How to upgrade customers to

Sage ERP X3 Version 7

Objectives

1. Why should customers upgrade

2. Customer Preparation

3. Basics of the upgrade process

4. What do you need to know technically to upgrade

5. Conclusion, future evolutions

Business Reasons

Mobile access to information

Use of new applications and modules

Increased user productivity and efficiencies

Maintain ability to review support patches

Technical Reasons

Performance improvement

Updated SQL and Oracle compliance

No client install, use of web to run Sage ERP X3

Why should customers upgrade

Benefits to Partners

Keep customers on current products

Potential for new add-on sales

Service revenue potential with upgrade projects

Easier to support on current version

Customer Preparation

General Steps

Identify all In-House customizations

Identify all Reports currently used by the team

Identify critical requestors and workflows

Check all add-ons to verify they are still supported

Hardware configuration review

Project key success factors

• Good organisation• A customer project team needs to be created• Choose people who care about the system• Team members need to take ownership for testing and

training• Good project planning and control

• Have a means to track project budget• Establish weekly calls to review project status• Identify and track against project milestones• Recommend using an interactive tool like Smartsheet

• Be ready for tests• Involvement of the client

Project Control

Have a means to track project budget

Establish weekly calls to review project status

Identify and track against project milestones

Recommend using an interactive tool like Smartsheet

Prepare for Testing

Have a means to track issues

Clearly identify communication process for reporting issues

and retesting

Test scripts need to be developed

Upgrade Process

The Basics

Patch set requirementsUpgrade includes all data:• Master files• Transactions• HistoryCustomer responsibility:• Activity code usage• In-house reports and customizations• Menus and Favorites

Live Data

Live data is migrated 3 times• Milestone 1: First Pass / Testing• Milestone 2: Dry Run• Milestone 3: Go Live / Support

Milestone 1

Sage ERP X3 version 7 Install, First Data MigrationMigrate CustomizationsSystem ConfigurationUser Interface TrainingDifferences TrainingUser Testing / Pilot

Milestone 2

Create Dry Run folderTechnical Elements copied from Migration FolderData Copied from Production FolderDry Run Testing

Milestone 3

Create Production FolderTechnical Elements copied from Dry Run FolderData Copied from Production FolderGo Live Support2 weeks of post-production support

Technical

General phase to upgrade from version A to version B

- Installation of a new Sage ERP X3 solution (new version)

- Installation of the new web V7 platform, declare X3 as

Endpoint

- Check the consistency of the source folder

- Copy the folder to upgrade into the new Sage ERP X3 solution

- Validate the folder in the new version

- Run data migration scripts through a sequencing monitor

- Review the application settings of the folder in the new version

- Check and adapt any customisation/bespoke development

Pre-requisite

A direct upgrade is possible when there are no more than 2 versions between the source and the target solution. Upgrade to V7: the source folder must be in version 5 or 6 Upgrade to V6: the source folder must be in version 140 or

V5.

The minimum patch level for direct upgrades are: Target version: install the latest patch level possible. Source version

− V140 (if upgrade to V6) : patch level 25− V5 (if upgrade to V6 or V7): patch level 10− V6 (if upgrade to V7) : patch level 21

Disk size

Pre-migration procedures (1)

Pre-migration scripts can be run on the source folder:- They carry out some control operations which will identify

potential problems which would cause the upgrade to fail.- They don’t update any data so they can be run during opening

hours if the system has enough CPU and IO resource.

Module Procedure Description

Financials UUMGCTLCPT00 Entries

A/P-A/R accounting UUMGCTLTRS00 BP invoices

Sales

 

UUMGCTLSAL01 Quotes

UUMGCTLSAL02 Orders

UUMGCTLSAL06 Deliveries

UUMGCTLSAL07 Returns

UUMGCTLSAL08 Invoices

Purchasing

UUMGCTLPUR01 Purchase requests

UUMGCTLPUR02 Normal orders

UUMGCTLPUR03 Open orders

UUMGCTLPUR06 Receipts

UUMGCTLPUR07 Returns

UUMGCTLPUR08 Invoices

Global UUMGCTLX3 Runs all controls in sequence

Module Script Consistency check on…

Pre-migration scripts can be run on the source folder to:- Create and load new columns in advance, to save time during the

actual upgrade process.

Procedure Description

Common data

UUMGPRETRC04 GACCDUDATE table: BPAPAY

UUMGPRETRC07 BPCUSTOMER table: BPAPAY, BPAINV, HEART, CNTNAM, BPAADD

UUMGPRETRC08 BPSUPPLIER table: BPAPAY, BPAINV, BPSRSK, CUR, NAM, BPAADD

 Sales

UUMGPRESAL01 SQUOTE table: BPAORD, BPIEECNUM, EECICT, EECLOC

UUMGPRESAL02 SORDER table: BPAORD,  BPAPYR , BPAINV, EECICT, EECLOC

UUMGPRESAL03 SORDERC table: BPIEECNUM,  EECICT, EECLOC

UUMGPRESAL04 VSORDER table: BPAORD, BPAINV, EECICT, EECLOC

UUMGPRESAL05 VSORDERC table: BPIEECNUM,  EECICT, EECLOC

UUMGPRESAL06 SDELIVERY table: BPAINV

UUMGPRESAL07 SRETURN table: BPIEECNUM, EECICT, EECTRN

UUMGPRESAL08 SINVOICE table: BPAPAY

 Purchasing

UUMGPREPUR02PORDER table: EECICT, EECLOC, EECNUM, BPOADD, BPONAM, BPOADDLIG,

BPOPOSCOD, BPOCTY, BPOSAT, BPOCRY, BPOCRYNAM, BPAPAY, BPAINV

UUMGPREPUR04

UPORDER table: EECICT, EECLOC, EECNUM, BPOADD, BPONAM, BPOADDLIG,

BPOPOSCOD, BPOCTY, BPOSAT, BPOCRY, BPOCRYNAM, BPAPAY, BPAINV

UPORDERC table: EECNUM2

UUMGPREPUR06 PRECEIPT table: FFWADD, BPAINV, EECNUM

UUMGPREPUR07PRETURN table: FFWADD, BPAINV, BPRPAY, BPAPAY, EECNUM

PRETURND table: POHTYP

UUMGPREPUR08 PINVOICE table: FFWADD, EECNUM, BPAPAY

PINVOICED table: CMMNUM

UUMGPREX3 Runs all pre-migration scripts in sequence

Module Script Tables / columns pre-computed

Pre-migration procedures (2)

!Additional space is required

Some tables can be purged before the upgrade in order to speed up the process (they are regenerated in the target version):

Do not purge the tables on the live folder until the live upgrade

You can also purgesome folder directories:tmp, TRA

Purges prior upgrades - option

!

• Verify that no journal nor matching on hold is present in the accounting batch task tables (MTCBATCH, GACCTMP, GACCTMPD, GACCTMPA tables must be empty),

• Other functional pre-requisites are indicated in the documentation:• Control and compare automatic journals• Update accounting model if reporting currency was used

previously (upgrade from V5)• Check out the modified import/export templates• Check out some workflow rules• Set up inter-company rules of necessary• Have at most 2 opened fiscal years (upgrade from V5, for

some european legislations)• …

Additional controls

For small folders (<20Gb) or SQL server folders, use flat file transfer• DOSEXTRA function in sage ERP X3• Folder export from consoleThis must be done when no user is connected and no batch task runs

For bigger folder on Oracle, use database tools• exp/imp tools (or expdp/impdp since Oracle 10)

For SQL very big folders, a procedure using bcp can also be created

Save, compress, transfer the data in Folders\MYFOLDER and Folders\X3_PUB\MYFOLDER

Data transfer – extraction from previous version

• Data has to be integrated in the new solution:• Pre-allocate the size before integration

− On Oracle Solution, Data Tablespace and Index Tablespace.

− On SQL Solution, it is recommended to use File Groups, so the Data file and Index file should be provisioned.

• Import option on the console depends on how the data has been extracted

Data transfer – integration in the new version

• Options and modules setting• Activity code values (especially for specific and vertical)• Additional legislation or extra legislation will be added later

(don’t activate them yet)• Set the MIG activity code to Yes

to use the new migration tools• Set the new memory parameters

in Miscellaneous folder tab.• Set the MIGGCM parameter

if coming from version <6(accounting model)

• Temporarily change MAXUPDTRS parameter in order to perform more fast updates

Review the new folder’s parameters

• Migration plans have been implemented in V6 to speed up and optimize the migration of movement tables.

• The are based on temporary tables (name starting with U) that are filled by updated lines coming from previous tables

• A sequencing monitor can be used to:• Tune the order of execution of the

different migration steps• Restart from failing point after

data correction if a step stopson a data coherence error.

• The setup is done in theX3 folder before runningthe folder validation:

Use migration plans if your folder has a lot of data

• As soon as a migration plan has been created, it will be executed at folder migration.

• The parameters are the following:

Use migration plans if your folder has a lot of data

Number of tasks running simultaneously (max=number of

batch tasks allowed)If checked, a new phase starts

automatically when the previous phase is finished

If checked, the post migration task will start when the migration

phases finished

• Once created, the different tasks are present in the sequencing monitor. Phases are organized:

Use migration plans if your folder has a lot of data

Initialization phases

Common data

migration

Movements migrations ordered by module and

phases

Use migration plans if your folder has a lot of data

• A phase can start only if all the tasks of the previous phase have been finished

• Buttons allow to launch, to resume the plan, to stop launching next tasks, to stop all the running tasks, and to bypass a task that has errors.

Use migration plans if your folder has a lot of data

• From the monitor, is it possible to view the log for every phase

• If errors are blocking, you have to fix the error (by connecting on the folder) and to resume the task

Additional steps on the web V7 platform

• Declare your folder as an Endpoint

• Import or map platform users with X3 users

• Import specific functions as menu items

• Connect, and verify

And now, we are there!

• Standard, vertical, specific modified functions work now

• You can start to use it

• Adapt / Complete the set up for the new functions

• Organize menus and dashboards in WYSIWYG mode

• You can personalize pages to adapt the layout

Benefits of the migration Connection and global navigation

• For a given user:

• Multiple dashboards.

• Multiple menu pages.

• Multiple roles.

• Access to data from multiple folders (endpoints)

• The user can dynamically change the role and the default

endpoint.

• Set up of dashboards and menu pages in WYSIWYG.

Benefits of the migrationClassic page technology

• Classic pages technology available

• The existing version 6 code works as usual

• The V6 windows and screen remain the same

• The V6 scripts are unchanged

• Additional fields are still there, entry points are unchanged

• The pages are extensible and can scroll

• Classic pages technology runs on any browser

Benefits of the migrationClassic page technology

• Classic pages is a complete web experience:

• The pages are extensible and can scroll

• Bookmarks, back button, hyper-links navigation, breadcrumb for

tunnel navigation…

• Obvious links no more hidden with right clicks

• Actions are all located on a retractable panel

• Additional version 7 features on Classic pages:

• The page layout can be adapted in WYSIWYG mode

• The whole screen size is used to display data (more columns & lines)

Benefits of the migrationClassic page technology

• Functions that don’t change in classic pages

• Crystal Reports edition through a print server

• V6 workflow on classic functions

• V6 authorizations work as previously

• Cursor position is still controlled by the server

• Some differences with version 6

• Excel integration changed (Excel is now a client)

• Access to local file by download upload (security)

• Server file access controlled by a sandbox white list

Benefits of the migrationOther benefits

• Requester and statistics: the same metadata is used to

produce query screens

• Classic & graphical requester: revalidate and run!

• Request optimized implementation (no database storage)

• Enhanced Excel & PowerPoint integration

Benefits of the migrationEvolution to V7 code

• Fill the version 7 dictionaries for V6 standard / specific objects to use query

and details pages:

• An automated tool simplifies the transition (~70% of the work)

• The supervisor manages multiple header / lines

• Update class / representation classes without script

• This gives access to entities in read-only mode

• The data managed by the entities are searchable

• Automatic switch to classic pages when modification is requested

• REST web services in read mode possible on the entities

• Mobile read-access to data managed by entities

• Complete Office Integration

Benefits of the migrationEvolution to V7 code

• Complete switch to version 7 necessary:

• To benefit from all the service orientation

• To implement mobile functions in read and update mode

• The cases where the switch can be done

• On complete specific functions

• On standard functions already switched to V7 mode

• Function per function

• The switching work needs:

• To create classes and representations

• To adapt the business logic code

Conclusions & future

Conclusion

Straightforward upgrade pathClassic pages work immediatelyQuery/display pages switch brings benefits with a reduced costThe platform has a lot of potential

What are the future directions for upgrade processes ?

The rhythm of the versions will accelerate (every 6 month)Cloud evolution will bring us to a continuous improvement modeWe are working hard on new migration procedures

Thank you