Visual LOADPlus Data Conversion

Data Bases and Fields Overview

Friday, August 30, 2002

 

Data Conversion, although it is one of the single most valuable tools your company can use to implement the new Visual LOADPlus System it can only do so much.  It is important that your company understand that if any of the following are true you will need to manually clean up the data. 

 

  1. If there is bad or corrupt data in your old (LOADPlus 11.5x) system, that data WILL BE in most cases converted.  You should clean up any data you know is bad or corrupt before conversion.  Even though the bad or corrupt data may not be causing a problem in LOADPlus 11.5x it could be a problem in Visual LOADPlus.
  2. If you wish to purge some old data you should do it prior to conversion.  Prior to purging we recommend you do a full back up of LOADPlus 11.5x.
  3. If you used fields for data other than for which they were intended they might not convert properly.
  4. There are about 3 cases when certain individual data records may not be converted.  These cases are all rare however they are possible.

 

    1. If a CUSTOMER record is missing NO Accounts Receivable, Dispatch data or Customer Quotes will be converted for the missing customer.
    2. If a VENDOR is missing NO Accounts Payable will be converted for the missing vendor.
    3. If a BILLTO record is missing for a load, the rest of the load shippers, consignees, bookings, etc. will not be converted. 

Installing and Running Visual LOADPlus Data Conversion

 

Installing the Data Conversion Utility

We recommend that you install and run the Data Conversion Utility on the File Server instead of a workstation because it will run much faster.  If you must run Data Conversion from a workstation Select Add Workstation Components and start at number 3.

             

1.        Insert the Visual LOADPlus CD into the Servers CDROM Drive.

2.        Choose Add Server Components

3.        Check Conversion

4.        Select the correct Visual LOADPlus directory (C:\Visuallp) from the Browse Button

5.        Follow the on screen instructions to complete the installation.

 

Running the Data Conversion Utility

1.         From the START Button go to Programs and select Visual LOADPlus.

2.         Select Data Conversion.

3.         In the Origin Location enter the full directory path of your LOADPlus 11.5x System (C:\dataflex)

4.         Unless you know exactly what you are attempting to do it is best if DO NOT change any of the dates or check boxes.  JUST CLICK RUN

 

Before Data Conversion begins you must make sure that the following items are true.

No users are signed on to LOADPlus 11.5x and that no files are locked.  We suggest that you restart your server if you can to make sure that no files are locked.

 

After Data Conversion completes each company should carefully check out the results.  If Freight Management Systems does the conversion for you, you will receive a short checklist that will help ensure the conversion was successful; however, you will still need to check carefully.  If you are attempting the data conversion yourself make sure you use the Work Sheet and Check List attached to this document.

 

Please go to www.freight-mngt.com and print the white paper under Customer Support called Visual LOADPlus START UP.  This white paper discusses the things that you will need to do in final preparation before bringing Visual LOADPlus up for the first time.

 

 

 

 

 

The information below is a brief summary of the files and data that will or will not be converted.

 

Bank Accounts

Bank Account information will NOT be converted.  However, at least one bank account must be available during conversion. 

 

Commissioned Personnel

Commissioned Personnel and Sales people will be converted.  However they will be in a new Human Resources database.

 

General Ledger

Only the Chart of Accounts will be converted.

 

General Ledger Recurring Entries

Recurring Entries will NOT be converted

 

Contacts Database

The Contacts Database is a new database that holds all the contacts used by Visual LOADPlus.  The contacts for Customers, Carriers, Vendors, etc. will be added to this database at conversion time.

 

Available Carriers  

No Available Carrier information will be converted.

 

Customer Information 

All Customer Information will be converted. The Customer Marketing Codes will NOT be converted.

 

Carrier Information

All Carrier Information will be converted.

Carrier Marketing Codes will NOT be converted.

Insurance amounts that contain alpha characters will NOT be converted.

 

Carrier Equipment

Carrier Equipment Codes will be converted.

 

US States and User Lanes

A new State and Country Database has been added.  However if the user was using Lanes/Zones for Carrier History the Lanes/Zones will be added to this new database and used for rebuilding carrier history.

 

Carrier History

Carrier Lane History is not converted from LOADPlus 11.5 it is rebuilt after the Load Conversion Process has completed.

Customer History

Customer History is NOT converted from LOADPlus 11.5 it is rebuilt after the Load Conversion Process.

 

Customer Personal

Customer Personal Information is converted as part of the new contacts system.

 

Customer Quotes

If the Customer Quote System contains no quote after 12/31/1999 (Y2K) then NO quotes will be converted.

Carrier Quotes from 11.5 LOADPlus to Visual LOADPlus are NOT converted.  All other data will be converted.

 

Accounts Receivable

Unless a “Convert From Date” is entered ALL Accounts Receivable data will be converted.

 

AP Vendors

All vendor data will be converted.

 

Accounts Payable

Unless a “Convert From Date” is entered ALL Accounts Payable data will be converted.

 

 

User Signon

The User Signon Database is converted.

 

Dispatch Loads

All loads will be converted.

 

Dispatch Load Tracking

Only tracking history will be converted.  Loads that are currently inroute in LOADPlus 11.50 will need to have tracking rebuilt using “Tracking Utility” – “Re-Build Tracking”.

 

Dispatch Load Agreement History

Load Agreement History will not be converted.

 

Dispatch Master Loads

All master loads will be converted.

 

Memos

All memos will be converted.  Callbacks will not be converted.

 

Agent & Branch Company Information

Agent and Branch Company Information will not be converted.

 

Program Log Information

Program Log Information will not be converted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Visual LOADPlus Data Conversion

Work Sheet & Check List

Friday, August 30, 2002

 

Company Name:  _______________________________________________________

 

Conversion Date: ____________

 

Special Notes:  ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

LOADPlus 11.5x                                                 Visual LOADPlus

 

 

Outstanding Check Run:           Yes  No                                                    Not Applicable    

 

Outstanding Invoice Run:          Yes No                                                    Not Applicable

 

Total Number of Customers:  ___________                                       ___________

 

Total Number of Carriers:      ___________                                             ___________

 

Accounts Receivable

Aging Total:                              ___________                                              ___________

 

Accounts Payable

Aging Total:                              ___________                                       ___________

 

* Invoice Count:                           ___________                                              ___________

 

* Payable Count:         ___________                                              ___________

 

Available Loads:          ___________                                              ___________

 

*To get the Invoice Counts and Payable Counts for LOADPlus 11.5x you will need to run the following two Queries.  INVCNT.QRY to get the total number of invoices.  PAYCNT.QRY to get the total number of Payables.

 

To get the counts for Invoices and Payables in Visual LOADPlus start the Data Base Maintenance Utility and select the FileSize option.  Use the counts for APMASTER and ARMASTER.

 

NOTE: If you use any Convert From Dates in the conversion these counts could be different.

 

If the conversion is running on an end user system you will need to download the two queries above from Freight Management Systems using option 13 “LOADPLUS SYSTEM MAINTENANCE. Then select option #6 “FMS File Maintenance” then “Retrieve File from FTP” option #1. When you receive the prompt for the file name to download enter INVCNT.QRY after the download has completed repeat the download process for PAYCNT.QRY.  Once you have completed the download you can run the queries by using option #5 Run EXE through Shell. Type DFQUERY INVCNT for the invoice count and DFQUERY PAYCNT for the payable count.  Since no output is produced you can run the query to the screen and just write the PRINTED COUNT on the form above.