Overview of programs to be run when converting from FundWare to Financial Edge.

Prior to converting from FundWare to Financial Edge, multiple diagnostic and cleanup steps must be run.
Professional Services asks that these steps be run prior to the first Test Conversion.

Before running any pre-conversion steps, ensure you first have a Divison Backup created through Division Maintenance.

Complete the following steps in order:
  1. Run the FileMaint.exe program to re-org all the database ISAM files to be converted. This will need to be run for each division to be converted.
  2. Log into Division 00, go to System Utilities and run the following data preparation programs in order to fix any potential problems in the data. 
Note: You will enter the Program Name, Switches, and Parameters.  Use the default business date and select the appropriate Division number and "Run".

Programs for General Ledger:
  • Program Name:  CST991 Switches:  1  Parameters: <blank>
    • This program compares the General Ledger Detail files with summary files and produces report CSKLER.L## (## will be your division number).
    • If there is anything on the report other than descriptive accounts, your Professional Services Consultant should be contacted for further instructions. Descriptive accounts will be cleaned up below with CST994.
  • Program Name:  CST900 Switches: <blank>  Parameters: CST907
    • This program fixes any account descriptions that have null characters. No report is generated and no action is necessary.
  • Program Name:  CST900 Switches: <blank>  Parameters: CST905
    • This program fixes an internal account number in the CSL file. No report is generated and no action is necessary
  • Program Name:  CST900 Switches: <blank>  Parameters: CST903 
    • This program creates a report of accounts not in the Chart of Accounts that are in the summary (CSJ) file.  Produces report CSREPST.L## (## will be your division number).
    • These accounts may need to be added to the Chart of Accounts. If the report is not blank and there are any questions, your Professional Services Consultant should be contacted for further instructions.
  • Program Name:  CST900 Switches: <blank>  Parameters: CST902
    • This program rebuilds external IDs in the CSI file. No report is generated and no action is necessary.
  • Program Name:  CST970 Switches:  <blank>  Parameters: <blank>
    • This program zeroes out large (incorrect) amounts in units/rate field in CSK/CSJ files. Produces CSUNITS.L## (## will be your division number) but no action is necessary.
  • Program Name:  CST994 Switches:  <blank> Parameters: <blank>
    • This program lists any descriptive accounts that have transactions. Produces the CSILER report.  Descriptive accounts are not converted; therefore any converted transactions for them will contain blank account numbers.
    • Change the accounts listed in the CST994 report to Active through General Ledger, Accounts, Edit Accounts before running Data Conversion.

Programs for Accounts Payable:

  • Program Name:  OTS970  Switches: 1  Parameters: <blank>
    • This program compares the Accounts Payable obligation files for discrepancies and produces report OTS970.L## (## will be your division number). 
    • The same report with a Switch of 2, will purge any obligations that say purge.  Your Professional Services Consultant should be contacted for further instructions before running with a switch of 2.
  • Program Name:  OTS971 Switches:  1  Parameters: <blank>
    • This program compares the Accounts Payable check files against the obligation files and produces report OTS971.L## (## will be your division number).
    • The same report with a Switch of 2, will purge any obligations that say purge.  Your Professional Services Consultant should be contacted for further instructions before running with a switch of 2. The same obligations that showed on the OTS970 report may be on this report.
  • Program Name:  OTS900 Switches: <blank>  Parameters: <blank>
    • This program synchs Accounts Payable detail and vendor files. No further action is necessary.
  • Program Name:  OTS906 Switches:  3  Parameters: <blank>
    • This program reposts the bank detail to the bank summary files. No further action is necessary.

 

 Once all the programs have been run for the copy division, the next steps to prepare the division to be migrated to The Financial Edge  are to purge all paid invoices, purge inactive vendors, and purge all but the 3 most recent fiscal years.


How to Purge Paid Invoices 

1.In Accounts Payable, go to Maintenance, Purge Paid Invoices.
2.In field 1, entering 'Y' will produce the preliminary OTPUR report for the paid invoices that meet the criteria.  Entering 'N' will delete the paid invoices meeting the selection criteria and produce the OTPUR report.  We strongly    suggest that your produce a preliminary report and review the selected invoices before purging them permanently from your system.
3.The 'From Stage' is always the reconciled stage.
4.In the Before field, enter the date to include all invoices reconciled on or before this date (not invoiced on or before this date).   Date format must be mm/dd/yy.
5,In the Report Ref field, select a reference to sort the invoices on the report. The default is A = obligation.
6.Type 0 and press ENTER to accept your entries.
7.Type Y to file the purge report OTPUR or type N to print the report directly to your printer.
8.Open Print Manager and review the OTPUR report.
9.If the invoices to be purged are correct on the OTPUR report, repeat steps 1-6 with selecting 'N' for the Preliminary entry in step 2.  When you do a final purge of paid invoices, the purge information is appended to the OTPUR report.
10.After you purge your paid invoices, you must rebuild the OTI and OCD files.

To rebuild the OTI and OCD files:

1. Make sure there is a good backup and that everyone is out of FundWare.
2. Select File, select Open FundWare.
3. Verify that 00 System Administration appears in the drop down box, click OK.
4. Select System Administration, select System Utilities.
5. Enter the following in the Execute Program portion of the screen:

       Program Name            AFW800
       Switches                
       Parameters              AFW807
       Business Date           Use today's date
       Division                Select the appropriate division.
       Click Run.

6. Hit enter at the blue screen.
7. The DOS prompt appears.

(In the following steps, instead of ##, type in your 2 digit division number)

8. Type:  rename  ##oti*.*  xxoti*.*  (press enter)
9. Type:  exit  (press enter)
10. In the menu bar, select System Administration, select System Utilities. 
11. Enter the following in the Execute Program portion of the screen:

        Program Name: OTS990
        Switches: Leave blank
        Parameters: Leave blank
        Business Date: Use the today's default date    
        Division:  Select the appropriate division

12  Click Run.
13  Type 'Y' to or press ENTER to begin the task.  When the task is complete, you will return to the System Utilities window.
14.  In the Execute Program area, enter the following:

        Program Name: OTS906
        Switches: 3
        Parameters: Leave blank
        Business Date: Use the today's default date    
        Division:  Select the appropriate division

15.  Click Run.
16.  Type 'Y' to or press ENTER to begin the task.  When the reposting is complete, press ENTER to return to System Utilities. 
17.  In Division Maintenance, select the appropriate division and click Clear AP Flags.
18.  Close System Administration.
19.  In Windows Explorer, browse to the FundWare/7.xx/Bin folder and locate the APCheckMaint.exe file.
20.  Double-click the APCheckMaint.exe file.
21.  Select the correct division in the drop-down list.
22.  Click Start.  When the process is complete, a message displays.
23.  Click Exit.

How to Purge Inactive Vendors 

To purge inactive vendors:

  1. Create a backup of the division and ensure all users are logged out of Accounts Payable.
  2. Go Accounts Payable. Maintenance, Purge Inactive Vendors.
  3. In field 1, entering 'Y' will produce the preliminary OTVPRG report for the vendors that meet the criteria.  Entering 'N' will delete the inactive vendors meeting the selection criteria and produce the OTVPRG report.  We strongly suggest that your produce a preliminary report and review the selected vendors before purging them permanently from your system.
  4. Select the field on which to you will sort the vendors and press ENTER.
  5. Complete the selection criteria to determine the vendors to be purged. When you have completed all fields, FundWare will display a message at the bottom of the window indication that the selection has been added.
  6. Press ESC to return to the Purge Inactive Vendors screen.
  7. Enter additional selection criteria, if required.
  8. When complete, type E to end the task. They system offers you the chance to return to a field or accept your entries.
  9. Type 0 to accept your entries. 
  10. Type Y to file the purge report OTVPRG, or N to print the report directly to your printer.
  11. In Print Manager, review the OTVPRG report to verify the correct vendors will be purged.
  12. Repeat the purge process above this time entering N for the preliminary report in step 3.
  13. After the inactive vendors have been purged, you must rebuild the OTI files.
To rebuild the OTI files:
  1. Use Windows Explorer or DOS to rename the ##OTI*.* files to xxOTI*.* as a temporary backup.  These files can be deleted once this process is completed.
  2. Sign into Division 00 System Administration.
  3. Select System Utilities, Execute Program and enter the following:
        Program Name: OTS990
        Switches: Leave blank
        Parameters: Leave blank
        Business Date: Use the today's default date     
        Division:  Select the appropriate division
  1. Click Run.
  2. Type 'Y' to or press ENTER to begin the task.  When the task is complete, you will return to the System Utilities window.
  3. Close this instance of FundWare.
How to Purge Fiscal Years 
 

To purge a year, the following year's beginning balances must be unlocked. This can be done through General Ledger > Lock Periods/Years to Posting.

To Purge or Save the Year :

  1.         From General Ledger, select Year End Processing.
  2.         Click the Purge /Save Fiscal Year tab.
  3.         Select the appropriate ID Type.
  4.         Select the Fiscal Year End.  This year and all previous years will be purged.
  5.         Select the appropriate Process Option (Purge Detail or Save Summary Balances).
  6.         If you select Purge Detail, you will be given the option to purge inactive accounts at the same time.  Accounts with activity will not be purged.
  7.         Click OK.



Note: Fundware to The Financial Edge Conversion Questionnaire is attached below.

 
  FW to FE Conversion Questionnaire.docx

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