When you are rushing into new ERP system implementation project there is good idea to look at the most typical case studies when the implementation failed or went into limbo phase. Overestimated data conversion is on the top of the list
The idea that everything should be moved over into the new system is legitimate but it is often not realizable. Let’s think about the mechanics of this process. Modern applications such as Microsoft Dynamics AX or SAP Business One have three tiers architecture and direct data feed into SQL database is not recommended. Instead you have to imitate document creation, review including GL accounts distribution and posting it all the way through General Ledger module with customer summary tables update, inventory item quantities and others. Mathematically it is possible but from the practical standpoints the cost and the risk of data corruption suggest you to consider being modest in data import from legacy accounting database. Let’s review data conversion recommendation and how you can export records, cleanse them and finally migrate into the new system:
1. Check if Migration Tool Exists. Mid-market ERP packages might have migration tool from such popular small business accounting applications as QuickBooks, Peach Tree or MYOB. If this is your case then it might be happy end of the story but for the rest of us is the following paragraphs
2. Migration scope. Here we recommend you to do just so-called master record import where you are importing cards, such as customer, employee, GL account, vendor plus related addresses. And it should be followed by initial GL balances in the form of huge General Ledger transaction posted on January first. And at this point you are good to go and begin using your new application in production
3. Historical Documents Import. Here you might be planning to bring over sales invoices posted in the historical years. That is what we do not recommend you to do or see introduction to this paper. Is it possible just to keep legacy accounting running for historical documents inquiries only? If yes, then you can save a lot of money on conversion and keep your company away from possible data consistency issues. If not then the following paragraph is for you on data export methods
4. Extracting documents from legacy database. If your legacy accounting was hosted in MS SQL Server, Oracle or another popular SQL platform then export is probably simple assuming that you know the table name containing the documents. The problem might be in the fact that your historical accounting is on proprietary DB platform or ODBC connection is difficult to establish. Consider the way where you are saving report into text file and then cleansing this file in custom SQL table via SQL View. This method doesn’t require you to establish ODBC connection and research table names and their relations
5. Data Cleansing and Massage. If the number of rows to cleanse is small the job could be done in Excel, however if you are talking about hundreds thousands of records then Excel would be too dummy or in other words very slow. As we already mentioned above good idea is to import text document into custom SQL table and then weed out lines related to page number, report header and carriage return
6. Please call us 1-866-304-3265, 1-269-605-4904 (for international customers, where our representatives pick up the phone in Naperville, IL and St. Joseph, MI call centers). help@efaru.com. We have local presence in Atlanta, Chicago, Southern California, South West Michigan, Houston and Dallas areas of Texas. We serve customers USA, Canada, Mexico and Brazil nationwide and internationally via web sessions and phone conferences (Skype is welcomed). Our consultants speak English, Spanish, Portuguese, Russian and Chinese. One of our experiences is international Corporate ERP and Consolidated Financial reporting
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