sales ordersOrder report

Purchase ordersPurchase order report

PricingRe-evaluateLook for expired recordsCreate new strategy with new functionality

Manual Data Entry: Data Conversion

Alternate ItemsAssembliesBin NumbersCash Receipts (for open AR only)Chart of AccountsClassesCustomer ContactsVendor ContactsCustomer NotepadCustomized ItemsCustomized Item NotepadCustomersDiscount Groups

Inventory CountsItems and Catalog ItemsSerial Number HistoryOpen ARItem HistoryItem NotepadSubstitute ItemsGL HistoryProduct GroupsSupplier NotepadSuppliersVendorsOpen A/PWBW

Manual Data Entry: CustomerUsersCompany SetupBranchesLocationsNotepad ClassesFiscal YearsDemand YearsPurchase/Transfer GroupsPurchase TypesTermsCarriersBuyersManufacturer classes

Purchase Pricing DataFreight CodesTax Jurisdiction informationCash drawersSales RepsCommission InformationShipping RoutesPDA informationSecondary Processing (processes and routes)Transfer daysUnits of measureAdjustment ReasonsABC Classes

Manual Data Entry: Customer

Item Commission ClassesLanded Cost DriversCycle Count Location MaintenanceFinancial StatementsBudget InformationBank AccountsSIC/NAICS informationFinance Charge CyclesCredit StatusesJobs

Payments typesCash Collection TopicsCustomer Batches1099 BalancesPricing Service LayoutsProduction OrdersSales OrdersPurchase OrdersPricing Schedules, Overrides and Customized Item Fixed Pricing

Manual Data Entry

Areas not handled by Prophet 21 Rentals Service and MaintenanceQuality Management

Information that can’t be enteredPO HistoryCash Receipt HistoryItem Ledger HistoryInvoice Recall

Mapping Sheets

You are the expert on your data!DC rep needs to know of anything outside of normal use

Mapping SheetsWhere data from Activant XL/Activant Acclaim will go in Prophet 21Important to thoroughly understand mappingEducate yourself

CBTs and WBTs, System Setup ConsultingHelp Files

Mapping Sheets

Verify Your Data

Verification Sheets sent with import filesMake sure Activant XL/Activant Acclaim data is in Prophet 21Have people most familiar with data review itFocus on most popular records by running ranking reports

Customer RankingItem Ranking

Verify Your Data

Transactional data balanced to applicable report

Open AR balanced to Aged Receivables RptOpen AP balanced to Payables Aged Rpt

Sign off on Verification Sheet required7 days to review each module

At a minimum, review top 20% of data and perform transactions in test system

Run ranking reports in Activant XL/Activant Acclaim to identify data

AppShare

Review Verification Sheet for Customer data

Go Live

All static data convertedDynamic data testedMorning of business day before go live

Dial in for final dynamic dataRun programs and retest conversionImport data into production databaseVerify data and fax forms back to DC repEnter manual transactional data

Sales Orders and Purchase Orders

So Where Do We Go From Here?

Educate yourselfData Conversion Guide, WBTs, CBTs

Prepare for the System Setup ConsultingStart entering manual dataPrepare the Preliminary SheetsReview the Mapping SheetsTake Preparing for Data Conversion WBT

Summary

Realize the steps in the data conversion processIdentify the proper ownership of tasksDifferentiate data that can be converted from data that must be manually enteredClean and prepare dataBegin working on the Preliminary Sheets

For More Information…

Prophet 21 Help FilesVisit Activant on the web: www.activant.com

View Educational Services course offeringsBrowse DocumentationSearch the Solutions databaseSubmit a web case

Work with your Data Conversion RepWork with your Implementation Consultant

Data Conversion Suite

Preparing for Data ConversionConfirm your data is being mapped to the appropriate fields in Prophet 21Use the verification sheets to validate dataGain insight on best practices for completing the remainder of the data conversion process