Data migration to the Merit ERP system

Issue

At the outset of cooperation between Trans.eu and XELTO DIGITAL, one of the key processes of that time was automated, that is data migration. It was necessary because the Client transformed its accounting system. Its most important stage was to correctly transfer all information from the old into new system.

Trans.eu essentially expected a quick and failure-free transfer of accounting data into the new ERP system. It was challenging because they were concerned with as many as three companies. Each of them used different document types. In effect the logic for downloading and introducing information varied in each case. And this could end up in mistakes during migration and cause the process to be too time-consuming.

We prepared the automating solution that improved the data transfer and assured that it was 100% correct and short.

Solution

The entire migration project was composed of several individual stages.

At the preparatory stage, JPK files from the Client’s systems were generated. Then they were converted and mapped with relevant glossaries in order to prepare input files for the robot.
With such input files, it was possible to start programming works in terms of putting data in the Merit ERP system.
Once initial works had been completed, the robot was launched in the testing environment. This allowed a safe verification of its correct operation and adding modules which were able to serve previously unknown exceptions.
Subsequent to relevant corrections, the robot was activated in the production environment.

The operation of the robot strictly corresponded to the task that it was supposed to perform.

The manual activation was always preceded by suitable configuration. It was dependent upon the booking month or type of documents that were to be introduced.
The robot collected relevant data from the input file and logged into the system.
Depending on processed documents, it chose a suitable accounting period and register which the data were to be entered into.
With regard to documents that were free from a VAT item, the document heading was filled in, and then its further items.
If the data derived from the sale invoice, for example, also relevant VAT-related items were entered.
If the system showed the error message while entering data, its content was downloaded and saved in the final report. Based on this, documents that required manual intervention were identified.

The result of automation was correct introduction of accounting data for three companies in question. The total data migration time in the production environment was ca. 2,5 calendar months. In this period the robot entered over 90 000 accounting items into the system.

Robert Zymon

Area Leader for Finances Tax and Accounting, Chief Accountant, TRANS.EU GROUP S.A.

Customer’s feedback

Migration of data to the new system was a true challenge to us for various reasons. First of all – due to technical obstacles, and secondly – due to time pressure. We wanted to complete the entire process before the end of the financial year.

During the first meeting with XELTO DIGITAL, when it seemed impossible to export data from our old system, the team surprised us with their creativity. Briefly speaking, it was all about using JPK files. It proved to be a key element for the success of the entire project.

After a long analysis and preparations, the time to migrate data finally came. The robot operated for days and nights (it was a failure-free operation). Any exceptions subject to manual verification were communicated to us on an ongoing basis – there were few of them.

The result of the cooperation with XELTO DIGITAL was a transfer of data for 2020 and half of 2021 from our previous systems to Merita, which was something that seemed undoable manually in such a short time.