Scribe Sample Dynamics GP Migration. October 12, 2010

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1 Scribe Sample Dynamics GP Migration October 12,

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3 Important Notice No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, photocopying, recording, or otherwise, without prior written consent of Scribe Software Corporation. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, Scribe Software Corporation assumes no responsibility for errors or omissions. This publication and features described herein are subject to change without notice. Scribe Software Corporation makes no representations or warranties, either expressed or implied, by or with respect to anything in this manual, and shall not be liable for any implied warranties of merchantability or fitness for a particular purpose or for any indirect, special or consequential damages. Disclaimer The names of companies, products, people, and/or data used in window illustrations and sample output are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Trademarks Scribe Insight, Scribe Integrate, Scribe Workbench, and Scribe Console are trademarks of Scribe Software Corporation. All other products or services mentioned in this document are identified by the trademarks or service marks of their respective companies or organizations. Scribe Software Corporation disclaims any responsibility for specifying which marks are owned by which companies or organizations. Publishing Information Copyright 2010 Scribe Software Corporation. All rights reserved. Scribe Sample Dynamics GP Migration i

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5 1. Overview Introduction This sample is a migration into Dynamics GP from a fictional competitive system using text files as an intermediate format for the competitive system s data. The sample illustrates a method of structuring a competitive migration into Dynamics GP with regard to the order that the data should be migrated and at the level of individual DTS files. It can help the consultant who is new to using Scribe by providing DTS configurations that can be studied and run without requiring extensive product training or detailed knowledge of DTS file development. It can also be used as a model for how to perform a competitive migration to Dynamics GP. By exporting the data from the competitive system and formatting it to match the schema of the text files included with the sample, you would be able to use the DTS files in this sample as a starting point for your own migration project. Migration data includes: Customers Vendors GL beginning balances GL history Open payables: credit memos and invoices Open receivables: credit memos and invoices This document describes each sample DTS file and the associated text file. Note: The sample and this document are subject to change. Before installing and running the Scribe Demonstration VPC, check for an updated version of this document. How to Use the Samples The sample DTS files use text files as their source. They are ready-to-run and can import data into the sample TWO company database included with Dynamics GP. This guide explains the design concepts in each sample DTS file. Consider backing up your Dynamics GP database and your Scribe internal database before running the sample DTS files so you can set your system back to the original state it was in before the migration. As an alternative, if you enabled undo disks when you set up the virtual machine, you could choose discard the changes saved in the undo disk. Scribe Sample Dynamics GP Migration 1

6 Run the DTS files in the order they are listed in this document in order to migrate the data in the correct order based on the dependencies of the data in Dynamics GP. File locations and details The sample files are located on the Scribe Demonstration VPC GP and CRM Edition virtual machine in C:\Program Files\Scribe\Collaborations\Dynamics GP Migration Sample. There is an ODBC Data Source Name called GP Migration Sample that is set up for the sample text files. There is a file named xref.ini that determines the pick list conversions in the sample DTS files. This file is referred to in several places in this document and you can edit it if you want to change the conversions it controls. The xref.ini file is located in C:\Program Files\Scribe\Collaborations\Dynamics GP Migration Sample. To use the sample DTS files In the Scribe Workbench, open each DTS file to review the design described for each sample. Notes Many of the field values in the sample DTS files are set by default. These fields are indicated by italics in the field name in the Target pane of the Workbench. Double-click on a field name to view field properties and information about the default. These DTS files can actually be run against your TWO database, so you might want to create a backup of your TWO database before running the files. No delete scripts are provided. Any changes to your TWO database cannot be undone. In order to put multiple demonstration scenarios on one virtual machine there are some things that are not exactly as they would be in a real world situation. The GP database you are working with on the virtual machine is integrated with Dynamics CRM. The initial synchronization between GP and CRM has already been run, so there is a lot of shared data visible in the two systems including customers, orders, and invoices. In a real world migration scenario, the GP database would not be in this state. The DTS files for the migration sample log in to GP as the user ScribeGP, the user that is ignored by the Publisher for Dynamics GP. In this way, you can run the migration DTS files and not have all the data being imported to GP immediately be sent to CRM by the integration. If you wanted to make it easier to identify the data imported by the migration sample, you could modify Customer.dts and Vendor.dts to add a recognizable text string to the beginning of customer name field and the vendor name field. 2 Scribe Sample Dynamics GP Migration

7 2. Working with the Samples Customers The Customer.txt text file contains customer information. The sample creates one new customer in Microsoft Dynamics GP for each customer in the text file. The Microsoft Dynamics GP primary address is the first Bill To address from the customer text file. Any customer Ship To addresses in the text file are created in Microsoft Dynamics GP. The Address ID in Microsoft Dynamics GP is the address type followed by a sequential number, BILLTO, BILLTO2, SHIPTO, SHIPTO2, and so on. DTS file name Customers.dts Source file Customer.txt Target Target Object Customer Note Customer Address Internet Information Remarks Skipped if the Notes field is empty Data Links Consider adding data links for Class ID and Use Customer Class if you want to specify the class. Review the links for Credit Limit Type and Credit Limit. By default, the sample sets Credit Limit Type to 2 (Amount). The amount is linked from a field in the text file. If there is no amount in the text file, the customer is inserted into Microsoft Dynamics GP with Credit Limit Type = Amount and Credit Limit = 0. You can accept these defaults or you can create formulas to set different defaults. Customer IDs are generated from the first eight characters of the customer's name followed by a four-digit number beginning with 000. If the first eight characters are already used in Microsoft Dynamics GP, the four-digit number is incremented by one. For example, MORGENTH0001, MORGENTH0002. If you have a different standard for generating IDs, change the formula on the customer ID data link to match your business process. Scribe Sample Dynamics GP Migration 3

8 Payment Terms ID, Credit Card ID and Salesperson ID are set based on the data in the Xref.ini. Before running Customers.dts, verify that your cross-references are set up correctly. Additional information When you run the Customer.dts file, it creates cross-reference records between the Customer ID in text file and the Customer ID in Microsoft Dynamics GP. The cross-reference is stored in the SCRIBEINTERNAL database and is used when importing open receivables to link the transactions to the correct customers. Training notes The customer named Abercrombie, Kristy is a good example of the sample creating and assigning a SHIPTO address to the customer as well as attaching a note that has carriage returns. In the source text file the carriage returns are indicated in the notes field by \n. Vendors The vendor process creates one Microsoft Dynamics GP vendor for each vendor in the Vendor.txt file along with the associated primary address. The name of the vendor AddressID created in Microsoft Dynamics GP is PRIMARY. DTS file name Vendors.dts Source file Vendor.txt Target Target Object Vendor Note Internet Information Remarks Skipped if the Notes field is empty Data Links Consider adding data links for Class ID and Use Customer Class if you want to specify the class. Review the links for Credit Limit Type and Credit Limit. By default, the sample sets Credit Limit Type to 2 (Amount). The amount is linked from a field in the text file. If there is no amount in the text file, the customer is inserted into Microsoft Dynamics GP with Credit Limit Type = Amount and Credit Limit = 0. You can accept these defaults or you can create formulas to set different defaults. 4 Scribe Sample Dynamics GP Migration

9 Vendor IDs are generated from the first eight characters of the customer's name followed by a four-digit number beginning with 000. If the first eight characters are already used in Microsoft Dynamics GP, the four-digit number is incremented by one. For example, MORGENTH0001, MORGENTH0002. If you have a different standard for generating IDs, change the formula on the Vendor ID data link to match your business process. Payment Terms ID is set based on the data in the Xref.ini file. Before running Vendors.dts, verify that your cross-references are set up correctly. Additional information When you run the Vendor.dts file, it creates cross-reference records between the Vendor ID in text file and the Vendor ID in Microsoft Dynamics GP. The cross-reference is stored in the SCRIBEINTERNAL database and is used when importing open payables to link the transactions to the correct vendors. General ledger beginning balances The general ledger account balances come from AccountBalance.txt file. DTS file name GLBeginningBalances.dts Source file AccountBalance.txt Target Target Object GL Transaction Line GL Transaction Header Remarks Data links Batch ID is set to LEGBEGBAL. Account Number is set based on the data in the Xref.ini file. Before running this process, verify that your accounts' cross-references are set up correctly. The reference field in GL Transaction Header is populated with Legacy system as of mm/dd/yyyy, the date shown is the AsOfDate from the text file source data. Scribe Sample Dynamics GP Migration 5

10 Additional information After running GLBeginningBalances.dts, review the resulting LEGBEGBAL batch in Microsoft Dynamics GP and post it if correct. Do this here: Financial area General Ledger Batches screen Before re-running GLBeginningBalances.dts for any reason, first delete the existing batch in Microsoft Dynamics GP that was created from the previous run. Training notes Multiple posting required removal of batch header from SY00800 table in DYNAMCIS DB. If you delete only the existing batch in GP, then re-run the job and try to repost the batch, you will get a primary key violation error on this table. You can resolve this by deleting all the data in this table. General ledger history General ledger beginning balances should be posted prior to importing general ledger history. GLHistory.dts creates one GL batch for each month of history. DTS file name GLHistory.dts Source file JournalEntry.txt Target Target Object GL Transaction Line GL Transaction Header Note Remarks Skipped if the Notes field is empty Data links Batch ID is set to LEGMonYYYY (for example, LEGMar2006 ). Account Number is set based on the data in the Xref.ini file. Before running this process, verify that your accounts' cross-references are set up correctly. 6 Scribe Sample Dynamics GP Migration

11 Additional information If you receive an Undefined error message, check the account mapping in the Xref.ini file. This error indicates that there was no matching Microsoft Dynamics GP account in Xref.ini for the source account in that journal entry. After running GLHistory.dts, review the resulting batches in Microsoft Dynamics GP. Compare the data against your legacy system history, and then post if correct. Do this here: Financial area General Ledger Batches screen Before re-running GLHistory.dts for any reason, first delete the existing batch in Microsoft Dynamics GP that was created from the previous run. Training notes Multiple posting required removal of batch header from SY00800 table in DYNAMCIS DB If you delete only the existing batch(es) in GP, then re-run the DTS file and try to repost the batch, you will get a primary key violation error on this table. You can resolve this by going deleting all the data in this table. Payables: credit memos and invoices Each row in the VendorCredit.txt and Bill.txt files represents a bill or credit with a non-zero balance. The sample creates Microsoft Dynamics GP payables transactions for each bill that is not fully paid, and each vendor credit that has an open amount. Vendors should be imported before importing the payables transactions. Open AP credit memos and invoices are processed in two separate files. There is no dependency between the two files and they can be imported in any order. DTS file name PMCreditMemos.dts PMInvoices.dts Source file VendorCredit.txt (for PMCreditMemos.dts) Bill.txt (for PMInvoices.dts) Scribe Sample Dynamics GP Migration 7

12 Target Target Object PM Transaction PM Distribution Note Remarks This step is skipped if the Notes field is empty. Data links The Discount Available Amount field defaults to 0. Batch ID is set to LEGOPENVOUCHERS for both processes. Account Number is set based on the data in the Xref.ini file. Before running this process, verify that your accounts' cross-references are set up correctly. Document Number is set to Ref. No. from text file or TxnNumber if Ref. No. is null. Description for credit memos is "Legacy system vendor credit <TxnNumber>. Description for invoices is "Legacy system bill <TxnNumber>". Consider adding a data link for Checkbook ID (required to post the batch). Vendor ID is set from the KEYCROSSREFERENCE table in the SCRIBEINTERNAL database, using the cross-reference data populated by Vendors.dts. Additional information After running these processes, review the resulting LEGOPENVOUCHERS batch in Microsoft Dynamics GP and post it if correct. The batch can be posted twice, once after each process or once after running both processes. Do this here: Purchasing area Batches (the payables batches screen) Because the GL accounts have already been adjusted for these transactions, distributions are set to debit and credit the Accounts Payable account only. Distribution Reference is set to (Don't hit GL) to indicate this approach. Another approach is to let Microsoft Dynamics GP do the default distributions and temporarily shut off posting payables to GL. You may prefer this approach because it avoids the unusual distributions described above. To let Microsoft Dynamics GP do the distributions, remove the distribution steps and the Create Distributions data link in the data translation specifications. Be sure you do not post these transactions to the GL in this case. 8 Scribe Sample Dynamics GP Migration

13 Receivables: credit memos and invoices The sample creates Microsoft Dynamics GP receivables transactions for each invoice that is not fully paid, each credit memo that has credit remaining and each cash receipt. Customers should be imported before importing the receivables transactions. Open AR credit memos and invoices are processed in two separate files. There is no dependency between the two files and they can be imported in any order. DTS file name RMCreditMemos.dts RMInvoices.dts Source file CreditMemo.txt (for RMCreditMemos.dts) Invoice.txt (for RMInvoices.dts) Target Target Object RM Transaction RM Distribution Note Remarks Skipped if the Notes field is empty Data links The Discount Available Amount field defaults to 0. Batch ID for credit memos is set to LEGCREDITMEMOS. Batch ID for invoices is set to LEGOPENINVOICES. Document number is set to the next sequential Sales/Invoice or Credit Memo number in Microsoft Dynamics GP. Description for credit memos is "Legacy Credit Memo <TxnNumber>, Ref: <RefNumber>. Description for invoices is "Legacy Invoice <TxnNumber>, Ref: <RefNumber>. Account Number is set based on the data in the Xref.ini file. Before running this process, verify that your accounts' cross-references are set up correctly. Scribe Sample Dynamics GP Migration 9

14 Customer ID is set from the KEYCROSSREFERENCE table in the SCRIBEINTERNAL database, using the cross-reference data populated by Customers.dts. Additional information After running these processes, review the resulting LEGCREDITMEMOS and LEGOPENINVOICES batches in Microsoft Dynamics GP and post if correct. Do this here: Sales area Receivables Batches screen Because the GL accounts have already been adjusted for these transactions, distributions are set to debit and credit the Accounts Receivable account only. Distribution Reference is set to (Don't hit GL) to indicate this approach. Another approach is to let Microsoft Dynamics GP do the default distributions and temporarily shut off posting receivables to GL. You may prefer this approach because it avoids the unusual distributions described above. To let Microsoft Dynamics GP do the distributions, remove the distribution steps and the Create Distributions data link in the data translation specifications. Be sure you do not post these transactions to the GL in this case. 10 Scribe Sample Dynamics GP Migration