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How-to: Converting data with Central Master Data Management (CMDM)

Introduction

A data conversion tool called Central Master Data Management (CMDM) has been developed to convert the data in the divisional databases from Exact Synergy Enterprise to Exact Globe Next. With this tool, records are consistent between the divisions and usable by the CMDM synchronization framework.

Note: You can use this conversion tool only if you are using the Exact XML exchange for data replication, and run the application only if you have the Administrator rights (from Exact Synergy Enterprise). This conversion tool can convert account, contact person, address, item, and people data only with Exact Synergy Enterprise (product update 244 and above) and Exact Globe Next (product update 399 and above). To convert item data, Exact Synergy Enterprise product update 245 and above, and Exact Globe Next product update 401 and above are required. If you have not converted the account data, the item by supplier data will not be converted when you convert the item data.

Description

During the conversion, the system will establish a unique link between the records in Exact Globe Next and Exact Synergy Enterprise. This link will later be used for the synchronization of data. Moreover, division-specific data will be copied from Exact Globe Next to Exact Synergy Enterprise. If accounts are found in either Exact Globe Next or Exact Synergy Enterprise, the conversion will create the accounts and contact persons in the solution where these are not available.

For accounts, the logic is very advanced so it is able to handle different scenarios. The scenarios will be described in the following:

The account code (cicmpy.cmp_code), debtor code (cicmpy.debcode or divisiondebtors.debcode), creditor code (cicmpy.crdcode or divisisioncreditors.crdcode), debtor number (cicmpy.debnr or divisiondebtors.debtor), and creditor number (cicmpy.crdnr or divisions.creditor) must be the same in both Exact Globe Next and Exact Synergy Enterprise. The following logic will be used during the conversion:

  • Matched data — Data is matched when the cmp_code in the Cicmpy table is the same in both Exact Globe Next and Exact Synergy Enterprise, and the debcode or crdcode in the Cicmpy table in Exact Globe Next is the same as the debcode or crdcode in the DivisionDebtors or DivisionCreditors table in Exact Synergy Enterprise.
  • Unmatched data — Data is unmatched when the data is only available in Exact Globe Next or Exact Synergy Enterprise. The conversion will create the account data in both Exact Globe Next and Exact Synergy Enterprise.
  • Inconsistent data — Data is inconsistent when the data has problems with the account code, debtor code or creditor code, or the debtor number or creditor number. The data must be repaired manually.  

This logic applies to the users who are already using XML to synchronize accounts between Exact Globe Next and Exact Synergy Enterprise, and users who start with Exact Synergy Enterprise. Users who start with Exact Synergy Enterprise will have most of the data in the Unmatched tab.

For accounts, an additional step might be required, whereby the account data will have to be merged in Exact Synergy Enterprise (the standard Exact Synergy Enterprise functionality can be used). There are two scenarios:

  • Accounts that were replicated between Exact Globe Next and Exact Synergy Enterprise using the XML replication do not have to be merged again, assuming this was already done before to make the XML replication work correctly.
  • Accounts that exist only in Exact Globe Next will be created in Exact Synergy Enterprise by the conversion. This means that the accounts must be merged in Exact Synergy Enterprise. Merging will make sure that one account is linked to multiple divisions.

The link between the records in Exact Globe Next and Exact Synergy Enterprise is unique as displayed in the following:

 


For contact persons, the system will also use the XML logic to link contact persons in Exact Globe Next to the contact persons in Exact Synergy Enterprise. The link is established based on the First name, Last name, Middle name, Initials, or Email address for each account. If the link is not 1:1 unique, the system will not be able to link or convert the contact persons. The only solutions to this are:

  • Clean up the duplicated contact persons in Exact Globe Next.
  • Accept the results, whereby contact persons which are not converted will not be synchronized between Exact Globe Next and Exact Synergy Enterprise.

Note:

In Exact Globe Next, contact persons can be created during sales order entry. To prevent this, make sure the users do not have the function right to maintain contact persons. With CMDM, contact persons should be created in Exact Synergy Enterprise only.

Prerequisites

Before installing the CMDM tool, the following requirements must be met:

  1. Under Services and Applications in the Computer Management screen, click Services. Stop the Exact Synergy Enterprise Synchronization Dispatcher Monitor service.

  2. If the Exact Lightweight Integration Server (ELIS) integration solution is used, select EXACT CMDM on the left panel of the ELIS management console, and then clear the check box in the Active column to stop the synchronization of the data between the product lines. This step is applicable only to ELIS from product update 256 onward. For more information, see Getting started with Exact Lightweight Integration Server (ELIS).

Installing the Central Master Data Management (CMDM) conversion wizard

  1. Double-click the ExactCMDMConvert.exe file in the Exact Synergy Enterprise bin folder, for example, C:\Program Files\Synergy\bin\ExactCMDMConvert.exe. You will see the following screen:
  2. Click Next to continue or Cancel to exit. You will see the following screen:
  3. Type the web address of Exact Synergy Enterprise at Web address. At User ID, type your username, and at Password, type your password that you use to log in to Exact Synergy Enterprise. Type the name of the SQL server where the Exact Synergy Enterprise database is located at SQL server, and then select the database to be synchronized at Database. You can click  to refresh the database list.
  4. Click Next to continue. You can also click Previous to go to the previous screen, or Cancel to exit. You will then see the following screen:
  5. All the divisions available in the Exact Synergy Enterprise database will be displayed. Select the divisions that you want to synchronize by selecting the respective check boxes in the Select column. In the SQL server column, type the names of the SQL servers where the Exact Globe Next database is located in the respective boxes, and in the Database column, select the database to which you want to synchronize the data. In the Web address column, type the web addresses of Exact Globe Next in the respective boxes. Type your usernames in the respective boxes in the User ID column and your passwords that you use to log in to Exact Globe Next in the respective boxes in the Password column. In the Prefix column, type the prefixes for the divisions in the respective boxes. If this field is defined, the account data (only exists in Exact Globe Next) will be displayed in the Unmatched tab instead of in the Inconsistent tab. This allows you to determine whether you want to migrate the account data to Exact Synergy Enterprise. If the Prefix field is not defined and the account code is duplicated, an error will be displayed in the Result screen. The system will automatically assign the prefix for the duplicated account codes in the Exact Synergy Enterprise database after the conversion.
  6. Click Next to continue. You can also click Previous to go to the previous screen, or Cancel to exit. You will then see the following screen:
  7. Select the entities that you want to synchronize from Exact Synergy Enterprise to Exact Globe Next. You can select to synchronize Account, Contact, Address, Items, and/or People. The Contact check box will be enabled only if you have selected the Account check box. If you have selected the Contact check box, the Address check box will be automatically selected. You can also synchronize the free fields for the accounts, and items. In the Include Free Fields section, the Account check box is enabled only if you have selected the Account check box in the Topics section, and the Items check box in the Include Free Fields section is enabled only if you have selected the Items check box in the Topics section.
  8. Click Next to continue. You can also click Previous to go to the previous screen, or Cancel to exit. You will then see the following screen:
  9. The Conversion pre-check screen displays the records that are available in Exact Synergy Enterprise and Exact Globe Next. The records in red are from Exact Synergy Enterprise and the records in blue are from Exact Globe Next. You can filter by division at Division and entity at Entity. Type the number of records that you want to display at Page size. By default, “50” is displayed. At Page number, select the page that you want to view. By default, “1” is displayed. Alternatively, you can click > to view the next page, >> to view the last page, < to view the previous page, or << to view the first page. Click the Matched records tab to view the records that match, Unmatched records to view the records that are available in Exact Synergy Enterprise database but are not available in Exact Globe Next database, or Inconsistent records to view the records that cannot be matched by the system.
    The automatic matching of the contact person is based on the scoring system such as the following:

    Score

    Condition

    5

    First name matched

    3

    Middle name matched

    3

    Initials matched

    2

    Email matched

    1

    Either the XML first name data or the record first name data is not empty

    1

    Either the XML middle name data or the record middle name data is not empty

    1

    Either the XML initial data or the record initial data is not empty

    1

    Either the XML email data or the record email data is not empty

    0.5

    If the contact is the main contact person

    For the contact person to be displayed, the score must be equal to or greater than 11.

  10. Click Next to continue. You can also click Export to export the records to Microsoft Excel, Previous to go to the previous screen, or Cancel to exit. You will then see the following screen:
  11. Click Start conversion to continue. You can also click Previous to go to the previous screen, or Cancel to exit. Once you click Start conversion you will not be able to go to the previous screens. You will then see the following screen:
  12. The first progress bar displays the records of the division that is being processed, and the second progress bar displays the overall conversion process. Once the process is completed, click Next to view the result. You will see the following screen:
  13. This screen displays the summary of the records that have been updated. You can click  in the Detail column to view the error messages of the records that were not converted, as displayed in the following screen:
  14. Click Next to exit.

Related documents

     
 Main Category: Support Product Know How  Document Type: Online help main
 Category: On-line help files  Security  level: All - 0
 Sub category: Details  Document ID: 21.028.461
 Assortment: Exact Synergy Enterprise  Date: 19-01-2017
 Release: 249  Attachment:
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