Activant Prophet 21Preparing for Data Conversion

Data Conversion suite Course 2 of 2

This class is designed for…

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

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 21Use the verification sheets to validate dataGain insight on best practices for completing the remainder of the data conversion process

This course will NOT cover…

Skills taught in the Import WBT course

Data Conversion ModelData Conversion ModelJAN FEB MAR APR MAY JUN JUL

BA SSC PDC EUC

1 3

5 6

73

9

8 weeks

2 4 8 81. 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

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 windowsFocus on Terms and Tax Groups first

Preliminary Sheets

Have you given proper Prophet 21 ID for the responses?

Data Conversion ModelData Conversion ModelJAN FEB MAR APR MAY JUN JUL

BA SSC PDC EUC

1 3

5 6

73

9

8 weeks

2 4 8 81. 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

Task Responsibility

Data Conversion TeamExtract Data Manipulate DataImport Data

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

Data Clean Up

Have everyone participate in cleaning dataUse XL/Acclaim functionality

Less risk

Use Data ConversionMay be able to change data for you

Finish clean up by 8 week cut off dateRun Reports to identify data

Inactive 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 EntryUsersCompany 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

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

Mapping Sheets

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

CBTs and WBTs System Setup ConsultingHelp Files

Customer Mapping Sheets

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

Vendor Mapping Sheets

Vendor and supplier records created in Prophet 21 if vendor from Acclaim has same send-to and pay-to addressesIf send-to and pay-to addresses differ:

Vendor is created with pay-to addressSupplier record is created with send-to address

Supplier pricing must be set up manually

Item Mapping Sheets

Items and Catalog Items convertedCatalog marked as non-stockableAll items created at all locationsSingle and double quotes stripped

Clean up Units of MeasureThe same UOM can not have different sizes

Nonstock items on open orders created as items

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 21Sales and purchase discount groups associated with items converted

Sales discount groups given prefix of ‘S’Purchase discount groups given ‘P’ prefix

Miscellaneous Mapping Notes

Customized Items convertedNo customized items where part number is an existing item idCustomized item pricing will not be converted

Item history reconstructed and importedItem history created from WBW actual salesAfter import, you must update forecast usage

Miscellaneous Mapping Notes

Inventory Counts importedFree + allocated imported as On-Hand quantity in Prophet 21The cost basis in Acclaim will be used as the cost for the adjustment of inventoryBin/serial/lot quantities converted

Location quantity must equal bin/serial/lot

Allocated non-stock or catalog items will have to be manually adjusted

Miscellaneous Mapping Notes

Journal entries converted as long as fiscal years are set up in Prophet 21Recurring vouchers and repetitive journal entries must be manually enteredOpen Payables converted, but history is not convertedCash receipts for invoices still open are converted

Payment history for invoices paid in full is not converted

Miscellaneous Mapping Notes

Open unpaid invoices are convertedInvoice detail reconstructed‘Misc Charges’ item for rounding or bad dataNo detail on consolidated invoices

From WBW, all paid invoices convertedInvoice detail reconstructed‘Misc Charges’ item also used

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 recordsAsk Data Conversion rep

How does sales pricing get converted?Pricing Libraries can be imported Sales pricing pages manually entered

Verify Your Data

Verification Sheets sent with import filesMake sure XL/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 reportOpen 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 XL/Acclaim to identify 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

What should I be doing now?

Should be finished or nearly finishedPost System Setup Consulting ChecklistPreliminary SheetsData Clean upManual Data Entry

Should do nowRead or re-read Data Conversion GuideReview mapping sheets

Best Practices and Tips

Data Conversion can change data Provide default values for invalid or inactive data on Preliminary SheetsMake sure data clean up is complete by 8 week cut off dateMaintain edits and newly added recordsVerify top 20% of data and perform test transactions

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 21Use the verification sheets to validate dataGain insight on best practices for completing the remainder of the data conversion process

For More Information:

Your Data ConversionProphet 21 Help FilesVisit Activant on the web: www.activant.com

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

E-mail Consulting Services: consult-sales@activant.comE-mail Professional Services Sales: pss@activant.com