Tag Archives: Version 7

SYSPRO 7 ~ Importing General Ledger Budgets

Written by: Ildiko Prelak

Things you can do in this program:
• Import GL budget records
• Verify if there are any errors in the import file without importing the GL budget records
• Print the contents of the import file
• Customize the program

Accounting periods
• Budgets are imported only for the number of accounting periods in your ledger year (an additional budget is available if you budgeted for the year end period), for example if you defined 6 accounting periods in the year and you import a line that contains 12 budget values, then only the first 6 budgets of that line are imported.

Budget value considerations
• The entry of budget values can be made at any point within the allocated field space. Because budgets are stored to the nearest unit (dollar, pound, etc.) any decimal values that are encountered are ignored.
• Any blank entries for a budget value are treated as zero.
• Although the allocated field size for each budget value is 15 characters, the actual budget amount cannot exceed 12 characters.
• The budget values on the import file are imported based on the account type defined against the ledger code (Ledger Code Maintenance), and are therefore not necessarily imported with the same sign defined against the values on the import file.
For Asset, Expense and Statistical account types, the values are imported as defined in the import file. i.e. negative values remain negative and positive values remain positive when imported.
For Capital, Liability and Revenue account types, the sign against the imported values is reversed. i.e. negative values on the import file are imported as positive values and positive values on the import file are imported as negative values.

 Errors that can be encountered
• The import process is immediately aborted if the first character of each line in the import file does not begin with a B. However, if any other type of error is encountered then a list is displayed within a browse window at the end of processing. A maximum of 200 errors is listed at any time.
Only the first error encountered on a line is listed, for example if a single import line contains three separate errors, then only the first error is indicated on the list. Once you have corrected the first error and re-run the import, then the second error is listed, etc.

Maximum number of records
• A maximum of 99 999 records can be imported from any one file. If you need to import more records, you need to break up the import file into multiple files.

Security considerations
Operator access to the following activities within this program can be restricted. You configure this using the Security Activities function of the Operator Maintenance program.


Importing entries from a file
• Ensure that you have created an import file in the correct layout
1. Select the From file import method and then enter the name of the file that you want to import (or browse for the file) at the File name field.
2. Specify any options required, and then select Import.
3. Select Review file. The details of the import file are displayed in the Details pane.
If you do not select this option, then any errors found in the import file will be displayed in the Details pane. You will need to correct the errors on the import file before attempting to re-import the information.


4. Make any changes, select Validate, and then select Import.


Adding entries directly into the import program
1. Select the Use data grid import method and then enter the required details in the Details pane.


2. Specify any options required.
3. Select Validate and then select Import. If any errors appear, make these changes before importing again.

Exporting column headers to Excel
You would typically follow this procedure to save the listview column headers into an Excel spreadsheet before you capture your import data.
1. Select the Export to Excel icon from the Details pane.
The column headers are displayed in an Excel spreadsheet as well as the company name, date and time of the import.
2. Capture your data in the relevant columns.


Copying entries from an Excel spreadsheet
• Ensure that the required security options are enabled
• Ensure that the date format in the spreadsheet matches the date format used in SYSPRO
• Ensure that you have your Excel spreadsheet ready for copying, or that you have copied the data from the spreadsheet to the clipboard


You would typically use this to save time when adding entries.
1. Select Paste (visible columns only) from the Edit menu in the Details pane.


2. Specify any options required, and then select Validate to validate your entries.
3. Select Import to import the records.


Duplicating listview data rows
You would typically follow this procedure to save time when adding import records.
Duplicating records in a data grid is the equivalent of the Copy/Paste function.
1. Select the row you want to duplicate.
You can select the row by clicking on any cell within the row.
2. Select Duplicate from the Edit menu in the Details pane.



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SYSPRO 7 Upgrade Methodology – Thorough Testing is Key to a Successful Go Live

Written by Sandra Stone:

SYSPRO V7 has a new Database structure, improved SRS printing capabilities, changes to how Custom Form Fields are managed within the system, and many new features and functionality.

These changes make it imperative that a test system and extensive testing of all programs, forms, reports , custom programs, integrations and 3rd party applications be a critical component of the upgrade.

Thorough testing, issue resolution and sign off is the best way to minimize the Go Live risk, and to enable a smooth go live, with minimal disruption to your users and your business.

Phoenix Systems has successfully used this methodology to assist many of our customers in upgrading to SYSPRO V7.

Thorough audit of your infrastructure, applications, documents and reports to ensure all key components are identified and addressed during upgrade. Experienced PM will assist in developing detailed upgrade plan.

  1. Assistance installing TEST SYSRO 7 system and converting your data
  2. Assistance in understanding new structure features and actions required to implement (addresses, Custom Form Fields, Server Side Printing)
  3. Assistance with 3rd Party applications that access SYSPRO database, to ensure version compatible with SYSPRO V7 is installed and tested
  4. Assistance modifying any documents and reports that will be effected by changes in the SYSPRO 7 database structure
  5. Training on new features in SYSPRO V7, and review processes to take advantage of new features, and automation and personalisation capabilities
  6. In depth training available on SYSPRO V7 Securities, System Administration, Power Tailoring
  7. Assistance in complete cycle testing of SYSPRO V7, to ensure all working correctly in preparation for go-live
  8. Assistance in all go live activities, including final database conversion to SYSPRO 7, and end user support
  9. Final review to confirm all is working correctly

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