Extraction of Abel Enterprise data

Presentation

This document describes the extraction process for Abel Enterprise data that will then be imported to Sage X3 during a migration operation.

Prerequisites

 Abel Enterprise must be in version 5.3 minimum.

Extraction principles

The extraction is performed using an assistant, able to quickly analyze and produce a file that is compatible with the import templates of Sage X3.

This assistant is composed of 2 distinct modules:

• The first module performs an audit of the database: the data to be extracted are analyzed in terms of volume and controls are performed.
• The second module directly extracts the data in the format expected by the import templates, after having selected and filtered the data to be extracted in the assistant.

Data audit

The volume analyses and the controls are performed on the structure information as well as on the business information and the ledger. Controls on the processings are also performed.

List of the analyses and controls performed:

Volume
 

• STRUCTURE chapter
   
  

  Code	Description	Type
  ES01	Number and list of companies	Informative
  ES02	Number and list of contexts	Informative
  ES03	Number and list of associations	Informative

• BUSINESS chapter
   
  

  Code	Description	Type
  EM01	Number of assets	Informative
  EM02	Number of accounting journals	Informative
  EM03	Number of physical assets	Informative

  
   
• LEDGER chapter
   
  

  Code	Description	Type
  ER01	Volume of active user codes Length of reference table codes	Informative
  ER02	List of geographical sites (U11)	Informative
  ER03	Free depreciation methods used	Warning

  
   

Controls and checks

• STRUCTURE chapter
   
  

  Code	Description	Type
  CS01	Site code identical to the company code	Blocking
  CS02	Non unique site code	Blocking

• BUSINESS chapter
   
  

  Code	Description	Type
  CM01	Non unique asset reference	Blocking
  CM02	Non unique accounting journal reference	Blocking
  CM03	Non unique physical asset reference	Blocking
  CM04	Asset - Physical asset link of nBCO-1BPH type	Blocking
  CM05	Assets disposed on previous fiscal years	Informative
  CM06	Incorrect asset set	Warning
  CM07	Assets on site ***	Warning

  
   
• LEDGER chapter
   

  Code	Description	Type
  CR01	IFRS/IAS plan fiscal year breakdown different from that of the chart of accounts	Blocking
  CR02	Occurrences of non unique reference tables	Warning
  CR03	Existence of hierarchical tables	Warning
  CR04	Free dictionary fields having several control tables all companies combined	Warning
  CR05	Free dictionary fields having different titles all companies combined	Warning
  CR06	Specific occurrences in internal tables	Warning
  CR07	SITE/BUILDING/FLOOR/ROOM length control	Warning

  
   
• PROCESSINGS chapter
   
  

  Code	Description	Type
  CT01	Intra-group sale not completed	Blocking
  CT02	Stock count integration not completed	Blocking
  CT03	Insertion or movement by upstream interface not completed	Blocking
  CT04	Physical and accounting asset reconciliation not completed	Blocking
  CT05	Disposal validation not completed	Blocking
  CT06	Transfer validation not completed	Blocking

 
According to the query type, the result will be presented on the data audit launch screen, with the following color code:
- Green for a message about volume or other type of informative message
- Blue for a non-blocking warning message
- Red for a blocking message that requires an intervention.

 These controls are only used to identify problems; they are not blocking for the export of data.If blocking anomalies are found, it is the responsibility of the user to correct these anomalies before exporting the data.

Data export

The data export must be set up in several successive screens, the last of which is the processing launch screen.

SCREEN 1:Selection of entities

It is used to select the entities to process:
- Asset
- Accounting journal / Invoice
- Physical asset

It is possible to filter the elements to be processed (assets, physical assets...), by entering a Selection or Multi-criteria search reference.

SCREEN 2:Company selection

It is used, for a processing at level *** (all companies), to select the companies to be processed. By default, all the companies are selected.

SCREEN 3:Asset parameters

It is used to filter the assets to be exported according to the "Nature" criterion.
By default, only the assets with the nature "Actual asset", "Asset disposed on previous fiscal year", "Asset in process" are recuperated. It is possible to add assets of "Fictional asset", "Canceled asset" and "Invoice" nature.
An additional column allows, for "assets disposed on previous fiscal year", to specify a threshold (in years) in order to process only the assets whose disposal date is later than the fiscal year corresponding to: current fiscal year - entered value.
Example: fiscal year 2010 and threshold of 2 years.
The export will process all the assets disposed from year 2008 onwards (2010 - 2 years).

It is also possible to select the plans to be exported.
 If they are managed, the Chart of Accounts and IAS/IFRS plans are always selected.

SCREEN 4:Parameters

Reference tables

• Unify the codes according to their level
   
  This flag is used to make a code unique, by adding the site or company code to the code reference.
  By default, it is not selected: if a code is not unique, the title of the first found code will be exported in the target application.
   
• Recuperation of code titles
   
  This flag is used to recuperate the code titles of the reference tables. If the titles are not recuperated, the code will be used instead of the missing title.

Business data

• Activate the controls before the export of assets
   
  This flag is used to trigger the following controls:
  - Control on calculation and closing dates: checks that no actual periodic calculation has been launched. If such is the case, there is a message that invites the user to close the period and the asset export is stopped.
  - Business action(s) control: checks that no business action other than a disposal (revaluation, impairment loss, transfer, etc.) has been carried out during the period. If such is the case, there is a message that invites the user to close the period and the asset export is stopped.

SCREEN 5:Launching of the report

Selected entities: reminder of the selected entities.

Generated file(s) 

• Folder: selection of the folder in which the files will be created.
• File: allows to choose between having 1 file per company or 1 file for all the companies.
• The file names are presented under the format:
  AEX3_<ent>-<soc>.csv, for the choice '1 file per company'
  AEX3_<ent>.csv, for the choice '1 file for all companies'
  
  <ent> represents the exported entity: FAS for assets, LOF for accounting journals (Expenses) and PHY for Physical assets (Physical elements).
  
   Examples:
   
  - File with the assets of company 001: AEX3_FAS-001.csv
  - File with the expenses of all companies: AEX3_LOF.csv
  

The launch is performed by clicking the Run button. The evolution of the processing is displayed and a detailed report is generated at the end of the processing.