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Loading ERP Data 08/06/2010

Posted by TBoehm30 in ERP.
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One of the first tasks in the go-live plan for a new ERP process is loading the legacy data.  Your old systems have the data you need to keep the company going and needs to be loaded into the new system.  So what do you need to remember?

Start with the parameters of the new ERP software.  You need to make sure they are set in such a way to allow you to load data.  You might want some of your data to have the ID from the legacy system; or at least set the Id yourself.  You might need to set the parameter to bypass requirements like approvals for your POs.  Many of these parameters will need to be discovered during the process of testing the data load process.

In order to load data, you’ll have to understand how to get new data into your new database.  You will need to create a template to transform the old data into a format that the new database can accept.  You might want a program that can easily transform an export from the legacy system into an import into the new system.  You might want connections directly into the database and figure out how to put the data directly there.

This will require mapping the old data to the new data locations.  You will need to figure out what information your new system requires and compare that to the information your old system has.  Next you’ll have to figure out what data the new system doesn’t require, but that you are required to keep.  You may also need to store old data that doesn’t have a location in the new system.

So what data should you care about?

Start with Master Data.  There are several categories:

  • Partners: Customers, Suppliers, Contacts, Addresses
  • CRM data: Contracts, Installed Products
  • Manufacturing data: Products, BOMs, Routers, Carriers, WorkCenters, Locations
  • Sales data: Price Lists

Then move on to the transactional data:

  • Accounts Receivables (A/R) – money your customers owe you and has already been invoiced.
  • Accounts Payables (A/P) – money you owe your suppliers and has already been invoiced.
  • Sales Orders (SO) – the orders from your customers
  • Purchase Orders (PO) – the orders for your suppliers
  • Work Orders (WO) – The document needed to start the production process
  • Balances – The general ledger balances by account
  • Inventory – Quantity of Products on hand

You’ll also find that you need lists and types; for example Product Lines, Invoice types, charge elements, etc.

 If you pay attention to the data going into the new system, your go-live has a good chance of going well.