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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
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
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
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
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
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