OneSource Data Conversion Checklist

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NOTE: Converting (moving) data from one accounting system into another can be a very challenging process (for the customer and the company importing your data). This single document has been designed to simplify the process, and greatly reduce the potential headaches that typically accompany a data conversion process.

Properly converting your data involves identifying, reviewing/repairing, exporting, importing & auditing your data. This document includes a Data Conversion Checklist designed to help both parties determine (at a glance) the overall progress to completion and what needs to be done by both parties to insure a successful conversion.

The overall process follows these 4 major steps/phases:

• Step 1 – OneSource Data Conversion Manager & Customer to:
1. identify where the various types of data is stored (see columns 2-3 below)
2. identify which types of data will be exported and imported (and which types of data will be entered into OneSource by the Customer) (see column 4 below)
3. work together to determine the best methods to export each type of data to be imported (see column 5 below)
4. work together to map each field of data exported to the appropriate field/column heading in the text file, table or spreadsheet created during the export process (see column 6 below)
• Step 2 – Customer to:
1. review all columns of data (in the newly created spreadsheets or database tables) looking for various types of outdated or invalid data to correct before the data is imported into OneSource (see column 7 below)
2. re-export all or part of the data (if necessary), count the total number of each type of record being imported (if desired), and then upload the data files (see column 8 below)
• Step 3 – OneSource Data Conversion Manager to:
1. import data into OneSource (see column 9 below)
• Step 4 – OneSource Data Conversion Manager & Customer to:
1. open each type of data in OneSource looking for any obvious problems (see column 10 below)
2. produce and review final Data Audit report
3. correct any problems
4. sign the final test acceptance at bottom of this checklist

OneSource Data Conversion Checklist:

1	2	3	4	5	6	7	8	9	10
Step 1 – Planning: Where is data? Who will do what? How do we get the data out of OneSource? Which fields will go where in OneSource?						Step 2 – Data Preparation		Step 3 – Data Import	Step 4 – Final Data Audit
Completed by OneSource Data Conversion Manager and Customer						Completed by Customer		Completed by OneSource Data Conversion Manager	Completed by Data Conversion Manager & Customer
Row #	Data Type	Data Currently Stored in Which Application?	Data Imported or Re-Keyed by? (OS = OneSource; Cust = Customer)	Export Data	Map Existing Fields of Data to OneSource Fields	Prep data for import into OneSource (See Data File Preparation Requirements below)	Upload data to OneSource FTP site. (Enter applicable record counts)	Import Data. (Enter Final Record Counts)	(1) Open each data type in OneSource. (2) Review Data Audit report & Correct any problems.
1	Customers & Prospects
2	Customer Pricing
3	Suppliers / Vendors
4	Jobs / Projects
5	Sales Notes, Activities, Call History
6	Quotes / Estimates
7	Open Sales Orders		Customer (why?)
8	Closed/Historical Sales Orders—including line items)		See Row 10 Below
9	Open Invoices/Credit Memo’s (Invoice total only, not including line items)
10	Closed/Historical Invoices (Including line items—imported as Sales Orders)
11	Inventory Items
12	Inventory Levels
13	Inventory Costs
14	Inventory Retail/List Prices
15	Inventory Pricing Matrix
16	Inventory Multi-Warehouse Info
17	Inventory Special Order Items
18	Inventory Lot Tracking Info
19	Inventory Serial # Tracking Info
20	Inventory Assembly Item (Kit) Info
21	Open (Un-received) Purchase Orders		Customer (why?)
22	Open Bills (Supplier/Vendor Invoices)