SAP Business One

PUBLIC

Data Migration Assessment

Release Family 8.8

August 2011

Instructions
Use this questionnaire during the Blueprint phase to collect information on legacy data to be
migrated to SAP Business One.
Data Migration Assessment

Company____________________________________ Go-Live Date_________________

1.1. Legacy Data

When will migration occur, with respect to the Year End Mid Year
company’s fiscal year? Period End
What data objects need to be migrated from the legacy
systems(s)?
Master Data:
1) Chart of Accounts*
2) Budget
3) Business Partners*
4) Items*
5) Bills of Material
6) Sales Forecast
7) Price Lists*
8) Special Prices
9) Catalogue Numbers
10) Employees
11) Service Contract
12) Service Templates
13) Customer Equipment Card
14) Knowledgebase Solutions
Item quantities and costs:
 Stocktaking counts
 Item costs*
Open transactions:*
 Sales Quotations, Sales Orders, Purchase
Quotations, Purchase Orders
 Delivery Notes and Goods Receipts PO,
Goods Receipts without PO
 AP and AR Invoices, Incoming Payments and
Vendor Payments (Prepayments or on-account
payments only)
 Contacts with business partners (Activities)
 Sales Opportunities
 Service Calls
 Production Orders
Opening balances:*
 For customer and vendor accounts
 For G/L accounts
 For bank transactions
*: Additional questions are provided for the respective
topics.
Data Migration Assessment

List the names of the legacy application(s) that contain

this data?

Can this data be extracted electronically using:

 Microsoft Excel
 SQL
 Other
Is there expertise within the company for extracting the
data?
Does the data need to be changed before being
migrated?
Specify:
Is there expertise within the company for cleansing the
data?
Is there a need to migrate closed transactions
(historical data)?
 For the current period
 For the last fiscal year
 For a longer period (specify)
Is the historical data required an operational basis
(productive environment) or is the information required
for reporting only?
Can historical data can be stored in another format
besides SAP Business One?
Can the migration of historical data be performed after Yes No
the go-live date?
Are there any exceptions to this?
Who is responsible for validating the imported legacy
data?

1.2. G/L Accounts

Will the existing Chart of Accounts be migrated?
If so, is it available in a spreadsheet file?
Are all accounts needed for GL Account Determination
in the Chart of Accounts? Is manual intervention
required?

1.3. Vendor Master Data

How many systems will the vendor master data come
from?
Is it available in a spreadsheet file?
What is the current volume of vendors in the legacy
systems?
 Data Migration Assessment

What is the frequency at which vendors are created

and changed?
 (This can help to determine how early the final extract
of vendor data can take place).
Is there a way to report new and changed vendor
master data for a specific time period?
(These changes can be added manually after the final
extract, if the volume is not too high).
How many of the vendors have not been used in the
last year?

Can vendors be excluded from the migration if there

are no open items against them?

What is the format of the legacy vendor number?

Does this need to change?
How are changes to vendor data maintained? Do you
receive files from vendors containing updates?

1.4. Open A/P Invoices

How many systems will this data come from?
What is the current volume of open invoices? under 100 over 500
100-500
Can some or all open invoices be paid and cleared out Yes No
of the legacy system prior to migration?
What historical invoice data is required in SAP
Business One?

1.5. Customer Master Data

How many systems will the customer and lead master
data come from?
Is it available in a spreadsheet file?
What is the current volume of customers in the legacy
system?

What is the frequency at which customers are created

and changed?
 (This should help to determine how early the final
extract of data can be done)
Is there a way to report new and changed customer
master data for a specific time period?
(These changes can be added manually after the final
extract, if the volume is not too high)
How many of these customers have not had any
transactions in the last year?

Can these customers be excluded from the migration if

 Data Migration Assessment

there are no open items against them?

What is the format of the legacy customer number?
Does this need to change?
How are changes to customer master data
maintained? Do you receive files from customers
containing updates?

1.6. Open A/R Invoices

How many systems will the A/R invoice data come
from?
What is the current volume of A/R invoice data? under 100 over 500
100-500
Is there a need to migrate closed invoice history data? Yes No
Can this migration be done after go-live?
Are there customer balances not reflected in the open Yes No
invoices, for example, payments on account, credits,
allocations, etc.?

1.7. G/L Balances

How many systems will this data come from?
Is it available in a spreadsheet file?
What level of migration is required? Transaction Details
Monthly Balances / Movement
Opening Balances only
If the migration is at year end, can just the Balance
Sheet accounts be migrated over and the legacy
system retained to for P&L balances?
 (This simplifies the migration in terms of the mapping
of old departments to cost centers, etc.)
 Do Cost Centers need to be represented in the Chart
of Accounts?
Will a Balance Sheet be available for checking
purposes?

1.8. Item Master Data

How many systems will the item master data come
from?
Is it available in a spreadsheet file?
What is the current volume of items/products in the
legacy systems?

How many of these items have not been used or had

an inventory balance/demand in the last year?

Can these items be excluded from the migration if

there are no inventory balances/no demands against
 Data Migration Assessment

them?
What is the frequency at which items are created and
changed?
 (This should help to determine how early the final
extract of data can be done)
Is there a way to report new and changed item master
data for a specific time period?
(These changes can be added manually after the final
extract, if the volume is not too high)
What is the format of the legacy item number?
Is it required to use the existing format in the SAP
Business One application?
How do vendors/manufacturers communicate changes
to item data? Examples of changes are packaging,
UoM, etc.

1.9. Inventory Levels

How many systems will this data come from?
Is it available in a spreadsheet file?
Will a physical stock count be done (by warehouse)
prior to going live to validate the legacy data?

Are any items managed by:

 Batches
 Serial Numbers
At the time of migration, how much stock could be in
transit?
Does this need to be included in the migration, or can
the business handle this manually?

Is there stock on consignment at customer locations?

Volumes?
Do you want to reflect the consignment stock in your
item valuation?
Does the customer have vendor consignment stock?
Volumes?
Do you want to reflect the consignment stock in your
item valuation?

1.10. Open Purchase Orders

 How many systems will purchase order data come
from?
 Is it available in a spreadsheet file?
 What are the current volumes of open purchase
orders?
 Data Migration Assessment

 Are any of the open purchase orders in these  Open PO, no GR, no invoice created
categories? Volume: 
  Open PO, (partial or full) GR, no invoice
created
Volume: 
  Open PO, (partial or full) GR, invoice
created
Volume: 
Can the entire PO be migrated, or just the open line
items?
Does the invoice have to be linked to the PO?

1.11. Open Sales Orders

What is the current volume of open sales orders? under 100 over 500
100-500
How many systems will sales order data come from?
Is it available in a spreadsheet file?
Are any of the open sales orders in these categories? Open SO, no delivery, no invoice created
Volume: 
Open SO, (partial or full) delivery, no invoice
created
Volume: 
Open SO, (partial or full) delivery, invoice
created
Volume: 
If so, does the entire sales order need to be migrated,
or just the open line items?
When sales orders are migrated, do you need to keep
the original document numbering?

1.12. Price Lists

How many price lists are to be migrated?
Are they available in a spreadsheet file?
Are special prices applicable to business partners?
Data Migration Assessment

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