Scenario "Data Migration"
In Business Central, you can create an empty company and fill it with own data. Depending on the financial solution your business is currently using, you can migrate the required information.
Microsoft provides documentation on setup and application of configuration packages, data migration, RapidStart services. We recommend that you read this information before getting started.
Before migrating data, system set up is required. You can use standard settings or change them. Standard settings can be uploaded by selecting Import SMART data and settings. The following settings can be uploaded: Sample setup (payroll, posting, HR setup etc.) - SMART Payroll; Full setup (payroll, posting, HR setup etc.) - SMART Payroll; Additional calendar setup (old periods) - SMART Payroll; DemoData (payroll, posting, HR setup etc.) - SMART Payroll.
The system can be filled with data from an Excel file in several ways:
- with Data Migration Wizard (runs from the role center page or search line - enter Data Migration)
- with configuration packages (runs from the search line - enter Configuration Packages)
For data migration to appear in the RapidStart window, find the Control List Administration page, add your role center to the Business Data Migration job. Then enable Show control list (Select Yes in the dialog box with the following request: Show control list on the home page?)
##Data Migration Wizard Path: Data Migration
To migrate data:
- Go to Data Migration Wizard
- Select data source (section)
- Upload template (Excel) to be filled out. The uploaded Excel file contains a comment with the properties of each field. When filling out the data, follow these requirements.
- Fill out the template with your data. The user independently decides on the scope and completeness of data (which table fields are filled out and which ones are not). To insert a record in the table, only key fields must be filled out. However we recommend uploading data for all active employees as of the date of Rapid Start (launch date). Select the period for uploading historical data and prepare all data for this period (positions, movements, absenre orders, payroll documents), at least one year prior to the start date (to be able to perform calculation by average earnings).
- Select Next to upload the file with your data.
- Select More to fix import errors, add filters, disable checks, etc., and then apply changes. Furhter on, this package can be found on the standard page. To determine database table configuration, substantial setup experience is required. We recommend that you set the system up onnly if you are familiar with RapidStart Services.
- Select Migrate to apply data.
Data is migrated in the following sequence by sections: Persons, Positions, Labor Contracts, Bank Accounts, Employee Journal, Vacation Journal, Absences, Payroll Documents, Payment information.
Persons - using this section, the system can be filled in with information about persons.
Path: Data migration/Data source - Persons (Excel)
Data Migration Wizard lets the user fill in the following information about a person using tables:
- Basic information about a Person: general information (first name, last name, patronymic name in Ukrainian and English, contact phone numbers, RNOKPP, etc.), information for administration (gender, marital status, nationality, language, etc.), information about military registration (relation to military duty, military rank, military registration group, etc.), information about work record (total service, insurance period, etc.).
- Alternative Address
- Person Document
- Person Name History
- Employee Relative
- Employee Qualification
- Person Medical Info
- Person Job History
- HR Name Declination
When migrating data, at least the following fields must be filled out and migrated: Last name, First Name, Patronymic Name, Date of Birth, Gender. Read more about the fields that can be filled out within these sections in Person Card scenario.
Positions - using this section, you can fill out the following information about the position the employee will be hired for, as well as related information, through tables.
Path: Data Migration/Data Source - Positions (Excel)
Data Migration Wizard lets the user fill out the following information about positions and the related information through tables:
- Job Titles
- Org. units
- Company Address
- Employee Statistics Group
- Employee Category
- Worktime Norm
- Cause of Absence
- Payroll Calendar
- Payroll Calendar Setup. Find calendars in the system, create lines for the selected period, release lines, create payroll periods.
- Position. Please note that to continue work with positions, they must be approved.
- Labor Contract Terms Setup
- HR Name Declination
When migrating data about positions, at least the following fields must be filled out and migrated: position code and title, base salary element code, base salary amount.
When migrating data about positions, at least the following information must be filled out and migrated: general information - org.unit code and name fields, position code and title, start date, start date for indexation, rate; administration information - Category Code field, Statistics Group Code, Calendar Code, Kind of Work, Conditions of Work, Category of IP, salary information - Calculation Group Code, Posting Group, Int. Funds Sick Leave Post. Gr., Worktime Norm, Base Salary Element Code, Base Salary.
Labor Contracts - using this section, it is possible to fill in the system with the information about labor contracts through the following tables:
Path: Data migration/Data source - Labor contracts (Excel)
Data Migration Wizard lets the user fill out the following information about labor contracts through the tables:
- General information about the Labor Contract: type, date, type of work, start and end dates, prolongation period, etc.
- Entry type, its status, position number and rate, as well as other information (Labor Contract Line).
- Labor Contract Terms. Contract terms can be created automatically using the 70950655 Create Contract Terms report that runs from the Job Queue Entries page. An employee can be hired without accruing vacation in the contract terms (to do it, in HR Setup, enable the Don't Check Vacation Terms setting) to be able to download the entire vacation balance through the Vacation Journal later.
When migrating data on labor contract terms, it is necessary to fill out and migrate at least the information about vacation accrual, and, if necessary, about indexation. When filling out labor contract terms, the Payroll Posting Group field must be filled out.
For more information about the fields that can be filled out within these sections read Labor Contracts
Hiring an employee in the system refers to approving a labor contract line of the Hire type. It is possible to approve labor contract lines of the Hire type in bulk in one of the following ways: Group order, the Get Contracts function, Approve Contract Lines job queue entry (70950654).
Employee Bank Accounts - using this section, you can enter the information about employee bank accounts in the system using the following tables:
Path: Data migration/Data source - Bank accounts (Excel)
Data Migration Wizard allows the user to enter the following information about employee bank accounts using the tables:
- Employee bank account. To upload employee bank accounts, contracts must be approved and employees created.
- Employee
Employee Journal - using this section, you can enter the information about employee's accruals and deductions in the system using the information from the lines and the required payroll elements of corresponding time activities.
Path: Data migration/Data source - Employee Journal (Excel)
Data Migration Wizard allows the user to enter the following information about Employee Journal using the tables:
-Information about Employee Journal lines
Read more about the fields to be filled out in the Employee Journal scenario
Vacation Journal - using this section, you can enter the information about vacation accrual, vacation compensation and vacation adjustment entries by employee in the system.
Path: Data migration/Data source - Vacation Journal (Excel)
Data Migration Wizard allows the user to enter the following information about Vacation Journal using the tables:
- Information about Vacation Journal lines
Read more about the fields to be filled out in the Vacation Journal scenario
Absence orders - using this section, you can enter the information about vacations, business trips, sick leave and other absences in the system.
Path: Data migration/Data source - Absences (Excel)
Data Migration Wizard allows the user to enter the following information about absence orderd using the tables:
- Information about absence order headers
- Information about absence order lines
Read more about the fields to be filled out in the Absence orders scenario
Payroll documents - using this section, you can enter the information about company's payroll documents in the system.
Path: Data migration/Data source - Payroll documents (Excel)
Data Migration Wizard allows the user to enter the following information about payroll documents using the tables:
- Information about the payroll document. Posting type must be "Data Entry" (without creating financial entries).
- Information about payroll document lines.
Read more about the fields to be filled out in the Wage calculation scenario You can post a large number of payroll documents at once using batch posting of payroll documents.
Wage paysheets - using this section, you can enter the information about wage paysheets in the system.
Path: Data migration/Data source - Wage paysheets (Excel)
Data Migration Wizard allows the user to enter the following information about paysheets using the tables:
- Information about the paysheet header. Historical payments are not usually loaded, as paysheet posting generates financial entries.
- Information about paysheet lines.
Read more about the fields to be filled out in the Wage Paysheets scenario
Data display can be checked on a corresponding page.
##Configuration packages Path: Configuration packages
The system is filled with data through configuration packages in the same sequence:
- Persons package
- Positions package
- Labor Contract package
- Bank Account package
- Employee Journal package
- Vacation Journal package
- Absence package
- Payroll Document package
- Payroll Sheet package
On the configuration package page, there is a Processing order field for the table; fill out and then import data in this order. Please note that violating the sequence of importing data both in packages and in tables inside the packages may lead to system errors and failure to import data.
To migrate data using configuration packages, do the following:
- Create a required configuration package, set Enable configuration tables = TRUE
- Add the required tables to the configuration package lines
- Select the package tables and click Export to Excel
- Fill out the template with your data
- Select Import from Excel, Select, select the filled out file to upload the file with your data
- Select Functions - Apply data to apply data
Data display can be checked on a corresponding page.
In case of errors, the system will alert you to them in the Q-ty of Errors field. By clicking this quantity, the system will navigate you to the Configuration package error page. In the Error Message field, the essence of the error is displayed, in the Field Tag field - the name of the field the error is related to, in the Table ID field - the number of the table the error is related to. If the errors do not affect data migration, they are allowed. Otherwise, it is necessary to correct errors by adjusting data or through settings. If data validation is not required, field check can be disabled by removing the ticks near the corresponding fields on the Configuration Package Field page (Configuration package - Table - Fields - Configuration Package Fields). The system allows applying each table in the package separately instead of all tables of the package at once. We recommend this to avoid errors. Using configuration packages it is possible to add, adjust and delete data (if the "Delete data before import" setting is enabled).
Contents of packages correspond to the contents of sections in the Data Migration Wizard that were described previously.
The Persons package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950582 | SMA Person |
| 2 | 70950577 | SMA Person Alternative Address |
| 3 | 70859618 | SMA Person Document |
| 4 | 70950583 | SMA Person Name History |
| 5 | 70950576 | SMA Person Relative |
| 6 | 70950575 | SMA Person Qualification |
| 7 | 70950585 | SMA Person Medical Info |
| 8 | 70950586 | SMA Person Job History |
| 9 | 70950699 | SMA HR Name Declination |
All tables are related by the key field, for example Person Code, Position Code, Employee Code, etc.
The Positions package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950579 | SMA Job Title |
| 2 | 70950578 | SMA Organizational Unit |
| 3 | 70950580 | SMA Company Address |
| 4 | 5212 | Employee Statistics Group |
| 5 | 70950587 | SMA Employee Category |
| 6 | 70950618 | SMA Worktime Norm |
| 7 | 5206 | Cause of Absence |
| 8 | 70950650 | SMA Payroll Calendar |
| 9 | 70950651 | SMA Payroll Calendar Setup |
| 10 | 70950599 | SMA Position |
| 11 | 70950595 | SMA Labor Contract Terms Setup |
| 12 | 70950699 | SMA HR Name Declination |
The Labor Contract package package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950590 | SMA Labor Contract |
| 2 | 70950591 | SMA Labor Contract Line |
| 3 | 70950592 | SMA Labor Contract Terms |
The Bank Account package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950712 | SMA Employee Bank Account |
| 2 | 5200 | Employee |
Please note that in the table 5200, data is entered only in 3 fields: ID, Company Bank Code, Employee Bank Code. That's why the rest of the fields must be disabled (Enable Field column - disable all fields except for the three specified).
The Employee Journal package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950610 | SMA Employee Journal Line |
The Vacation Journal package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950610 | SMA Employee Journal Line |
The Absence package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950611 | SMA Absence Header |
| 2 | 70950612 | SMA Absence Line |
The Payroll Document package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950637 | SMA Payroll Document |
| 2 | 70950638 | SMA Payroll Document Line |
The Payroll Sheet package contains the following tables (the list is provided in the priority order):
| Table priority | Table ID | Table Name |
|---|---|---|
| 1 | 70950690 | SMA Payroll Sheet Header |
| 2 | 70950691 | SMA Payroll Sheet Line |
The system also provides for using reports that can help with data import, they must be run with Job Queue Entries:
- a report creating contract terms for lines 70950655 Create Contract Terms
- a report approving contract lines 70950654 Approve Contract Lines
- a report adding a prefix to the person number 70950653 Rename Persons
- a report updating job history by imported data 70950652 Update Person Job History
- a report posting multiple absence orders at once 70950657 Post Absence Orders
- a report cancelling the labor contract lines 70950610 Cancel Contracts.
To delete multiple records, an app can be used: SA Record Deletion