Ten Ways to Mess Up Your Financial Upgrade Maria BalluchMarch 25, 2014 How to Increase Conversion Success

2 Converting your Financial History What does that mean and how do we do it Pre-conversion Conversion Post-Conversion Reconciliation Open for business Agenda

3 Financial History Conversion consists of: -GL, AR, AP, Cash Management, Addresses (ALL addresses), Bank Information, Security (optional), Domains -GL means all set up -- all components and all transactions Converting your Financial History

4 1. GET TO KNOW your financial data as it is set up today. Understand your address set up, relationships between addresses. Understand entities/domains/accounts/currencies and how they interact. 2. PLAN exactly how you want Domains, Entities and Currencies in EE. Statutory Currency? Separate domains or entities? Security by entity? MAP OUT exactly how Financials and Operational will need to flow. Converting Financials …

5 Traditional Dump/Load replaced with Buffer- Copy of all tables -Some special processed Optionally convert security (Roles and members) Control Accounts – AR, AP, Inventory, WIP Address information – Business Relations What converting your financials means

6 3. Conversion to EE is completely different than conversions to other versions. Understand new processes and data movement! What it means

7 Special processing done at buffer-copy Control Accounts identified prior to conversion -Gltr_hist converts to EE line by line, with AR and AP control accounts updating special ‘QAD’ accounts -AR and AP conversion ‘clear’ the QAD accounts and update the control accounts Address records are created as unique business relations and applied to customer, suppliers, etc How we convert Financials

8 Operational tables converted and changed/updated as needed for new functionality Banks can be merged, changed or as-is Payment and Invoice Status codes are applied as appropriate to documents This is how we convert

9 4. Understand the use of Control Accounts in EE. These accounts are the foundation. As all transactions to the Control Accounts need controlling documents, it is critical to understand what will transact and convert to them. 5. Plan a Reconciliation of data -Aids in understanding -Need to clear QAD accounts -Auditability How we Convert

10 Data Cleansing Reports to show where potential issues lie so you can take action Mandatory changes that may be needed – Conversion will not allow you to continue without a clean run of report Pre-Conversion

11 6. Fixing pre-conversion (source) data by just getting past the error report may lend to difficulties later. Take the time to review outputs and make corrections that can be used moving forward. Pre-Conversion

12 Example – Data Prep Report

13 Conversion

14 QDT will run through the process to convert 7. QDT Conversion process is one process. Stopping and restarting (other than recommended points for backup) is not suggested. If for any reason the conversion needs to stop, the entire conversion process should begin again (post pre-conversion) in a clean environment. Conversion

15 Conversion - Logs

16 8. Do not delete your logs or underestimate their value post-conversion! They can be zipped up and moved to a different location, but are invaluable in determining timings for go-live, additional preparation that is needed or post-conversion activities that may be required. Conversion

17 Review log files and ensure any messages are handled Run utilities recommended or required Run Consistency Checks and Validation Reports Perform Reconciliation of Data Post-Conversion

18 Reconciliation is the process of verifying data or any differences between source version and EE -Differences in AR or AP Agings due to stricter business rules in EE -Delete/Archive discrepancies in source version will ‘reappear’ in EE and should be corrected -Manual entries to control accounts in source version will be highlighted and need to be adjusted -Trial Balance should be compared between the source and EE versions Reconciliation

19 9. RECONCILIATION is a very important step in not only ensuring data ready for business but also for preparing users for new system. A full RECON should be performed on AR, AP and GL at a minimum. This will allow for the QAD accounts to be cleared and books to be signed off. Choosing to not perform basic reconciliation can lead to concerns later on. Reconciliation

20 WE ARE LIVE!!!!! 10. ALLOW time for learning curves, ensure adequate training as much is different. PLAN for check points to validate processes and understanding. SUCCESS! Open for Business

21 1. Get to Know 2. Plan 3. New and Different 4. Control Accounts 5. Plan for Recon 6. Fix source data wherever possible 7. QDT as a tool 8. Logs 9. Perform Reconciliation and any cleanup 10. Allow for learning In Summary

22 Questions/Comments?

23 May 5-10, 2014 New Orleans, LA 650+ Attendees "The benefit of attending Explore for me is to be able to see not only where the organization is today but where it's going in the future." Toni Clubb, CFO, VitaTech Why Come to Explore

24 Learn -40+ Sessions -Hands-on Training -APICS Continuing Education Credits Network -Sharing Best Practices -Personal Interaction / Networking Discover -Not Just ERP -New Functionality -Leveraging QAD Investment Come to Explore - Focus

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