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IMPLEMENTATION - REAL TIME

TYPE OF PROJECTS
Implementation: This is a fresh implementation in the instance.
Roll Out: Extending oracle application to other entities, one country first & other country later. They
extend upon the success factor. They implement this phase by phase (Ex: in first phase 100 branches &
2nd & 3rd 200 branches each).
Support:
 In house: company internal team support.
 Outsource: To other company / Oracle
 In some cases both are taken in place.
Upgrading: upgrading old version to new version
Testing: Test to measure quality of system
Enhancement / CR (Change Request): Internal, outsource. Effort estimation – to estimate how much
time, money charged for designing a report.

HOW COMPANY GETS A PROJECT

 X Company wants to change its “accounting system” it will look for the available products in the
market.
 Company will prepare a document RFP (Request for Proposal) on current business process. This
is sent to the sales team.
 Note: IBM, Accenture will give demo on SAP, Oracle and other systems. While giving projects to
companies they will check attrition rate.

X Y
Company Y sends RPF to X Consulting Sales Team Global Delivery Manager (MEA) India, Malaysia,
 Singapore, Dubai, projects in Hand (20)
Delivery Manager India Operations head projects
in hand (4)
Pre-sales team (Oracle Team)  Project Manager
Project Lead Project Lead
Team Lead Team Lead
Consultants Consultants
 RFP rotated to consulting team sales team. This will be sent to company global delivery head.

APPLICATION IMPLEMENTATION METHODOLOGY (AIM)

Current version is 3.6.4 – OUM is 6.1.8 (Only Fusion). We have 6 phases of AIM:
 Definition Analysis
 Operational Analysis
 Solution Design
 Build
 Transition / UAT
 Production / Go Live
Definition: In this phase only higher management is involved, this has all terms & conditions of what
work we do. When SOW (Scope of Work/Statement of Work – Most used) is signed by both parties it is
official document. SOW has the below contents.

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 Scope of work Financials, HRMS, SCM

 AP, AR, GL, CM, FA data migration
 Time lines (Project Charter & number of phases)
 Basic Infrastructure (System & Man power)
 Escalations POC (point of contact) hierarchy
 Skill set (Consultants & experience)
Note:
 Master Data: setup related date, suppliers, customers and employee’s data.
 Transactional Data: Financials Data
 Audit Compliance: Every company should have minimum 5 years data.
 Project Costing:
 Fixed: fixed amount of money released by phases, if delayed charges are levied. This is
most used in the market
 Time & Money: Client is charged based on hours we work

Kick off Meeting: Management team & client team introductions takes place. SOW to be shared to
team. Usually management will prepare 2 SOW’s one for higher management & other for the team.
Operational Analysis: This usually takes 20-30 days (45 days including weekend)
 BP 40 – 1 week
 RD 20 – 1 week
 BR 30 – 1 week – Gap Document
 BP 80 – 10 days
 Define Setups – 2 days
 CRP1 – 5-7 days
 BR 100 – 5 days
 BR110 – 5 days - Security Matrix Document
AS-IS Document: To perform this we need to be in client location and it is expensive - Document is BP40
 Understand client business needs
 For every process we give numbering
 For GL – 1.1
 Journals – GL_1_1
 Recurring Journals – GL_2_1
 Revaluation – GL_3_1
 Reversal – GL_1_2
 This numbering is always constant.
RD 20: After preparing requirement gathering and getting signoff we will give document to client to
review & changes if required. This is only for 1-2 days.
Note:
 Retained earnings calculated after closing of 12 th period. Auditing takes place and if they suggest
changes it will be noted in adjusting periods. Transaction is also one reason for adjustment. Also
ask starting and ending day of period/month.
 Only for adjusting period start & end date can be anything. Ex: 20 th is starting day.
 For each & every document signoff is a must. We will start configuration only after signoff.
Transaction calendar: Here we can define holidays & non working days. Ex: for Spain December 28 th is
last working day of year, here 3 days are left to close period. Here we should treat 29,30,31 as non
working days in transactional calendar.
BP 80: This is To Be / Future Business Document.

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 We prepare this document module wise.

 For all documents same fond should be used
 To change an item in index we need to go to that page & change it. Go to index & right click on
that line & click update. We should not disturb index as it contains hyperlinks.
 Heading of the page should be mentioned in footer EX: Accounting entries – Footer: Accounting
entries 1
 We need to keep “business need” in BP 080 EX: Types of Retirement – Unit & Cost retirement.
 Business need & business purpose will have same definition
 Enter accounting entries respectively
 Run reports
 Process benefits – legacy system
 Open issues – knowledge/Info gaps from client or us.

Solution Design Phase: BP 40 – As Is Study:

Takes supervisor approval offline Manage Approval JV User books JV (Journal Voucher /
to book JV in to system Journal Entry)
User runs JV by day report
User runs TB to reconcile
balances
User stores physical copy of
voucher for audit purpose
 We need to show this in pictorial representation.
 Author Name; creation date
 Always change document & save. Don’t modify/change original – make copy & modify
 Take approvals
 In change record change date, name, reviewers

Questions Usually Asked to Client – General & Oracle Terminology:

 How many customers – their bill to & ship to
 Good & bad customers
 How will you receive payments – Payment Method?
 Do you provide any discounts?
 How much time you give for payments
 Any customer acting as supplier – AP AR Netting
 Tax & Freight – Distribution Sets
 Bank Accounts

BR110 SECURITY MATRIX DOCUMENT

 For Africa, Middle East, this document is not required. Client doesn’t spend time.
 New menu creation
 Menu/Function includes & exclude
 New Request group creation
 Responsibility creation
 Profile options setup
 For preparing this we need data and prepare an excel sheet and below are examples:
 Number of AP user invoice responsibilities

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 AP Inquiry – Only view purpose (given to consultants)

 AP Suppliers – Only view purpose (given to consultants)
 AP Setups – Only view purpose (given to consultants)
 AP Supervisor – Only view purpose (given to consultants)
 AP Period Closing – Only view purpose (given to consultants)
 We need to prepare a excel document & mention all menus & sub menus info.
 Excel Document: Import all menu info in excel and mention responsibility name then
give to client X = Null.
 For Reports: Prepare an excel with all reports in a module along with definition. This
should be given to client and ask for which user which report is required.
 Mention all profile options which are required. Also which BG should be mentioned? Now we
should prepare BR100 document.
st
Note: 1 setup in system is enable currency  Period Type  Calendar  COA

BR100 SETUP/CONFIGURATION DOCUMENT

 All setup’s done in system are mentioned here.
 Some companies do this in excel and some do in documentation.
 We need to mention setups and navigation on how we do.
 In document always don’t copy paste. So that we can paste those names in system.
 In word document Review  Track Changes we have to enable this before sending this
document to client. So that we can track all changes made by client. We can also enter
comments.
 If yes right click & accept else decline  Review  Accept (check all options)
 Review  Accept (check all options)
 Don’t delete any headings only modification to be done.
 Open and close issues (GAP’s)
 Font size – this will be quality issues
 After closing  Select file  Right click  Properties  Details  change as per requirement
(this is quality issue and it is mandatory)
 This should be very clear – Client will be Mandatory.

CONFERENCE ROOM PILOT

CRP1:
 We need to prepare a PPT to the client.
 We should present only standard functionality. No gaps should be shown because client may be
new to oracle & chance of confusion.
 Define setups and show how we do in system.

MD 50 MODULE DESIGN DOCUMENT

 Application extension functional design document
 GAP’s in terms of report
 Group has one logo and it has different logos for other countries so while selecting one
country LE/Company respective logo should be printed in report.
 Steps for a Report: Business need (why need is raised)
 Business rules (run report & print – In which circumstances we use)
 Report Format Type (Print Format)

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 Report Headers (Bill To; Heading; Invoice Date)

 Report Parameters (Specific customer transaction)
 Report Submission (How many places we can run report)
 Assumptions (Optional – In which format it should be PDF; Excel)
 Testing
Note:
 Invoice is a legal obligation.
 Invoice, Performa invoice (estimation), delivery note.
 Remittance Advice – used in AP
 Number of invoices paid by one cheques.
 While paying to suppliers we provide this.
 If customers are paying us they provide this.
Report Parameter: This is the most challenging in MD 50. We need to know which is mandatory fields
and which are optional.
Note:
 Place cursor on field Help  record to know in which base table data is stored.
 For report headers info should be taken from invoice transaction base. Transaction base tables
should be mentioned in report.
 Amount can be taken from line amount or unit X price.
 If ship to bill to changes it means transaction changes – to be remembered.
 BR 10 & BR 30 are GAP documents.
Supplier Open Balance Report: This is GAP (MD - 50)
 We run this every month end and inform to supplier that these are open/outstanding invoice.
 With output we can send an email to supplier.
 You can also send email to emails. SMTP is the server and it is integrated to oracle server so this
helps in sending emails to external emails  Submit Report.
 Supplier email address can be stored in supplier master data  This default for report.
 Need to segregate mandatory and optional.
 For all client report requirements oracle has similar reports – we need to check which the best
is.
Testing Output:
 No display of aid invoices.
 Specific to as of date; supplier name.
Data From
As on Date Parameter – Manually entered
Supplier Supplier Table
LE LE Table – HR Organization

For every GAP we will give a number in BP80 for every process we give numbering we will prefix this
respectively.
Business Need: To know supplier outstanding balances.
Business Rule: Run this to know unpaid / outstanding;
Report Format Type: Supplier name; as on date
Report Headers: Supplier name; Inventory number; tax; total amount – Here we should give table name
for data sheet.
Report Parameters: As on Data; OU; Supplier Name; LE
Report Submission: SRS; mention navigation

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Assumption: Formats; manual/automatic run.

DATA SOURCE
Backend Tools: SQL Plus & SQL Developer (free tool no license required); Toad
 Select * from FA_Categories  Enter (table name you can find in HELP  View Record History)
 Select * from FA_Categories where category ID = 5
 Technical team joins two tables by adding common data to fetch desired date.
Field Table Name Table Column
Category FA_Categories Category ID
Asset Account FA_Categories_Books Asset_Cost_Account
Reserve Account FA_Categories_Book Asset_Cost_Account
Expense Account FA_Categories_Books Asset_Cost_Account
 For Defaults: Select * from FA_Category_Book_Defaults
Life – FA_Category_Book_Defaults – Life Method
Depreciation – FA_Category_Book_Defaults – Depreciation Method.

BUILD PHASE (60-70 DAYS)

 MD70; MD60; MD120; CV010; CV040; TE40; Key User training material; CRP2; BR100.
 MD 070: This depends on MD 50 – Purely technical team is involved. SQL is mentioned, custom
component development. This is Application extension technical design document.
 MD 060: DBA team will prepare this. Here DBA will inform how much space is required for
custom component. NEVER TOUCH STANDARD. This is Database application extension design
document.
 CV 010: High level conversion strategy. Mention all modules topics to be converted in high level.
 CV 040: Detailed level of conversions is mentioned; method of conversion is also mentioned.
This is one of tough task. We provide a template to client to fill data (download from Google).
Need to explain fields to client. www.docs.oracle.com
 CV 060: Technical Conversion Strategy for each individual component. Depends on CV 40 write
queries on how to convert data. Purely prepared by technical team.
 TE 040: Test Scripts documents. These can be prepared in excel/word document.

TESTING TYPES
Unit Testing: Test a particular component example: Journal
Integration / System Integration Testing: For custom components we do system integration test
without disturbing standard functionality.
Performance Testing: Speed & time calculated when n number of users connected to same
server/instance. Usually this is done through automatic testing.
Regression Testing: When patch is applied we need to check its functionality (some times it can disturb
entire standard functionality)

Rup Upgrade: When EBS R 12.1.3 is upgraded to R 12.1.4 it is known as RUP upgrade.
TE 040: Test Cases; Defect Log: When there is an error we will mention it here.

CV40: Detailed Level Conversion Strategy is mentioned here.

 Typical Essay
 Business Needs
 Major Feature

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 Definition of Client System Environment

Key User Training: Create PPT mention Day 1, Day 2, Day 3…agenda
 We will send this to client before meeting starts. Client will see and then attend.
 We need to explain every topic.

CRP 2:
 We give presentation to client with both standard and custom functionalities.
 If client advices any changes we need to prepare CRP 3.
 After preparing CRP2 we need to update all changes to BR 100 & BR 110.
 Until we go live we keep on updating BR100, BR110 documents.

INTERFACES
When we want to get the data from legacy system to target system – other environment such as
mainframes, SAP etc. When we want to get data from feeder system which has same environment like
target system is being used currently.

Invoice Number Inv_Lok_Code Inv_AM

 The templates (flat files) which have been proposal by us we will be sent to Technical team.
 Technical team will prepare staging tables where the data will be stored/loaded and validated.
Validated data at staging table will be dumped in to interface table, there everything is fine only
that data will be moved to base tables, that data will be moved to base tables. Run validation
and create accounting.
Steps to do:
 Receive flat file from business
 Place file in the server
 Run SQL loader program
 Verify the data.
 Run SQL/PL validation program
 Run payables open interface import
 Review log file for any exceptions
 Run invoice validation
 Create accounting program to be run
Request Set:
 X BG AP Invoice Loader Program
 X BG AP Invoice Up loader
 Open payables interface import
 Invoice validation
 Create Accounting

DATA FLOW FROM FEEDER SYSTEM TO ORACLE SYSTEM

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SQL Loader Staging Tables Interface Tables Base Tables

Done by Tech team (1 st & 2nd) SQL/PL Interface Program

Note: From base table functional consultants will data in respective modules & they need to validate &
create accounting.

DATA MIGRATION

Data Migration

Master Data (MD) Transactional Data (TD)

Historical Data (HD) Incremental Cost Loading

MD: Used to recover transactional data will not impact on financial data.
TD: Trial balance, foreign currency, budget.
HD: Which has been held in previous year which we have closed the year is historical.

This will come across in roll out project

CV 010: Will tell about what we want to migrate from legacy to target and the strategy of doing that.
CV 040: Tell us about solutions
CV 060: Will be designed by technical team. How we are going to upload the data from legacy to target.

GL Data Migration
Transactional Data Master Data
Trail Balance, Foreign Currency, Incremental Cost COA Values, Cost Center, Natural Accounts etc
Loading, Budget Journals
Done through Web ADI, API, Data Loader, Open Done through Data loader or Open Interfaces
Interfaces

Tools used in Data Migration:

 Data Loader
 Open Interface SQL Scripts
 API
 Web ADI

Implementation Setup’s (Web ADI):

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 Security Rules (SR & CVR done through Data Loader)

 CVR Rules
 Budget Org & Assignment Ranges
 API (Data Loader)
 FF Value Uploads
Open Interfaces in GL:
 Journal Upload
 Budget Upload
 Daily Exchange Rates Upload

AP Data Migration
Transactional Data Master Data
Open Invoice, Standard Invoice, DM, CM, Suppliers, Supplier Headers, Supplier Site, Supplier
Prepayment Invoice, Pay Prepayment Invoice Contacts, Supplier Banks, Suppliers Bank Branches
payment (only this is done manually) & Accounts
Done through Open Interfaces Done through Open Interfaces

Post Implementation Data Loading:

 Payment Terms
 Distribution Sets Above are done through Data Loader

AR Data Migration
Transactional Data Master Data
Standard Invoice, Deposits, CM (Done through Parties, Customers Accounts, Customer Party
Data Loader or Open Interfaces) Relations, Customer Sites, Customer Contracts
done through Open Interfaces
Receipts (On Account, unapplied – from Data
Loader)

Post Implementation Data Loading:

 Payment Terms
 Transaction Types
 Receivable Activities Above are done through Data Loader
 Profile Classes
 Remit to Address

FA Data Migration
Transactional Data Master Data
Asset Additions, CIP Additions, Leased Assets, FF Values, Asset KFF, Asset Location KFF, Asset
Categories - Done through API or Data Loader
Done through Web ADI or Open Interfaces Asset Categories, Asset Location Combination,
Fiscal Year Calendar, Depreciation Calendar,
Prorate Calendar – done through Data Loader.
Post Implementation Data Loading:
 Distribution Sets  Above are done through Data Loader

CM Data Migration

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Transactional Data Master Data

Banks, Bank Branches, Bank Accounts, Bank
Statements
Done through API’s or Open Interfaces

DATA MIGRATION PLANNING

Cutoff Date: Will gather unsettled data as per cut off data.
Go Live Date: Date from when oracle product will be used by client.

Cutoff Date:
AP: Unpaid, available prepayment, CM
AR: Uncollected Receivables, Unapplied Receipts, Deposits (unutilized), On Account Receipts, CM.
HD: Data which has been settled.

Trial Balance Loaded Options:

 As of date balances
 YTD with PTD
 YTD balances
 PTD balances
We cannot maintain status of period balance position maintained in legacy system in oracle because its
not available in this. Website is www.dataloader.com

System process – Data Loader

 Click on create new value at COA
 Go to Data Loader select record  OK  Record Mouse Click Enable.
 Go back to oracle start entering the values press ‘tab’ description value qualifiers  ok  Press
Ctrl+ down arrow.
 Copy data in to excel sheet that needs to split into columns.
 To copy the data hold Shift + Right Arrow and copy in to excel.
 Click on create at application
 Click on right arrow at loader
Note: Select all cells  Command Group EBS R12  Window Name: Oracle Application  Ok.
Time Settings in Data Loader:
 Select Time settings – below are data load delays
 Date cell is loaded – 0.5
 Cell is processed – 0.4
 Window is activated – 0.5
 To stop the loading process press Escape.

SYSTEM PROCESS OF WEB ADI – FA

Switch to FA: Mass Additions  Addition Integrator  Select Corporate book  continue  Excel 
Click on Next  Asset Detailed Click on Next  Click on Ok  to get a confirmation.
Excel Sheet Setting:
 Excel  Options  Trust Center  Trust Center Settings  Macro Settings  enable all macros
option  Enable Trust  Click on Ok  Click on Queue LOV  login  Responsibility Enable
Post.
 Enter details of asset what you want to enter in application through web ADI

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Description Major Minor Asset Number

Test 123 DM_M DM_Mi 12567
 Expense Account – Depreciation Account
 Clearing account – Date: xxxxx
Asset Number:
 Enter which you want to enter – if you want to enter previous asset number that needs to be
entered in field.
 If you want to start with new number in FA then that field should be left as blank.
 To Upload: Go to  Additions  Select Oracle  upload
 Enable create assets to be posted
 Enable Upload
 FA – Mass Additions  Prepare Mass Additions  Book Name  Find – if it is fine.
 Run Post Mass Additions.
Parameters to Submit:
 After correcting the assets we must do following to run create accounting must be submitted –
transfer data to GL
 Go to GL query journals  Reverse Journals  Post
 This is because we already got trial balance which has asset value as same value. So that is why
we are reversing the journal to get asset value (individual) zero.
 In case we would not do so it will add this value to TB that shows as double values for that and
make distinguish to trial balance.

Loading CIP Assets

We can load Capitalized Assets (Regular; Group), CIP Assets & Leased Assets.
Loading CIP Assets:
 Switch to FA  Mass Additions  Additions Integrator  Select Corporate Book  Continue
 Viewer: Excel  Next
 Layout: Add CIP Assets  Next
 Open With  Ok  Close
 Excel will be open  Click on login  Select FA Responsibility  Check in Post
 Enter Asset details all * fields  Major & Minor categories; units; cost; countries; location;
depreciation expense account; CIP Clearing account; data placed in service; asset number;
legacy asset number; asset key – None; parent asset
 Click on Add-INS  Oracle  upload  Enable Validate before upload  Upload
 If you get any errors you can see in message column. If you want to upload only successful data
then remove flags for error columns and you can upload.
 System  FA  Mass Additions  Prepare Mass Additions  Select CIP & click on open 
Queue Post  Run Post Mass Additions  Corporate book Submit  SRS  Refresh.
 Run Create Accounting  GL Responsibility: Journals  View with source  Open and reverse
journals  Post the reversal journal.
Note:
 If corporate book doesn’t display it means there are no qualified assets to post.
 Sub ledger journals should not make changes in GL. It has to be done only in sub ledgers (AP, AR,
GL, CM and FA). Else you can freeze it.
 If we are loading with open interface tables we can see data from the assets screen. You can’t
see this if using API, Data loader.
How to Freeze Sub Ledger journals

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GL: Setup  Journals  Sources  Query with assets

 Source: Assets; Source Key: Assets  Click on YES.
 Click on save and close
 While doing data migration initially we set this NO, after posting we can freeze for regular users.
 After reversal of sub ledger journals run “Trial Balance Report” – SRS – “Run TB Detail”  Fill
parameters  Click on Submit  Refresh  View output.
Reason to Reverse: Trial balance should show zero balance then only we can upload GL Trial Balance.
Reconciling Uploaded with Client Data Sheet: After uploading we need to inform and get confirmation
from client.
Report to be Run:
 Assets Additions Report
 CIP Additions Report
 General Entry Reserve Ledger Report (optional)
 Fill parameters; respective date / period  Submit  Refresh

DATA MIGRATION FOR PAYABLES

Pre-Requisites to Load Supplier Data:
 Numbering; tax details; pay group; vendor type; payment method (check, wire, EFT)
 Supplier header and supplier site details are captured in one excel sheet only. If he has multiple
sites header info will be same & site changes.
 Vendor types should be segregated in other page.
 Payment terms also in separate page and client should not ad new terms/types other than this.
If so while uploading we will get error.
 Address should be country specific.
 Note: In automatic numbering, only numbers are allowed and in a same sequence for all
countries – no alphanumeric is allowed.
Pre-Requisites to Load Open Invoices:
 We need to prepare an excel sheet with all mandatory/optional fields (same or above)
 OU, Payment Terms, Distribution Sets, Supplier.
 When client gives TB it also has AP balances so invoices total should be equal to GL and TB total
– else after go live balances won’t match.
 Client has to rectify balances in GL or AP.
 If we have multiple lines for a single invoice we enter like – header info will be same and line
info changes.
 Currencies to be mentioned in codes not in description.
 Client should not remove/hide any column in excel sheet we give. If so the data will overlap
while migrating.
AP DM PROCESS SETUPS – OPEN INTERFACE
 Receive data from client
 Place file in the server
 Run SQL loader program (this uploads the data in to staging tables from excel sheet)
 Run PL/SQL upload program (this validates the data and uploads the data in to interface tables
AP_Invoice_Interface; AP_Invoice_Line_Interface)
 Run payable open interface program (imports data from AP Interface to AP Base Tables –
AP_Invoices_All; AP_Invoices_Lines_All; AP_Invoices_Distributions)
 Run invoice validation program (validates the uploaded data)
 Run create accounting program (this will account the invoices and transfers the data to GL)

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 Note: VLOOK UP Formula: V lookup = V Look Up (x,y,1,0)

 In above formula x = for comparing tables; y = for comparing column.
 If we don’t know v-look up selects various columns Click on Data  Data Validations
 Highlight Duplicates.

AP WORKFLOW – DATA MIGRATION

AP_Interface_Table
AP Base Table Stagging Table Flat File
AP_Invoice_Interface
AP_Invoice_Lines_Interface

TYPES OF INSTANCES
Usually we have four types of instances in all major companies. In small companies we have a minimum
2 instances.
Development Instance:
 CRP1 Setups
 Workshops – Demo – CRP
 Develops custom components
 Run test cases for custom components
 Prepare BR100 based on CRP1 setups
 Prepare BR110 on CRP1 results
Test Instance:
 CRP 2 and setups
 Conduct workshops
 Update BR100 based on CRP2 feedback
 Update BR110 based on CRP2 feedback
 Key/End user trainings
 Test data migration scripts with same data
UAT Instance:
 UAT instance setups
 Data migration
 User acceptance testing
 Results comparison with legacy production
 Update BR100 based on UAT feedback
 Update BR110 based on UAT feedback
Production Instance:
 Production instance setups
 Data Migration
 Data Migration Reconciliation
 Release system for business
 Enter day today business transactions
Above servers/instance depends on client financial position. Minimum should be two one for
development, test, UAT other is for production (always separate server for production).
Arman Backup: Copy basic setups from one instance to other (UAT to Prod)
Rollout Project: Definition, operational analysis phases will not be there.

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AR DM PROCESS SETUPS – OPEN INTERFACE

21- October Customer Menu & Customer Creation notes to be noted separately
Note: How to freeze sub ledger journals from suresh notes

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