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Get a detailed overview of the conversion process from DBS 2.3.4 to 5.0 including timeline, activities, menu review, cross-reference spreadsheets, backup/restore procedures, and configuration elements. Ensure a smooth transition with comprehensive information.
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DBSi 2.3.4 to 5.0 Conversion Overview DBSi 5.0 & Coda e-Finance v11
DBSi 2.3.4 to 5.0 Conversion Overview Agenda • Conversion Timeline & High Level Activities • Conversion Menu Review • Conversion Main Menu • Conversion/Company Integration Parameters • Conversion Log • Backup/Restore Overview • Conversion Job Submission Screens • Cross Reference Spreadsheet Review • Element & External Reference Helper Spreadsheet • GL Account and Posting Cross Reference Spreadsheet • Elements 2 thru 4 Cross Reference Spreadsheets • Store/Reporting Level Cross Reference Spreadsheet • Vendor Cross Reference Spreadsheets • Document Type Cross Reference Spreadsheet • Payment Terms Cross Reference Spreadsheet • Customer Cross Reference Spreadsheet • Entry Code Cross Reference Spreadsheet • Document Master Cross Reference Spreadsheet • Hierarchy Master Cross Reference Spreadsheet • Required & Recommended Coda e-Finance Configuration elements to support data conversion • High Level Cutover Task Review for data conversion into Coda eFinance • Dealer Controlled Conversion process where the dealership determines how history is converted and how far back.
DBSi 2.3.4 to 5.0 Conversion Overview • The following Conversions from DBS 2.3.4 to 5.0 are provided: • Customer • Vendor • GL Account (Nominal at Element Level 1) • Elements 2 – 4 (create V11 Elements at defined levels) • Entry Code (Extraction and Conversion programs) • Coda V4 Summary • Coda V4 Summary (with detail A/R documents for open items) • Coda V4 Detail (includes both open and closed items) • Conversion Audit (Detail Posting Only) • Credit Diary • Hierarchy
DBS 2.3.4 to 5.0 Conversion Overview (cont…) • Conversion programs available for submission from two available menus • Conversion Main Menu • Conversion Parameters & Configuration • Executes all master data conversions • All historical posting conversions prior to cutover • Audit Posting Detail • Hierarchy conversion • Cutover Menu • Executes all master update conversions during cutover weekend (Vendor, Customer) • Execute Entry Code Conversion • Execute Credit Diary Conversion • Remaining Coda V4 Posting periods (current period)
DBS 2.3.4 to 5.0 Conversion Overview (contd…) • Conversion tools come with an on-line backup/restore functionality • Backups • An initial backup is required of the Coda configuration prior to executing any conversions • Each conversion has an optional flag to indicate if a backup is desired BEFORE the conversion is executed with a description that can be entered for reference • All jobs marked to take a backup must create a backup successfully, otherwise the conversion is not executed and the job will abend. • Backups are managed with expiration days in which the online database is removed after the backup’s “expiration date”. • All backups are logged within a Conversion log file for tracking purposes.
DBS 2.3.4 to 5.0 Conversion Overview (contd…) • Conversion tools come with on-line backup/restore functionality • Restores • The Conversion and Cutover menus contain an option to initiate on-line restores of the Coda database. • A restore is for the Coda e-Finance database only, restores of DBS configuration (AS/400) are managed separately by the solution center • When restoring Coda e-Finance databases the entire database is restored, it is not possible to restore only selective pieces of information • The restore program uses the conversion log to indicate which conversion jobs will be lost if this restore is performed that may need to be re-executed • NOTE: No conversion jobs can be executed while a restore is in process. No restores can be executed if a backup is in process. • Please be aware of all users making configuration changes in Coda e-Finance and consult with them prior to executing a conversion or a restore to minimize lost configuration information due to errors within the conversion setup.
DBS 2.3.4 to 5.0 Conversion Overview (contd…) • Conversion tools come with logging functionality • All conversion jobs create a log entry within a conversion log file (FNPCVLG0) • A status is marked on the job when Submitted, Active, Completed, Error or Deleted. • Active jobs can be viewed and refreshed to confirm when they complete or are in error • Deleted jobs may be the result of a restore that removed the converted data of that particular job • Conversion log displays which companies have been converted and which period/year combinations and prevents the user from converting the same period/year combinations multiple times. • Conversion log is used to also manage backups and the impacts of restoring databases from a backup
DBS 2.3.4 to 5.0 Conversion Overview (contd…) • Conversion Parameters are required before any jobs can be submitted • Define which Coda V11 company codes are to receive conversion data and the mapping of those companies to a related Coda V4 or SAP company codes • Identify which summary element combinations are to be used to post offsetting entries for Coda V4 or SAP Summary conversions • Define which element templates to use when creating elements for GL Accounts, PA Characteristics, Customers, Child Customers and Vendors • Define integration parameters such as the username/password used for batch integration, web services parameters (used later in DBSi 50), etc…
DBS 2.3.4 to 5.0 GL Posting Extract • The GL Posting extract conversion allows for the submission of a batch job (FNJN9730S) to initially populate the GL Posting Cross Reference spreadsheets • Each unique combination of elements found with posting history is created with an entry in the GL Posting Cross Reference file for mapping • The information can then be uploaded to the Excel cross reference spreadsheet for mapping • Also has an update feature which will only write new records to the existing cross reference file (and not overwrite existing entries)
DBS 2.3.4 to 5.0 Element Master Conversion • Element Master conversion allows for the submission of a batch job (FNJN9600S) to create elements • Each type of Coda V4 element (levels 1 thru 4) can be submitted independently or as a group • Store/Reporting Level can be submitted separately if not already an existing Coda V4 element • Only one company code can be converted per job submission • Optionally can convert only active accounts or both active and inactive accounts
DBS 2.3.4 to 5.0 Customer Conversion • Customer conversion allows for the submission of a batch job (FNJN9630S) to create Customer and/or Child Customer Elements • Each execution of this conversion will re-extract recent customer data from DBS and Coda V4 if any changes were made from the previous run • This conversion job can be ran multiple times, each subsequent run will only convert changes made to customers since the last run • Initial conversion will treat all customers as adds to improve performance • Child customers will be created at the specified element level if configured • Only one Coda V4 company code can be converted per batch job submission
DBS 2.3.4 to 5.0 Vendor Conversion • Vendor conversion allows for the submission of a batch job (FNJN9660S) to create Vendor Elements • Each execution of this conversion will re-extract recent vendor data from Coda V4 if any changes were made from the previous run • This conversion job can be ran multiple times, each subsequent run will only convert changes made to vendors since the last run • Initial conversion will treat all vendors as adds to improve performance • Only one Coda V4 company code can be converted per batch job submission • Conversion optionally allows the ability to specify a prefix or suffix value on all vendor accounts to easily separate them from customer accounts (usually created at the same element level) • Optionally can convert only active vendors or both active and inactive accounts
DBS 2.3.4 to 5.0 Hierarchy Conversion • Hierarchy conversion allows for the submission of a batch job (FNJN9880S) to create Hierarchy structures in Coda V11. • Only one conversion per Coda V4 Company code can be submitted at a time • Conversion builds the Coda V11 Hierarchy Master and related leaf and nodes associated with that hierarchy. Account Groups must be created separately ahead of time to be associated properly to the Hierarchy master. • Hierarchy Cross reference spreadsheet maps in existing Coda V4 hierarchies which can be used as a reference to build the Coda V11Hierarchy masters.
Coda V4 Historical Posting Conversion • The Coda V4 Historical Posting conversion batch jobs (FNJN9700S or FNJN9720S) SAP information into Coda e-Finance • Option to convert either Summary balance information or Detail documents • A Summary Document Type is required to post suspense account entries • Only one batch job can be submitted per Coda V4 Company Code • Can specify for that company code a range of period/year information to convert • Submission screen will not allow the submission of duplicate period/year information that was previously converted successfully • The F5 – Data Audit Refresh re-copies data to the audit files for comparison based on the most recent Coda V4 data (Only run this after you’ve corrected all existing audit report discrepancies) • The F14 – Conv Only option allows to convert data into the transaction header/detail files for review or additional manipulation if required • The F22 – Post Corrected Transaction option allow the submission of modified transaction header/detail or corrected entries to be posted into Coda e-Finance
Coda V4 Summary Posting Conversion • The Coda V4 Summary conversion batch job (FNJN9600S) converts period balances from Coda V4 into Coda e-Finance • Only one batch submission per company code • Can specify a range of period/year combinations to convert within a company code per batch submission • Can specify period 0 only once to convert beginning balances • Cannot overlap period/year ranges or re-convert the same period/year combinations if previous conversions were successful for that same time period • Required to specify the data library in which Coda V4 data can be converted from • A Summary posting document type is required for suspense account entries to be posted to • A/R Detail will be converted to insure no open items are summarized
Coda V4 Audit Reports • The Coda V4 Audit report batch job (FNJN9896S) compares previously converted data with production information to identify any discrepancies • It is common for invoices to have reference information relating to payments (apply payments, cancel payments, etc) after the initial invoice is converted • Only one batch submission per company code • Can specify a range of period/year combinations to report on within a company code per batch submission • Reports indicate which record values have a discrepancy so the appropriate converted records in Coda V11 can be corrected
Entry Code Extraction • A batch job (FNJN9850S) that creates the Entry Code Cross Reference file in preparation for completing the spreadsheet
Entry Code Conversion • A batch job (FNJN9855S) that creates the DBSi 5.0 Entry Code files based on the input from the Entry Code Cross Reference spreadsheet in preparation for Cutover weekend or Mock Cutover testing
Credit Diary Conversion • A batch job (FNJN9800S) that converts all Credit Diary Entries from Coda V4 into Diary entries in Coda e-Finance • Can only be run once during Cutover or Mock Cutover • Converts multiple diary lines into one diary entry (up to 250 characters maximum per entry) where applicable
DBS 2.3.4 to 5.0 Cross Reference Files • The Cross Reference Spreadsheets contain the following common elements • Each spreadsheet contains the name of the cross reference file it will be used to populate (i.e. FNPGLV40) • Instructions worksheet containing step-by-step tasks to complete the spreadsheet appropriately (some spreadsheets may contain multiple sets of instructions if combined with another cross reference spreadsheet) • Requires use of iSeries plug-in to execute the active Visual Basic buttons within each spreadsheet (installation documentation provided) • A “raw data” worksheet is where the actual cross reference information is entered • A “Data Layout Key” which specifies the fields within the file and their lengths and data types • An “Example” worksheet to provide an example for reference • A “Retrieve” button to bring in information from DBS 2.3.4 to facilitate the left-hand side of the spreadsheet for input (NOTE: pressing the retrieve function clears whatever is currently in the cross reference spreadsheet!)
DBS 2.3.4 to 5.0 Cross Reference Files (contd…) • A “Validate” button which is used to validate the following conditions • Length of fields to insure information input into MS Excel does not exceed what Coda e-Finance can store • Check to make sure no special characters were loaded that Coda e-Finance cannot accept • Other specific dependencies or list of values where appropriate based on the particular cross reference spreadsheet • Places an ‘x’ in the right most column to easily identify records to fix • An “Upload” button to upload the completed contents into the cross reference file within the Conversion library for the conversion programs to use • It is recommended to use the retrieve button referencing the Production DBS 2.3.4 server instead of FDC to get the most recent configuration information
Element + External Reference Helper • Determine what appropriate values to use in Elements and External References within Coda e-Finance based on “Posting Categories” or types of legs on a transaction (i.e. A/R leg, Tax, Inventory, etc…) • Define separate entries for DBSi 5.0 operations versus Data conversion as conversion maps to existing SAP fields and not just standard Infocodes in DBS • Infocode logic used where four-position acronyms refer to a value or type of data (i.e. STNO for Store Number) to be placed within a certain element or external reference • Once completed, this spreadsheet can be used to greatly simplify the population of the GL Account, GL Posting (Coda V4) and Entry Code cross reference spreadsheets
GL Account Cross Reference – FNPGLV40 • Determine the “To Be” Chart of accounts to use in Coda e-Finance by creating the Nominal (Element 1) level master record. • Example includes a “recommended” Chart of accounts from NACD in the Example Worksheet to be used or modified if desired • Account description and short description can be taken from Coda V4 or modified if desired • A Posting Category field is used to map the GL account to a type of posting category to assist with the completion of the GL Posting Cross Reference within the same spreadsheet. • Strongly recommended to complete before attempting to complete the GL Posting Cross Reference. • Broken into multiple spreadsheets due to number of combinations, Customers, Vendors in separate worksheets.
Store/Reporting Level Cross Reference (FNPSRV40) • Data retrieval sourced from the existing Store/Reporting Level file (FNPRLVL0) in DBS 2.3.4 • Allows the definition of the desired element level(s) in which you want to create either Store, Reporting Level or a combined Store/Reporting Level along with a description • Also used as a lookup table to map a store or reporting level element on a converted posting record by cross-referencing the company code, store and reporting level from the original posting record to the newly mapped values on this spreadsheet.
Document Type Cross Reference (FNPDTV40) • This spreadsheet is intended to map existing DBS/Coda V4 Document Types to a Document Master in Coda e-Finance • Only used for those Coda V4 Doc Types that are generated into Coda V4 directly and do not come from DBS (i.e. Journal Entries, Vendor Invoices, etc…) • Doc Type Listing worksheet is used as a reference to generate an existing list of Document types in DBS or related Coda V4 Document Types • Doc Type listing can also be used to determine how many document masters will need to be created in Coda e-Finance for data conversion
GL Posting (Coda V4) Cross Reference (FNPGLV40) • Each combination of Company Code, GL Account, Profit Center and Cost Center can be mapped to a set of elements and external references • Required to execute the GL Posting Extract routine first prior to uploading initial information • Each element level can be referenced with an “info-code” like value to indicate a type of data element to convert (for example STNO will populate Store Number in Element Level 2) • Each record can map up to 8 elements, 6 external references and a line item text field along with up to 32 quantities • The Reference Key Field worksheet lists all possible infocode like values that can be mapped from a Coda V4 document • It is recommended for matching purposes to use an external reference field for Coda V4 Payment Number (PAYN) and Internal Reference Number (IREF) for auditing comparisons
GL Posting (Coda V4) Cross Reference (FNPGLV40) cont. • Note code values can be concatenated by separating each value with a / (i.e. STNO/CCRL)
Entry Code Cross Reference (FNPECV40) • Run Entry Code Extraction program to build cross reference file based on existing DBS 2.3.4 entry code configuration • Map new entry code format that exists for DBSi 5.0 based on the element, external reference and quantity structure that Coda e-Finance utilizes • Run Entry Code conversion program to build DBSi 5.0 formatted Entry Code files within the Conversion library (LPCNV500files are copied into the DBSi 5.0 data library as part of the upgrade process during cutover weekend • Utilize Element + External Reference Helper spreadsheet to assist in pre-filling several of the required values for DBSi 5.0
Customer Cross Reference – FNPCUV40 • Customer conversion program will use the cross reference file to define the Credit Limits and Credit Categories by Credit Area in addition to Credit Manager within the DBS Customer Name & Address file as part of the DBSi 5.0 upgrade • All credit limit values must be entered in by credit area, depending upon which lines of business are associated with each area, the existing credit limit information may need to be changed. In addition credit categories will also need to be defined by customer. • Logic will be put into the program to check for values not accepted by Coda V11 (? " ~ ; # ! @ ' [ ] *). A “new customer number” field will be provided in the cross reference file to use in those situations to renumber the customer. • Fields required to be populated will be updated to the Customer Name & Address file in DBSi 5.0 during the upgrade process on cutover weekend
Hierarchy Cross Reference – FNPHIV40 • The Hierarchy Cross Reference pulls in existing hierarchy information from Coda V4 in preparation to map them into new hierarchies to utilize within Coda V11 • Hierarchies can be built from scratch using this spreadsheet and does not require that a hierarchy already exist in Coda vV4 • This is an optional conversion and not required. • The conversion requires that if the hierarchy requires element groups to represent various leaf values that those groups be created prior to running this conversion • There is an optional worksheet to use to identify possible groups from Coda V4 that may need to be re-created in Coda V11
Document Source Input Spreadsheet – FNPDOCS0 • The attached spreadsheet allows the dealer to define their credit check setup information in advance of DBSi 5.0. • Allows the definition of lines of business that can be grouped or separated into individual credit areas with optional default payment terms and credit check parameters • The default payment terms is used by the DBSi 5.0 upgrade to setup terms on held EMS invoices not yet invoiced as all invoices in DBSi 5.0 require a payment term value. • These values will be defaulted into the FNPDOCS0 file, which can be maintained in DBSi 5.0 from the Credit Check Parameters menu option (MNTFNCRDP)
