FA: Data Conversion Mapping Specification

 

 

Data Conversion Mapping Specification

 

 

Asset Data Conversion

 

 

 

 

 

Cloud Implementation

 

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Document Control

Change Record

2

Date	Author	Version	Change Reference

 

 

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

 

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Introduction

Note:A work product document should be produced for each of the business entities being converted.  You may want to use the Subject field to indicate the business entity.

The purpose of this document is to document and communicate the configurations, data mapping, interdependency and component design specifications for the conversion of an individual entity that is going to be converted to the Oracle Cloud applications.

Following Objects will be converted:

Asset Additions

Conversion Scope, Strategy, and Assumptions

The Conversion Component Designs is used by the project team as the basis for the design and construction of the Assets data conversion.

High Level Conversion Process Overview- Assets data

A. The Data Migration of Oracle Assets data will involve conversion of data from CLIENT’s old legacy system into CLIENT’s new Oracle Fusion.

B. The data being migrated from CLIENT’s old system into new system will be transformed because the source and target data structures are different.

C. Only Active Assets should be considered for Asset extracts & Conversion.  However, active assets in tax book can be retired assets in Corporate book or vice versa.  Therefore, those assets should be converted.  Only retired assets in all books will NOT be converted.

D. Only capitalized assets will be converted and will not consider CIP & Expenses Assets

E. Fully Depreciated assets will not be converted. 

F. Asset NBV with Zero will not be considered for Asset Conversion. And based on client business scenario’s Asset Cost value with Zero in Corp book & the same asset cost more than zero value in Tax book will be considered for Asset conversion.

G. Assets will be loaded into Corp Book with Actual Asset cost, Accumulated Depreciation (Depreciation Reserve), YTD Depreciation Values, life in months and prorate convention with considering the cut-off date and system will calculate NBV & Remaining life post conversion.

H. Assets will be converted/loaded with actual Depreciation expense account mapping in both CORP and TAX Books.

I. For Asset conversion units value will be defaulted as 1. If any change in Unit required, so client should provide actual units for each asset

J. Retired assets in both Corp & Tax books will be not converted

K. We will load assets directly in Tax Books with existing Data (With actual Accumulated Depreciation, YTD depreciation and Total Cost balances) from Legacy system to Oracle

L. Same Asset Numbers will be used to load assets in Tax Books with actual asset cost, accumulated Depreciation, YTD Depreciation balances, Depreciation methods & actual asset life in Tax books

M. If any deviations/variances in converted asset balances, we should correct identified asset deviations with adjustment process 

N. Mass copy will not override Asset Cost and Depreciation after conversion

O. Convert assets for Brinker US (Corp, FED and FEDBONUS), Canada (Corporate and FED) and PDI (Legacy’s Legal entity 116 – FED and FEDBONUS)

P. Convert tax, freight and installation as Child Assets and associate to Parent Assets in conversion extract file? in Parent Asset Number column.

Q. Non-depreciable assets (except for LAND) will not be converted.

Need several attribute fields converting legacy’s asset data:

a. Retired (Y/N)

b. Text field

c. Add Fiscal Year and period

d. Last depreciated FY and period

e. Remaining life (tax)

f. Remaining Life (book)

Prerequisites

Following configurations are required in SaaS

·        Asset Categories

·        Asset Books

·        Fiscal Year

·        Asset Calendars

·        Prorate Convention

·        Asset Locations

·        Depreciation Method

·        Asset Key Flexfields

 

MAPPING SPECIFICATIONS

Data conversion process involves mapping of source and destination columns which is the critical part of entire conversion process. As discussed on Customers conversion with Videojet IT, mapping of the columns will be provided along with data in standard FBDI templates.  

Please find attached Rapid Template for Mapping and FBDI Template for Conversion (additions and adjustments).

FixedAssetMassAdditionsImportTemplate.xlsm

FixedAssetMassAdjustmentsImportTemplate.xlsm

 

Sample data provided by team in below link

               ITALY

 

Mapping sheet.

 

 

                             

Navision sheets shared by Client

                   

Data Extract Component Logic

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

Bring  Asset data and related details from existing legacy system to New Fusion.

 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
*Interface Line Number	Oracle Specific row to insert the records into interface tables(Any number)	There is no specific line for this field
*Asset Book	Need to enter the asset book	FA BOOK US GAAP_0333
Transaction Name	Enter the comments for Asset Addition	Addition
Asset Number	Unique asset number, legacy number to be populated for conversion.	Automatic numbering
*Asset Description	Description of an asset	Descrizione
Tag Number	Tag number to uniquely identifies an asset
Manufacturer	Manufacturer details of an asset
Serial Number	Serial number of serialized assets
Model	Model number of an asset
Asset Type	Type: Capitalized or CIP (if available) as per data in legacy systems	Defaulted to CAPITALIZED
*Cost	Cost of an asset	Valore COGS (mnfg IT)
Date Placed in Service	Installation date of an asset
Prorate Convention	Prorate Convention of an asset	FOLLOWING MONTH or ACRS HALF-YEAR CONVENTION
*Asset Units	No of units of an asset	Use quantity field, if blank then default to 1
Asset Category Segment1	Major Category defined for an asset. As a part of conversion new list has been defined for the combination of major and minor category of an asset and the same has been defined in Oracle	Provide value
Asset Category Segment2	Minor Category of an asset. As a part of conversion new list has been defined for the combination of major and minor category of an asset	Provide value
*Posting Status	NEW/POST – based on the information of asset to be processed	POST
Queue Name	Set the same value as posting status	POST
Feeder System	Legacy system	Navision
Parent Asset Number	Enter Parent Asset details
Add to Asset Number	Enter for Cost Adjustment	NA
Asset Key Segment1	Two segments defined for Asset Key	Free Text
Asset Key Segment2	Two segments defined for Asset Key	Free Text
In physical inventory	Yes/No for asset to be included in physical inventory
Property Type	Indicate property type: Personal/ Real
Property Class	Indicate type of class personal or real
In use	Yes or No flag to indicate if asset is in use. Yes for all active assets
Ownership	Owned or Leased flag of an asset
Bought	New or Used flag of an asset
Material Indicator	Y or N flag to indicate as Material
Commitment	Asset Commitment information
Investment Law	Investment laws of an asset
Amortize	Yes or No flag to Amortize asset
Amortization Start Date	Start Date of an amortization
*Depreciate	Yes or No flag to indicate Depreciation flag
Salvage Value Type	Salvage value type in PCT/AMT
Salvage Value Amount	Enter Salvage Value of Asset
Salvage Value Percent	Enter Salvage Value of Asset
YTD Depreciation	Year to Date depreciation of an asset
Depreciation Reserve	Accumulated depreciation of an asset
YTD Bonus Depreciation	Year to date bonus depreciation expense
Bonus Depreciation Reserve	Enter Bonus depreciation reserve
YTD Impairment	Enter the year-to-date impairment amount
Impairment Reserve	Total Impairment loss recognized of an asset
Depreciation Method	Enter the depreciation method of an asset
Life in Months	Life of asset in total months
Basic Rate	Applicable for flat rate depreciation
Adjusted Rate	Actual rate for flat rate depreciation
Unit of Measure	Used for units of production depreciation
Production Capacity	Capacity for Production depreciation
Ceiling Type	Ceiling type for asset in tax depreciation books
Bonus Rule	Bonus rule applicable for an asset
Cash Generating Unit	Cash Generating unit of an asset
Depreciation Limit Type	PCT or AMT depreciation limit for an asset
Depreciation Limit Percent	Enter as Percentage
Depreciation Limit Amount	Enter as Amount
Invoice Cost	Original cost of an asset
Cost Clearing Account Segment1	Asset Cost Clearing account
Cost Clearing Account Segment2	Asset Cost Clearing account
Cost Clearing Account Segment3	Asset Cost Clearing account
Cost Clearing Account Segment4	Asset Cost Clearing account
Cost Clearing Account Segment5	Asset Cost Clearing account
Cost Clearing Account Segment6	Asset Cost Clearing account
Cost Clearing Account Segment7	Asset Cost Clearing account
ATTRIBUTE1 - RETIRED Y/N	Y or N DFF attribute to mark asset for retirement
ATTRIBUTE2 - TEXT 240 Characters	Text field to enter description as DFF attribute in Oracle for addition information description of an asset	Free Text (For addition information)
ATTRIBUTE3	Legacy Asset description	Free Text (For addition information)
ATTRIBUTE4	Add YR/Period (Book)	Free Text (For addition information)
ATTRIBUTE5	Last Depreciation YR/Period (Book)	Free Text (For addition information)
ATTRIBUTE6	Project Type	Free Text (For addition information)
ATTRIBUTE7	Remaining Life (Book)	Free Text (For addition information)
ATTRIBUTE8	Remaining Life (Tax)	Free Text (For addition information)

 

 

 

 

Distributions Tab:

 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
Interface Line Number	Oracle Specific row to insert the records into interface tables
*Units Assigned	Number of units for depreciation
Employee Email Address	Value same as in Customers Tab
Asset Location Segment 1	Location Id	LOCATION ID
Asset Location Segment 2	City based on location id	CITY
Asset Location Segment 3	County based on location id	STATE
Asset Location Segment 4	State based on location id	COUNTY
Asset Location Segment 5	Zip Code based on location id
Asset Location Segment 6	Country based on location id
Depreciation Expense Account Segment1	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment2	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment3	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment4	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment5	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment6	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment7	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets.
Depreciation Expense Account Segment8	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets
Depreciation Expense Account Segment9	Asset Depreciation Expense account	Key in the actual depreciation expense account combination for conversion assets

 

Data Extraction Rules

Upload Component Logic

·        Click the Generate CSV File button to generate a ZIP file containing one or more CSV files. Upload the data using the Load Interface File for Import process into  FA_MASS_ADDITIONS and FA_MASSADD_DISTRIBUTIONS.

·        After you successfully load your data, you must submit the Post Mass Additions process to import the data into the application tables and create the assets.

·        To submit the Post Mass Additions process:

1. Navigate to the Additions work area under Fixed Assets.

2. Click on Post Mass Additions in the regional area.

3. Enter the Book as the parameter and submit.

4. Monitor the process in the Scheduled Process section of the work area.

5. If the Post Mass Additions process ends in error or warning, review the log file for details about the rows that caused the failure.

 

Data Flow Assumptions/ Prerequisites

The development specifications for asset data assume the following:

Key Assumptions are:

·        The data of asset data will be provided by the CLIENT extraction team directly into Oracle standard FBDI formats.

·        All required setups/configurations have been completed before the program is run.

·        All system level profile options have been setup.

·        Error Processing:

Click on Prepare Source Lines in the Additions work area.

1.      Enter the Book and Error in the Queue field in the Search section and search.

2.      Click Prepare All in Spreadsheet to export all rows to a spreadsheet. 

3.      Review and correct the errors in the spreadsheet and set the queue to Post for the corrected rows.

4.      Once all the errored rows are corrected, resubmit the process by clicking on Save and Post Mass Additions.

5.      Repeat the submit and error correction steps in this section until all rows are imported successfully and the assets created.

6.      You can enter reserve balances, such as depreciation reserve or, impairment reserve, only when the date placed in service falls in the previous period.

 

 

Open and Closed Issues

 

Note:Add open issues that you identify while writing or reviewing this document to the open issues section.  As you resolve issues, move them to the closed issues section and keep the issue ID the same.  Include an explanation of the resolution.

When this work product is complete, any open issues should be transferred to the project- or process-level Issue Log (Manage focus area) and managed using a project level Issue Form (Manage focus area).  In addition, the open items should remain in the open issues section of this work product, but flagged in the resolution column as being transferred.

Open Issues

 

ID	Issue	Resolution	Responsibility	Target Date		Impact Date
1
2
3.
4

 

Closed Issues

 

ID	Issue	Resolution	Responsibility	Target Date	Impact Date
1
2
3.
4