EVO28 Data Migration Design

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EVO28 Data Migration Design

Revision and Signoff Sheet

Change Record
Date

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Version Change reference

Client Review
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Date

Contents
Change Record .................................................................................................................................................................... 1
1

Data Migration Planning ............................................................................................................................................. 2

Overview ......................................................................................................................................................................................... 2
Timetable ........................................................................................................................................................................................ 2
Roles and Responsibilities ............................................................................................................................................................... 2

Data Migration Requirements.................................................................................................................................... 3

Entity or Source 1 ............................................................................................................................................................................ 3
Entity or Source 2 ............................................................................................................................................................................ 3

Data Dependencies ..................................................................................................................................................... 4

Entity 1 ............................................................................................................................................................................................ 4
Entity 2 ............................................................................................................................................................................................ 4

Data Filter Parameters ................................................................................................................................................ 5

Entity 1 ............................................................................................................................................................................................ 5
Entity 2 ............................................................................................................................................................................................ 5

Data Migration Method ............................................................................................................................................... 6

Data Source or Method 1................................................................................................................................................................ 6
Data Source or Method 2................................................................................................................................................................ 6

Dependencies and Assumptions .............................................................................................................................. 7

Dependencies ................................................................................................................................................................................. 7
Assumptions.................................................................................................................................................................................... 7

Data Migration Specifications ................................................................................................................................... 8

Specification 1 ................................................................................................................................................................................. 8
Specification 2 ................................................................................................................................................................................. 8

Data Migration Maps ................................................................................................................................................... 9

Entity 1 ............................................................................................................................................................................................ 9
Entity 2 ............................................................................................................................................................................................ 9

Data Distribution Services - Importing Transactional and Master Data into Evolution (work instruction) .. 10

Data Migration Planning

[Description: The Data Migration Planning section will discuss the data migration schedule and the resources needed
to complete the task together with their respective roles and responsibilities. This section will describe the overall
preparation for the data migration activities.]
Section Introduction
Overview
Subsection text
Timetable
Subsection text
Milestone 1
Paragraph text
Milestone 2
Paragraph text
Roles and Responsibilities
Subsection text
Role 1
Responsibilities
Role 2
Responsibilities

Data Migration Requirements

[Description: The Data Migration Requirements section will list the specific data entities and the source for the
entities. This section can be organized by data source or by data entity, whichever is more convenient for this
specific data migration task. This section will assist in validating the data sources identified during Analysis to meet
the data migration requirements.]
Section Introduction
Entity or Source 1
Subsection text
Source or Entity 1
Paragraph text
Source or Entity 2
Paragraph text
Entity or Source 2
Subsection text
Source or Entity 1
Paragraph text
Source or Entity 2
Paragraph text

Data Dependencies

[Description: The Data Dependencies will describe any additional upstream or downstream data necessary for the
Pastel Evolution solution to function correctly, and will also identify specific dependencies that will dictate the order of
data migration. For example, Vendors usually need to be migrated before Purchase Order data, and Customers
before Sales Order Data; also, the migration of Customer data may require the creation of a separate record for
Customer Balances. ]
Section Introduction
Entity 1
Subsection text
Dependency 1
Paragraph text
Dependency 2
Paragraph text
Entity 2
Subsection text
Dependency 1
Paragraph text
Dependency 2
Paragraph text

Data Filter Parameters

[Description: The Data Filter Parameters section will provide guidelines for filtering the data to be migrated. Data
filter parameters identify specific criteria for selecting data records to be migrated. For example, only Vendor records
with activity in the past 3 years, or Sales Order records for the past 5 years. ]
Section Introduction
Entity 1
Subsection text
Filter 1
Paragraph text
Filter 2
Paragraph text
Entity 2
Subsection text
Filter 1
Paragraph text
Filter 2
Paragraph text

Data Migration Method

[Description: The Data Migration Method section will describe the specific conversion and migration methods that will
be used. Determination of available data migration methods will depend largely on the components of the Pastel
Evolution solution being implemented, the sources of the existing data to be migrated, and the amount of conversion
and scrubbing required. This data can be organized by either Data Source or Method, whichever is more convenient.]
Section Introduction
Data Source or Method 1
Subsection text
Entity 1
Paragraph text
Entity 2
Paragraph text
Data Source or Method 2
Subsection text
Entity 1
Paragraph text
Entity 2
Paragraph text

Dependencies and Assumptions

[Description: The Dependencies and Assumption section will display the decisions made and limitations discovered
while designing the data migration process. Assumptions and restrictions encountered due to application limitations
and/or limitations imposed by the customer or other agency can have a substantial impact on the overall design of
data migration processes. These assumptions and restrictions need to be specifically identified and their impact on
the data migration needs to be addressed for consideration during the Development phase.]
Section Introduction
Dependencies
Subsection text
Dependency 1
Paragraph text
Dependency 2
Paragraph text
Assumptions
Subsection text
Assumption 1
Paragraph text
Assumption 2
Paragraph text

Data Migration Specifications

[Description: The Data Migration Specification section will display the design specification for each data migration
process that must be developed. This can be custom a process to automate the data conversion and migration tasks,
or SQL development requirements.]
Section Introduction
Specification 1
Subsection text
Task 1
Paragraph text
Task 2
Paragraph text
Specification 2
Subsection text
Task 1
Paragraph text
Task 2
Paragraph text

Data Migration Maps

[Description: The Data Migration Maps will display the mapping of the data fields in Pastel Evolution and define the
source for each. Only the required data fields and the optional data that the customer needs for their business
processes will be mapped. This section will also be used for reference on the decisions and discussions.]
Section Introduction
Entity 1
Subsection text
Entity
Field

Source

Data Type

Schema

Source

Remarks

Source

Data Type

Schema

Source

Remarks

Entity 2
Subsection text
Entity
Field

Data Distribution Services - Importing Transactional and Master Data into Evolution
(work instruction)

Basic Overview of how the process works.

Existing
DB

ASCII
file
DDS

Evolution

The Improved
Evolution Data Distribution Services allows one to import two types of information namely:
1. Master File Information
2. Transactional information

The Data Distribution Services works on a Publisher and Subscriber relationship. The Publisher is the Data Source
(i.e. Data exported in TXT,CSV format from existing Accounting package) and the Subscriber is Evolution.

The setup process takes place in Three Stages:

1. Prepare the data from the existing Package

Export the data from the existing package into an ASCII format. The existing package should have an Export Utility or
optionally one can always export reports into an ASCII format (.CSV or .TXT).

You need to ensure that you have exported and cleaned the file layout that was exported. If you are using a
Spreadsheet to sort the data then it is advisable to save the exported file name as a .CSV file extension so that it is
easily recognizable for Excel to determine.

It is advisable to export the following reports:

1. Detailed General Ledger or Trial Balance (depending on how much details one wants to import)
2. Customer and Supplier ledger respectively. Optionally if you are only interested in importing the balances then
you can run a balance listing report.
3. Inventory Movement/History report.

2. Create a New Evolution Database

Here you will need to either create a New Evolution database or use an existing one which will be the suppository for
the imported data.

3. Create a New Publisher/Subscriber setup

(ii)
(iii)

From your windows Start Menu go to Start Programs Pastel Evolution - Evolution Data Distribution
Services.
The screen for the Evolution Data Distribution Services will appear. Click on Add to create a new setup
You will need to specify the Data Publisher firstly

(iv)

When asked for a Package you can click on Browse and choose ONE of the following:

(i)

a.
b.
c.
d.
e.
f.
g.

ASCII Use this format if you are exporting from another package such as Line 100, Quickbooks, etc.
BRW32 for Brilliant Users
Evolution to import from another Evolution database
Pastel to import Customers, Suppliers or General Ledger Accounts from your Pastel Partner product
Premier for Premier users
Regdata or RegEvolve for these users
Vision for Vision users

(v)
(vi)

Once you have selected the correct Publisher (i.e. we will choose ASCII) click on Next
Select the type of information you intend importing:

(vii)

Click on Next and choose Evolution as the Subscriber

(viii)

(ix)
(x)

Click on Finish

Enter a description for the import. This will be saved so you can import transactions again at a later stage
without having to re-setup the same layout.
On the Left-Hand side of the Properties bar click on the Publisher icon. Browse for the full path to the file you
are importing the transactional information.

(xi)
(xii)

(xiii)

(xiv)

(xv)

Select the correct settings. If the first record contains the field descriptions then tick Header Record. Choose
the correct separators and Date formats.
Click on Publisher 2/2 Tab

Here you need to ensure that you check all the fields of data you are importing from the ASCII file. The fields
that are grayed out are compulsory so if your file does not have these then you will need to enter these before
you can import.
Make sure that the field layout on the Publisher 2/2 Tab matches the same position of that in the ASCII file. If
you are importing from a Line 100 system then you can also click on Default Mapping which will select all the
field mappings for a Line 100 system.
On the left-hand side of the Properties Bar click on Subscriber. Enter the credentials of the database.

(xvi)

You can also setup the import to only include transactions modified from a certain date thereby not duplicating
any other records.

(xvii)

Some tips when importing:

Transaction ID is the Id field in the POSTAR/AP/ST/GL table. This field can contain the following fixed values
namely:
Possible Values (depending on Module):

Tax = Transaction Special Id's

TaxAR = Receivables Tax

TaxAP = Payables Tax
Bnk = Bank
Oth = Other
JL - Journal
CB - Cashbook
CBAR - CashbookAR
CBAP - CashbookAP
GL - General Ledger
SADJ = Stock Adjustment
AcPrf = Accumulated Profit Transaction
Inv = Invoice
Crn = Credit Note
Grv = Goods Received Voucher
Rts = Return to Supplier
APTx = AP Transaction
ARTx = AR Transaction
OInv = Sales Order Invoice
OGrv = Purchase Order GRV
BOM = BOM
WTrf = Warehouse Transfer
JCI = Job Costing Invoicing
JCS = Job Costing Transactions
JCM = Job Costing Make Stock Codes
POS = POS Transactions
POSI = POS Invoice
POSC = POS Credit Note

Transaction Code is referring to the Transaction Type Code setup in Evolution under the respective module.
These codes can be found under:
o AR Maintenance Transaction Types
o AP Maintenance Transaction Types
o Inventory Control Maintenance - Transaction Types
o General Ledger Maintenance Transaction Types

The Audit Trail numbers will be set to a negative number such as the number -999999.999
You can run the GL, AR and AP re-links once you have imported all transactions against the GL, Debtor and
Creditor Accounts. This is not necessary however it can be done as a precautionary method. The relink can
be run by going to:
o General Ledger Maintenance General Ledger Relink for GL Accounts
o Accounts Receivable Maintenance Balance Relink for AR Accounts
o Accounts Payable Maintenance Balance Relink for AR Accounts

AR, AP and IC balances need to be imported in the ledger as this is not updated to the respective Control
Accounts at time of import.
When one is importing GL transactions one must import the Sub Account transactions and not the Main
Account where you are using Sub Accounts. Any Main Accounts that are imported (where there are Sub
Accounts linked to it) will be shifted to a Sub Account when running the GL re-link.
If you do not import the correct set of double-entry GL transactions then your Trial Balance will not balance.

Please be careful of the following:

One can import a Trial Balance that does not Balance so please be careful that this process has been done correctly.

Ensure that all tables and fields associated with the master and/or transactional data have been updated correctly with
the data.
Should you require further assistance please contact the Sage Pastel Support Centre.