EoStar Conversion Process

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This page outlines the conversion process to implement eoStar as your company's system. To download a copy of this process, click: Conversion Process.doc. Or for the steps of conversion, see Media:Conversion process.docx

Steps of Conversion

Standard Conversion Items

Phase 1 - Records foundation

Objective

Customers

  • Attributes
  • Warehouses
  • Chains
  • Sales Channels
  • Licenses/Permits
  • Terms
  • Contacts
  • Geographic Areas

Products

  • Attributes
  • Brands
  • Suppliers
  • Product Classes
  • Categories
  • Packages
  • UPCs
  • Pallet Configurations
  • Code date setup
  • Metrics

Employees

  • Attributes
  • Trucks

Phase 2 - Customer transactions - Sales History and A/R

  • Sales History
  • A/R

Phase 3 - Sales and Delivery Setup

  • Call and Delivery Schedules
  • Pricing/Promotions
  • Build-to Levels
  • Shelf sequences
  • Territories

Phase 4 - Inventory

  • Inventory

Phase 5 - G/L

  • Costing
  • Chart of Accounts
  • Cost Components
  • G/L Groups
  • Supplier

Phase 6 - Pending Transactions

  • Pending Orders
  • Pending Purchases

Phase 7 - Data Exchange

EDI (Transaction Sets 810, 820, 850, 864)

  • Trading Partners
  • Trading Partner Assignments
  • Item Maps

Interfaces:

  • DCR
  • SLD
  • SRS
  • Other (BDN, Redbull, etc.)

Supplier Ordering:

  • Coors POINT
  • Miller WOQ
  • Miller ASN

Manual Conversion Items

The following set up items usually

Sales

  • Return reasons
  • Delivery Adjustment reasons
  • Non-Service reasons (optional)
  • Customer Lost reasons

Inventory

  • Inventory Write-off reasons
  • Warehouse areas (optional)
  • Purchase Categories (optional)
  • Plants of origin (optional)

A/R

  • A/R Write-off reasons
  • Hold codes
  • Bill-to-Account linking

Employees

  • Departments/permissions

Supplier Bill processing

  • Shippers
  • Supplier Terms
  • Supplier State and Excise Tax status
  • Billing codes (to support cost components)
  • Cost components

Daily Route Settlement

  • Billing code (to charge employees)
  • Assignment of billing code to DRS charge setting
  • Employee/ A/R account pairings

Handhelds

  • Employee to HH License linking
  • Handheld passwords (update script available)

Conversion Process

The conversion process includes the following steps:

  • Gather Data - The data may come from anywhere! The majority of your information will come from any prior database, but it is not limited to that. As long as there is a home for a particular piece of data in eoStar, there’s a great chance we can bring it in from whatever source you may have. Things to note when generating conversion data:
    • When sending a “batch” of data files, generate the reports/data as close together as possible, else the data can get out of sync and raise (false) red flags during the conversion process.
    • Data format consistency is key. When providing a report, it is important that the report format remains consistent each time it is generated. Once your reports are mapped, the conversion program expects each field to reside in a specific location. If fields are added, removed, increased/decreased in size, or otherwise “moved around”, the conversion program will fail and have to be re-written. It is recommend saving each report with a unique name (i.e. “eostar_CustomerMaster”) to prevent confusion with other reports in your repository.
    • Slow changing data need not be exported repeatedly. Between now and go-live we’ll likely run at least two (maybe three) full conversions, requiring another round of fresh data each time. The exceptions being those things that haven’t changed since the last conversion run. For example, thinks like Municipalities, Categories, Retail Types, Packages, and historical sales data tend to stay pretty static. That said, if there’s a chance something may have changed, go ahead and regenerate the report. Better safe than sorry.
  • Conversion of records - This is the customer records, product records, etc. As your data is gathered, we’ll start mapping the data into its respective home in your eoStar database.
  • Conversion of sales history - Rutherford performs an ION Reports training during the sales history validation phase. This is so you that can use the built-in reporting tools to validate the sales data.
  • Conversion of complex setup items and transactions – This is the sales and delivery schedules, pricing and promotions, A/R, G/L, Employee Scheduling, Ledger Accounts, and SRS Settings.
  • Validate Data – The process in which we verify that all of the necessary data was imported into eoStar, was interpreted correctly, and that it landed in the right place. Data validation can run in parallel with the conversion step. I’ll keep you aware of what data has been imported so that you can start the review process immediately. We’ll provide a means for you to do this via eoStar along with a set of reports to aid the process.
  • Go-Live DB conversion - This is the two weeks prior to Go-Live. We will request a set of updated files in order to have your latest customers, products, etc. and build the go-live DB with this fresh data. The day before go-live, we will import the missing two weeks of sales and import current A/R, PO, and inventory data.
  • Go-Live incremental update – This is performed at Go-Live, to get the last two weeks of Sales history, current A/R, current inventory, etc.