AR: Customer Conversion 4 Sheets Lean Specification

Data Conversion Specification

Customer Conversion

VJ Cloud Implementation

Author:

Creation Date: 05^th September 2023

Last Updated: 05^th September 2023

Document Ref:

Version: 0.1

Document Control

Change Record

Date	Author	Version	Change Reference
05/09/2023		0.1	Initial Draft

Reviewers

Name	Position

Approvers

Name	Position

Contents

Document Control...................................................................................... 2

Change Record........................................................................................... 2

Reviewers.................................................................................................. 2

Approvers.................................................................................................. 2

Introduction.............................................................................................. 4

Conversion Scope, Strategy, and Assumptions.................................................. 4

Prerequisites.............................................................................................. 4

MAPPING SPECIFICATIONS........................................................................... 6

Data Extract Component Logic...................................................................... 7

Data Extraction Rules................................................................................... 8

Data Reconciliation...................................................................................... 8

Upload Component Logic............................................................................. 9

Data Flow Assumptions/ Prerequisites............................................................ 9

Open and Closed Issues............................................................................. 10

Open Issues.............................................................................................. 10

Closed Issues............................................................................................ 10

Introduction

The purpose of this document is to document and communicate the configurations, data mapping, interdependency, and component design specifications for the conversion of the Customer that is going to be converted to the Oracle Cloud applications, where the Master SFDC Client will be used as the source for “Customer” information, Then the Customer will be Created in Oracle Fusion Cloud Financials.

Following Objects will be converted:

Customer, Contacts and Customer Bank Accounts.

Conversion Scope, Strategy, and Assumptions

The Conversion Component Designs are used by the project team as the basis for the design and construction of the Customer conversion.

High-Level Conversion Process Overview Customer Conversion

The Data Migration of Oracle Customer data will involve the conversion of data from the SFDC system into Oracle ERP Fusion.

a. The data being migrated from SFDC into Oracle ERP Fusion will be transformed because the source and target data structures are different.

Prerequisites

The following setups are defined in Oracle ERP Fusion Instance to upload the Customer.

· Manage Receivables Customer Profile Classes

· Create DFF for Customer Number at Customer Account level (Customer Number)

· Create DFF at Customer Site Level for (Sales Person SFDC ID and Account Number SFDC ID)

· Manage Business Unit Set Assignment (Customer Account Address Sets: VJ_ITALY_BU_SET)

· Master project data must have been extracted and made available for Customer Data Transformation (For Party – Customer relationships)

MAPPING SPECIFICATIONS

Please find attached Rapid Template for Mapping and FBDI Template for Conversion

Best Practices
1. Ensure FBDI column value does not have extra space or special characters !@#$%^&*"\/
2. Dates format is expected in YYYY/MM/DD
3. Customer Names and Addresses can be in Capital Case
4. Any Number field is expected to be less than 15 characters
5. It is suggested not to have duplicate Customer names. In such cases, Customer number should be different.
6. One customer will have one Customer Number and one Account Number
7. One Account can have one or many Sites and each Site will have one Site Number
8. One site will have one address and purpose as BILL-TO or SHIP-TO
9. If same customer has an entity in different country, create a new customer with new identifiers
10. In Navision, * mark customers indicate BILL-TO addresses for which one BILL-TO and SHIP-TO should be mandatorily created and for other customer ship to locations, they can be added to the same account as different SHIP-TO addresses without any BILL-TO.

S No.	Source Field	Fusion Field	Data Cleansing Suggestions	CG Comments	Comments	Sample Data	Comments by Client
1	No.	Attribute1				C001489	We will use new number for Customer number creation. Old Navision customer number will be stored in DFF
2	Name	Customer Name	Remove any special characters All names in caps - ? name to be constant for all rows for a single customer			KOSME S.R.L.*	Max 360 char Combining into Name or move Name 2 to Adress 1 ? remove special characters Navision = 50 char
3	Name 2	NA		if exists, place this data in Address Line 1	JS: will be added to "Name"
4	VAT Registration No.	Registration Number		Discussion Needed		IT00623830205	Customer, account, site level?
5	City	City				FORLI
6	Address	Address Line 1				VIA SEGANTI, 71
7	Address 2	Address Line 2
8	County	County
9	Post Code	Post Code
10	Country Code	Country	All Countries - Currency and Phone.xlsx Pick COuntry code from the list			Italy

11	Contact	Contact	All Countries - Currency and Phone.xlsx First name and Last name are mandatory for contact Contact Number validations can be found in the sheet	contacts are in different extract which will be populated in contact sheet of FBDI		DUE TIGLI SRL	VJ needs to decide which contacts we need to take over - customer contacts, - Contact table seperate mapping sheet Where to store: - Account - Account Site
12	Phone No.	Phone number				+39 0543473300	See Contact
13	Our Account No.	Attribute		Account level Attribute	JS: need to check use in different countries
14	Territory Code	see notes		Jens to clarify we can skip in Italy	11.10.2023 Not used in Italy JS: need to check use in different countries
15	Global Dimension 1 Code	SIte level -Location Segment in COA		ignore	JS: BUSINESS UNIT		Question to Simone
16	Global Dimension 2 Code	NA		ignore	JS: DEPARTMENT		Question to Simone
17	Credit Limit (LCY)	Site Profile (Bill to)				40000	Field doesn`t exist in mapping sheet
18	Currency Code	Currency	All Countries - Currency and Phone.xlsx Currency codes are found in the sheet				Field doesn`t exist in mapping sheet
19	Language Code	Site Language
20	Payment Terms Code	Customer Profile -> Payment Terms	Payment Terms Payment terms defined in fusion can be found here	2 payment terms are expected other for services Ans: We can store only 1 payment term per customer which is default	10.10.2023 There is a requirement to store servicepayment terms as well There can be different payment terms depending if it is service or non service related. See "Payment Terms Code (Service)"		Field doesn`t exist in mapping sheet
21	Salesperson Code	Attribute		ATTRIBUTE2 at site level	JS: Sales Person linked to a customer record
22	Shipment Method Code		01_Purchasing Configuration Workbook.xlsx	Attribute at site level as no such option at customer level, need to understand if it present at order level CG to confirm on availability of freight terms, FOB Ans: Not part of customer and no possibility to handle at customer level	JS: EXW, CIF..		See CG comments
23	Blocked			CG to confirm on blocked status Ans: Not part of customer and no possibility to handle at customer level Discussion Needed	10.10.2023: There must be an alternative?! JS: it is not a date, it is a boolean, if the customer is blocked there is no transaction possible anymore		See CG comments
24	Bill/to Customer No.	Bill To		Bill to is mapped as both Bill to and Ship to
25	Payment Method Code	Payment Method	VJ_AP_Configuration_Workbook.xlsm Payment method codes config in Fusion	Jens to share Payment Method Codes and CG to configure	JS: see Payment method code service		Confirm / Map Payment Method odes Is this field Payment Method or Receipt Method
26	Location Code	in use		Ignore CG to confirm if available on customer level Ans: For every location, provide it in COA combinations used in customer master. If more than 1 location to be used, create multiple sites according to location	Auumption: It is Bill-To Site or Ship-To Site Path: Customer >> Site >> Site Details Address Purpose JS: default subinventory code for Order Management
27	E/Mail	Email					Part of contact Contact?
28	Home Page						Part of contact Contact?
29	Primary Contact No.	Primary Contact				0543/473300	Part of contact Contact?
30	Service Zone Code	Attribute		site level attribute	used for service invoice creation

31	Your Reference Manditory on Hotline	in use		Jens to check with services team	10.10.2023 not required JS: Need to check of this is required in FSL or not
32	Expandit PO No. Mandatory	in use		Jens to check with services team	10.10.2023 not requird JS: Need to check of this is required in FSL or not (see line before) not required
33	Send Zero Value Invoice	in use		A standard program will send zero value invoices on adhoc basis	JS trigger if zero amount invoices/credit notes are send / mailed to the customer in addition the is a company setup not required		Discussion stil open?
34	Customer Service	in use		Ignore for Italy, Mandatory for Germany	JS: Used in quite some other countries but not in Italy, need to check later
35	Fiscal Code	Registration Number		Italian Localisation - only used in Italy needs discussion As discussed with Bart,Fiscal code is for Person type customers and Registration Number is used in Fusion to populate this column.			see VAT Registration No.
36	SDI Code	Attribute		Used in einvoice xml to direct the tax authority to respective recepient Attribute at site level	Italian localsation for e-Invoicing	Import into Attribut Bill-to-site	TBD
37	PEC E/mail	Attribute		Attribute at site level	Italian localsation for e-Invoicing	Import into Attribut Bill-to-site	TBD
38	Your Reference Mandatory on Service Invoice	Attribute		Attribute at site level (Reference) Used as part of FSL integration	10.10.2023: Required JS: customer PO number required for service invioce posting, not used in Italy		TBD
39	Screening Type				VC screening		TBD
40	Screening status			Attribute at site level	VC screening		TBD
41	Screened by user				VC screening		TBD
42	Screened at date			Attribute at site level	VC screening		TBD
43	Screening Note				VC screening		TBD
44	Customer Dimension Code	NA		Discussion Needed	See customer dimension CHANNEL / Parent_account		TBD
45	Shipping blocked	in use		CG to check the possibility Not part of customer and no possibility to handle at customer level	Customer blocked for shipments,		See CG comments
46	Prijsgroep	in use		attribute at customer level import price group from Navision	JS: Part of sales price adminstration		Moved to Sales Price List
47	Preferred Bank Account	Pull Bank account using this field and populate all bank details			JS: part of SEPA Direct Debit function		Part of Bank account conversion
48	Contract Information	ignore		Jens to check with services team	JS: Part of service invoicing, only very limited use in Italy
49	Exclude from Shipping Blocked before	ignore		CG to check the possibility to understand if ship block is cleared Not part of customer and no possibility to handle at customer level	JS: Part of automated shipping blokced function
50	Tax Office	ignore		ignore jens to confirm	JS: not used in Italy
51	Comm. Profile Template Code	see notes		CG to check on comm methods At Customer contacts - we have communication methods, for only receivable puposes - Dunning and Collections	Assumption: Is it sending sales invoice to customer if yes it is in profile history >> Invoicing tab >> Preferred delivery method JS: This is not just for sales invoices but for shipment notes, order acknowledgements, quotes..as well.
52	Payment Terms Code (Service)	in use		Jens to check with services team	10.10.2023 Required Assumption: Is it payment terms JS: see Payment Terms, this is payment terms for service only
53	Accept purchasing conditions	in use		attribute at customer level	JS: very limited use, 14 records in Italy, 164 in total		TBD
54	Hide amounts on non/machine documents	Hide the amounts at reporting level		attribute at customer level			TBD
55	Hide amounts on machine documents	Hide the amounts at reporting level		attribute at customer level			TBD
56	Partner Type	in use		check Direct Debit functionality in Fusion and decide on this We do have the Direct Debit functionality where the Bank details are required for the customer. We do not store any Partner Type for this.	JS: part of DD functionlity
57	Payment Method Code (Service)	in use		Jens to check with services team	10.10.2023 Required JS: used in Italy, need to check of there are different terms for service and non service
58	OB10 Identifier	Attribute		Attribute at site level	JS: required for Tungsten integration
59	Search Name			Ignore	Ignore search Name from Navision extract	KOSME S.R.L.*
60	Last Date Modified	Last Updated Date		Ignore		8/23/23 3:10 PM
61	Telex No.	NA		ignore	NA
62	Chain Name	see notes		ignore	JS: need to check use in different countries Only 4 records in Italy
63	Budgeted Amount	NA		ignore	JS: not used in any of the countries
64	Customer Posting Group	NA		Jens to confirm	JS: Navision accounting information		Question to Simone
65	Price Group Code	NA		ignore	JS: part of the price list setup (OEM, UNILEVER, NESTLE..)
66	Statistics Group	see notes		Ignore for Italy	JS: need to check use in France
67	Fin. Charge Terms Code	see notes		ignore	JS: need to check use in Germany, NL
68	Shipping Agent Code	In use		ignore	Default Shipping Agent Code passed over to EBS when PO via UDP is created
69	Place of Export	NA		ignore	JS: not used in any of the countries
70	Invoice Disc. Code	In use		ignore	JS: need to check use in different countries
71	Cust./Item Disc. Gr.	NA		ignore	JS: not used in any of the countries
72	Collection Method	NA		ignore	JS: not used in any of the countries
73	Amount	NA		ignore
74	Invoice Copies	In use		ignore	Number of invoice copies sent to the customer
75	Last Statement No.	NA		ignore
76	Print Statements			ignore	rarely used in UK and Ireland
77	Priority	Set Primary		ignore
78	Application Method	see notes		ignore	How payments are applied, Oldest or Manual, Italy is only manual, other countries have some customer wiht application to oldest
79	Allow Quantity Disc.	see notes		ignore	Assumption: I think it is Allow Discount path: Customers >> Profile History >> Terms Tab >> Allow Discount JS: don`t think this is applicable, can`t find a huge number of records where we have qty discounts
80	Prices Including VAT	NA		ignore
81	Fax No.	Fax Number		ignore		0543/473300
82	Telex Answer Back	NA		ignore
83	Combine Shipments	In use		ignore
84	Gen. Bus. Posting Group	in use		Jens to confirm	we need to know how to map the GL accounting to the existing codes in Fusion		Question to Simone
85	Reminder Terms Code	NA		ignore	Not using reminder in Navision		Question to Simone
86	No. Series	NA		ignore			Question to Simone
87	Tax Area Code			ignore			Question to Simone
88	Tax Liable	NA		ignore			Question to Simone
89	VAT Bus. Posting Group	in use		Jens to confirm	we need to know how to map the VAT accounting to the existing codes in Fusion		Question to Simone
90	Reserve	NA		ignore
91	Responsibility Center	see comment		ignore	JS: not used in Italy, need to check in other countries
92	Shipping Advice	in use		ignore will be decided at order level	default shipping advice, Partial or Complete
93	Shipping Time	NA		ignore
94	Shipping Agent Service Code	in use		ignore	Default Shipping Agent Servcice Code passed over to EBS when PO via UDP is created
95	Notification Process Code	NA		ignore
96	Queue Priority	NA		ignore
97	Base Calendar Code	NA		ignore
98	Customer Type			ignore
99	Marker	NA		ignore
100	Service Techniker	in use		ignore	JS: Used in quite some other countries but not in Italy, need to check later
101	Latitude	NA		ignore	Only used in Turkey to send customer coordionates to service technician
102	Longitude	NA		ignore	Only used in Turkey to send customer coordionates to service technician
103	Electronic documents allowed	NA		ignore
104	Cumulative Bank Receipts	NA		ignore	Italian localsation but not used
105	Laetus Customer	in use		ignore	JS: used in Italy only to keep Laetus seperately, not sure of still needed
106	Exclude from TrustIT	NA		ignore	Part of Trust.IT integration
107	Timestamp Field	NA		ignore	Primavera intergration
108	Community Tax Number	NA		ignore
109	Transactie type	NA		ignore
110	Transport methode	NA		ignore
111	Creation Date	Account Established Date		ignore		01-01-2021	One date for all records
112	Payment Days Code	in use		ignore	JS: Defaulter with customer nuimber, need to check use
113	Non/Paymt. Periods Code	in use		ignore	JS: Defaulter with customer nuimber, need to check use
114	Distance to Office	NA		ignore
115	Invoice Send/to Address	in use		ignore	This is not a bill-to-side but an address where invoices have to be send to, could be for example a shared service center somewhere in Europe, not used in Italy, but in some other companies like France, Germany, Spain..
116	Shipment Method Valid Until	in use		ignore for Italy	see Shipment Method Code, this gives a period until the customer can have another shipment method code different from the default, means default is "EXW" but but until end of the year the customer will be setup with FOC. There is a batch to put hte shipment method code back to default after the date has expired
117	Region Code	NA		ignore
118	Alt. Currency Code	NA		ignore
119	Plafond Enabled	In use		ignore	JS: used in Italy. Part of localization?
120	Id	NA		ignore	JS: part of polish customisation
121	Enable Shop Logins	NA		ignore
122	Use Bill/to OB10 Identifier	in use		ignore	JS: required for Tungsten integration
123	Use Ship/to OB10 Identifier	in use		ignore	JS: required for Tungsten integration
124	Base Process Nos.	NA		ignore
125	D/U/N/S Number	NA		ignore	JS: Not in use
126	DunTrade Last EntryNo	NA		ignore	JS: Not in use
127	DunTrade Last ExportDate	NA		ignore	JS: Not in use
128	DunTrade No Export	NA		ignore	JS: Not in use
129	DunTrade Startdate Graphic	NA		ignore	JS: Not in use
130	Default Bank Acc. Code			ignore
131	Customer Consecutive No.	NA		ignore	JS: localisation
132		*Customer Number	series to be followed and manually entered in FBDI Eg:1000000				New number series are created
133		*Account Number	series to be followed and manually entered in FBDI Eg:2000000				New number series are created
134		Account Description	Customer name without special characters
135		Customer Class	VJ_AR_Configurations_Workbook.xlsx Customer class values
136		Customer Profile Class	VJ_AR_Configurations_Workbook.xlsx Customer Profile class values
137		*Site Number	series to be followed and manually entered in FBDI Eg:3000000				New number series are created
138		*Location Source Reference	series to be followed and manually entered in FBDI Eg:4000000				New number series are created
139		*Site Purpose Source Reference	series to be followed and manually entered in FBDI Eg:5000000				New number series are created

Data Extract Component Logic

Note:Describe the component logic for the download component(s) used to convert the entity being converted.

Bring Customer, Contacts and Customer Bank Accounts from existing SFDC ERP to Oracle ERP Fusion.

Data Extraction Rules

Data is extracted from the following table

HZ_PARTIES
HZ_PARTY_SITES
HZ_CUST_ACCOUNTS
HZ_ORIG_SYS_REFERENCES
HZ_CUST_ACCT_SITES_ALL
HZ_CUST_SITE_USES_ALL
HZ_CUST_ACCT_RELATE_ALL
HZ_CUST_ACCOUNT_ROLES
HZ_ORG_CONTACT_ROLES
HZ_CONTACT_POINTS
AR_RECEIPT_METHODS
RA_CUST_RECEIPT_METHODS
AR_RECEIPT_METHOD_ACCOUNTS_ALL
HZ_CODE_ASSIGNMENTS
HZ_ORIG_SYSTEMS_B
HZ_ROLE_RESPONSIBILITY
HZ_RELATIONSHIPS
HZ_LOCATIONS
IBY_EXT_BANK_ACCOUNTS
IBY_EXTERNAL_PAYERS_ALL
HZ_PARTY_SITE_USES
HR_ORGANIZATION_UNITS
HZ_PERSON_LANGUAGE
HZ_CUST_PROFILE_CLASSES
AR_COLLECTORS
HZ_CUSTOMER_PROFILES_M
AR_AUTOCASH_HIERARCHIES
RA_TERMS_B
AR_STATEMENT_CYCLES
RA_GROUPING_RULES
HZ_CUST_PROF_CLASS_AMTS
IBY_ACCOUNT_OWNERS