Agency Contract Data Conversion Guide



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|Inventory Material Balance Conversion Guide |

|June 2010 |

|Phase 4 Part A |

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Inventory Material Balance Conversion Overview

Each Agency will need to extract inventory material balances from their legacy system and send the data to the SCEIS Material Management Team using the attached spreadsheet. This procedure/conversion will then “import” the quantity in the “Accounting 1 View” in the “Total Stock” data field, per Material Master, per Plant, per Storage Location.

The initial data load of Inventory Material Balance data is due from your agency on 30 June , 2010. The initial data load should be a sampling of your data from your legacy system and will be used to test your data.   The final data load from agencies is due no later than 23 July, 2010.

Agencies will enter a freeze period on 16 July, 2010, until go-live on August 2, 2010. No activity should occur in the agency’s legacy system after the close of business on 16 July , 2010.  Ensure your agency implements a plan to capture any inventory transactions during the freeze period, so these transactions can be keyed into SCEIS after the go-live date.

On-Hand Quantity Balances

Only Material Masters that were extended using the Material Master Extension Conversion spreadsheet will be on the Inventory Material Balance Conversion spreadsheet. Do not provide zero balances and/or negative balances.

Legacy Data Extraction and Mapping

Not all data columns/data fields require an entry from your agency. The name of the column in the spreadsheet corresponds to a specific SCEIS data field and/or data element. The names and the sequence of the columns in the spreadsheet should not be altered by the agency. If you adjust, replace, modify these columns then your data load will have a negative effect on the Legacy System Migration Workbench (LSMW) tool the SCEIS’s Data Migration Team uses to transfer your data from your legacy systems into SCEIS. Do not hide any columns or rows. Use the latest Conversion Guide provided by SCEIS located at the Data Conversion Documents tab. At sceis.

Special Instructions

“N” represents numerical. “X represents alpha-numerical.

Fields that are marked as ‘Required’ must be filled in completely.

Questions regarding this Conversion Guide should be directed to the SCEIS Materials Management Team, Fred Pieper, at fred.pieper@sceis., 734-0439.

|Field name |Description |Type |Length |Comments |

|Material Number |SCEIS Material Number |N |6 |Required. Use the Material Master Number provided by |

| | | | |SCEIS. Your agency’s list of Material Master Numbers |

| | | | |can be obtained from your AMML. |

|Plant |SCEIS Plant Number |X |4 |Required. Use the Plant provided by SCEIS. |

|Storage Location |SCEIS Storage Location |N |4 |Required – Normally 0001, unless multiple Storage |

| | | | |Locations are applicable for a Plant. |

|Batch Number |SCEIS Batch Number |X |10 |Optional. Only Required if Material is Managed in |

| | | | |Batches. |

|Quantity |SCEIS Quantity |N |13, 3 Decimal |Required. |

| | | | |Do not provide zero balances and/or negative |

| | | | |quantities. |

| | | | |DO NOT PROVIDE THOUSANDS SEPARATORS. Example: 1,213 |

|Alternate Unit of Measure|SCEIS UOM |X |3 |Optional – If your Plant is using a different UOM other|

| | | | |than the Base UOM, you must provide the information and|

| | | | |the conversion rate. This information should have been|

| | | | |provided to Fred well in advance of performing the |

| | | | |functions of this spreadsheet. Note if you have an |

| | | | |entry here then you need to also provide a conversion |

| | | | |rate to SCEIS. Example: 24 Each = 1 BX |

| | | | |122 Each = 1 CV |

| | | | |Email Fred Pieper fred.pieper@sceis. with the |

| | | | |applicable Material Master Number and the conversion |

| | | | |rate. |

| | | | |Agencies will need to coordinate this action with Fred |

| | | | |prior to submitting the extension spreadsheet. |

|Serial Number |SCEIS Serial Numbers |X |18 |Optional. Only Required if material is Serialized. |

| | | | |Provide the serial numbers of the material in the |

| | | | |on-hand inventory that will be required to be keyed-in |

| | | | |when you process a Goods Issue. Please see the |

| | | | |embedded spreadsheet for sample data. |

|Inventory Value |Inventory Value |N |13, 2 Decimal |Required. Provide the Total Dollar Value of the item |

| | | | |held in Inventory. |

| | | | |E.G.: (10 on Hand at $5.00 EA then the value should be |

| | | | |50.00) |

Formatted Inventory Material Balance Data Template

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