Open Sales Order Conversion Guide
January 2010
January 29, 2010 Page 2 of 3
Open Sales Order Conversion GuideOpen Sales Orders Conversion Overview
Currently, each Agency has its own Legacy Open Sales Orders. As part of the data conversion process, the SCEIS team will be moving those open sales orders into the SCEIS system.
Each Agency will need to extract their Open Sales Order data and send to the SCEIS team using the attached spreadsheet format and process described in the Agency Approach and Plan for Data Conversion. The Open Sales Orders will be loaded after the Material and Customer Masters are complete.
Each agency slated for “go live” with Sales and Distribution will be creating their own spreadsheet showing their open orders.
The Open Sales Orders will be derived from the data selection based on the existing legacy system.
Data Cleansing
Open Orders should be reviewed and ‘cleaned up’ prior to sending the data to SCEIS. Orders that will not be filled or have already been filled should not be included in the data.
For the final extract at go-live, partially-completed orders should be reviewed to see if they can be split into a completed order that will NOT be sent to SCEIS and an open order for the balances. Control totals should be provided for verification of the data load.
Legacy Data Extraction and Mapping
The field definitions below are to be used in identifying what legacy data corresponds to the SCEIS data and should aid with the mapping process. This list includes the attributes of the SCEIS fields (length and type) and whether the data is mandatory or optional.
Field Descriptions
Field name / Description / Type / Length / Offset / Data Source /Legacy Sales Order Number / Legacy Sales Order Number / X / 35 / Excel Spreadsheet
Legacy Sales Order
Item Number / Legacy Sales Order Item Number / X / 5 / Excel Spreadsheet
Sales Org / SCEIS Sales Organization / X / 4 / Excel Spreadsheet
Dist Channel / SCEIS Distribution Channel / X / 2 / Excel Spreadsheet
Division / SCEIS Division / X / 2 / Excel Spreadsheet
Sales Office / SCEIS Sales Office / X / 4 / Excel Spreadsheet
Sales Group / SCEIS Sales Group / X / 3 / Excel Spreadsheet
Sold to Party / SCEIS Customer Number / N / 10 / Excel Spreadsheet
Ship to Party / SCEIS Customer Number
Required / N / 10 / Customer Number in SCEIS – See Crosswalk Table
(Can be Equal to Ship To Party)
Bill to Party / SCEIS Customer Number
Required / N / 10 / Customer Number in SCEIS – See Crosswalk Table
(Can be Equal to Ship To Party)
Payer / SCEIS Customer Number
Required / N / 10 / Customer Number in SCEIS – See Crosswalk Table
(Can be Equal to Ship To Party)
Legacy Sales Order Number / Legacy Sales Order Number
Required / X / 35 / This is your current Sales Order Number
Plant / SCEIS Plant / X / 4 / Excel Spreadsheet
Delivery Date / Material Delivery Date / D / 8 / Excel Spreadsheet
Storage Location / SCEIS Storage Location / X / 4 / Excel Spreadsheet
Material Number / SCEIS Material Number / N / 6 / Excel Spreadsheet
Quantity / Open Sales Order Quantity / Quantity / 13, 3 Decimal / Excel Spreadsheet
Condition Record / Price Condition Record / X / 4 / Always = ZOVR
Unit Price / Sales Unit Price / X / 11, 2 Decimal / Excel Spreadsheet
Inco Terms 1 / Inco Terms 1 / 4 / Char / Defaulted to ‘EXW’
Inco Terms 2 / Inco Terms 2 / 10 / Char / Default to ‘Columbia’
Funds Centre / Funds Centre / 10 / Char / Excel Spreadsheet
Fund / Fund / 8 / Char / Excel Spreadsheet
Functional Area / Functional Area / 9 / Char / Excel Spreadsheet
Grant / Grant / X / 20 / Validate against SCEIS
Formatted Sales Contract Data Template
This spreadsheet is to be used for staging the Legacy data. Fields marked as ‘Required’ must be filled in completely. Information/columns that will be defaulted as part of the Data Load will not require any action and are hidden on the spreadsheet.
January 29, 2010 Page 2 of 3