Data Verification

The final step of the Data Conversion process is the testing and verification of the converted data. Despite the fact that Prophet 21’s Data Conversion department performs hundreds of transfers a year, each one presents new challenges. For this reason we cannot emphasize enough the importance the verification of the data before the final conversion is performed.

Although our Data conversion department has checked the data for accuracy, your company’s personnel are the only ones who can truly verify its integrity. By examining the data closely, your employees who work closely with the data can perform the best verification.

Additionally, if there are any issues with the data, it is easier for someone who is familiar with the data to spot the fields or records that are not complete after the conversion. So in addition to determining if there are any issues with the data, we are also looking for your feedback as to the root of any problems.

Through our experience with hundreds of implementations, we have seen the impact of incorrect data on clients who were lacking in their verification of the data. For this reason, we want to stress the importance of this task, by requiring you, or another agent of your company to sign off on the verification of the data. When this task is complete, please complete the form at the end of this document, and return it to your Data Conversion Rep.

Accounts Payable Verification

The following steps are to help you review your Account Payable data. Use these instructions as an aid to verify the total amount of Open Payables.

The first step of verification begins when you provide the data to Prophet 21. In order to verify the data, you need to have an accurate picture of what it looked like on your legacy system.

We suggest that you have two pieces of information available in order to verify the data. Both must match the data

  1. Total balance of open A/P at the time the data was extracted.
  2. You need to record the balance for each branch. A complete listing of open A/P transaction detail.

Once the data has been converted, then you can begin to verify the data on your Prophet 21 CommerceCenter system with the data you recorded from your current system.

First, you want to find the total of your open payables that were converted. In the Payables module, under the Reports menu, please print an A/P Trial Balance, filling in the current period and year. You can print preview this report.

Go to the end of the report and match the totals with your current system. If the totals match, then we recommend that you spot-check the accuracy of the detail for your top 10 vendors. This would be accomplished by going into the Inquire menu from the main Payables menu. Choose the A/P drill down option by Vendor and enter in the vendor ID of the particular vendor to view the detail. Please verify the information you see is the same as what is on your source data.

Important!If you experience any problems with the data, please make detailed notes as to the vendors involved, and the details of the problems. If the totals or individual details do not match we need details as to the specific vendors which are incorrect and the invoices where there are discrepancies. As you and your employees are the most familiar with the data, your input is required to correct any inaccuracies with the conversion.

Again, we want to emphasize the importance of taking your time, and thoroughly validating the data that has been converted. This data will be converted in the exact same manner prior to your go live, and any problems found now will be carried over to your go live data if they are not found and corrected in this step.

The above steps should serve merely as a guide regarding the verification of the data. The more time you can spend probing deeper into the data, the higher the confidence level will be in the data. These guidelines only give you a starting point for you to begin the verification process.

Payables Verification Sheet

Important!Please verify this data within 2 weeks of the conversion. Sign and date this sheet and fax it to your Data Conversion Representative at 215-321-8015. This form must be signed and returned to the Data Conversion Department prior to your final transfer date or we will not be able to transfer your final data.

Original Accounts Payable Value
/
Converted Accounts Payable Value
Verified Vendors
Company Name:
Signature:
Date:

Your signature on this document signifies that you have completely verified the accuracy of your data. If errors are discovered after go live, which can be attributed to the lack of verification, we will fix the errors, if possible. In this case, the modifications will be in addition to the original conversion amounts, and will be billed at an hourly rate of $200 per hour.

Fax to (215) 321-8015

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