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What to consider when converting to a new ERP for Open POs

Many people are moving from one ERP to another.  There are many pieces to an Open PO that need to be considered.

  1. How much history do you need to bring over to your new system? How often do you clean up your open POs in your current system?  Do you need all of your open POs or only certain ones – for example, only those for active vendors.
  2. Cleaning up your old POs – closing out old POs that probably will never be finished at this point is a great idea before starting the conversion process.
  3. Locations – how will you deal with locations in your current ERP that will not be in your new ERP? Is there a default location that can be used to process the conversion? A memo or user field can be used to store the original information.
  4. What about inactive requesters – how will you address these? Providing a default or generic requester when the old ones won’t be in the new system is a good way to handle this.  A memo or user field can be used to store the original information.
  5. Vendors – what about open POs for vendors who are inactive in your current system. Are you going to be converting those?  The vendor will need to be added to your new system if the answer is yes.
  6. Make sure to have the most current chart of accounts and cost center mapping.

 

PO25.2 Change Vendor Agreement pricing

Some people have found that you can change the price line per line on a PO25 Vendor Agreement.  There is a question if this can be done on a whole agreement. The answer is yes. Use PO25.2.

 

This will allow you to specify a date that the increase (M for Markup) will go into effect. So if you have an agreement that increases 3% each year, this is how you would set it up:

 

Catch Weight Items

Catch weight items are items where there is more than one dimension or unit of measure that is associated with the item.

 

Adding Assets in AP

We are going to look at adding an AM template to an AP invoice align level and see how it flows over to the AM module.

 

Adding Customers with Default Trick on AR10

This video shares an easy way to set up customers in AR without having to go through and fill in every field or make a bunch of default codes.

Changing to a new ERP and using Punch Out?

Many ERP systems allow for a much longer location ID than Lawson does.

Many Punch Out vendors have limitations on the size of the location ID.  Make sure to validate with any Punch Out vendors you may have before you come up with a new location naming convention. Otherwise you may have to revisit this item later.

AP Invoices and Asset Management

AP Invoices only flow to Asset Management when there is an Asset Template associated with the AP invoice distribution line.

The invoices appear on AM15 and can be then added to AM or not depending on the actual need.

AP invoices do not automatically create assets, they need to be reviewed on AM15 and all aspects of the information that appears there is able to be adjusted before the invoice becomes an Asset.

 

 

Transitioning Open POs from one ERP to another ERP

Here are some things to consider:

  1. Is there a cut-off date for open POs or are all open POs going to move over to the new systems?
  2. Will open (unmatched) receivers also be moved over to the new system for the open POs?
  3. When AP vendors are moved to the new system, will they have the same vendor number or is a vendor cross reference needed to import the open POs and receivers to the new system?
  4. Are your item numbers staying the same? If not, you will need an item cross reference for bringing the line items of the POs and receivers over to the new system.
  5. Is there anything special about your PO processing that needs to be taken into consideration when selecting POs or Receivers for conversion?

 

 

 

Transitioning Open Receipts from one ERP to another

There are things to consider when transitioning your open receipts from one ERP to another:

  1. How old are the receipts before you will not move them to the new ERP?
  2. Are the POs still open for the open Receipts?
  3. Is there a new PO number that needs to be used for cross referencing purposes in the new ERP?
  4. How about the vendor number – did it change in the new ERP?
  5. What about your item numbers? – Do you need a cross reference between the old and new item numbers?

Transitioning Open AR from one ERP system to another

Things to consider:

  1. Do your addresses need to be cleaned up?
  2. Do you have duplicate customers that need to be consolidated?
  3. Do you currently have abbreviations in your addresses that you don’t need in your new system?
  4. OR – do you not have abbreviations in your current ERP and need them in your next one?
    1. Create an abbreviation cross reference to easily make the abbreviations needed
  5. Cleaning up the addresses is often very time consuming and can be expensive when waiting until the last minute paying a consultant to do it. Hire a temp now and get it done early and much less expensive
  6. How much history do you want to bring over to the new ERP system?
  7. If you are moving off Lawson, are you using National Accounts? If so, make sure to apply all open payments at the National Account level unless you are sure the new system will allow this same functionality.
  8. Is there anything special about your AR processing that needs to be considered when moving to a new ERP?