The most common data elements that are imported into a new StreamV system at startup include.
• Customers: The unique companies that you sell to. Each customer record in StreamV must have a unique account and a unique company name.
• Contacts: The individuals that you do business with at each customer. The combination of the first and last name and the contact company should be unique.
• Vendors: The vendors that you purchase from or process accounts payable invoices for. Each vendor should have a unique account number and company name.
• Chart of Accounts: The Account Description file in StreamV is used to store the general ledger account numbers, subaccount numbers and account descriptions that are used by all segments of the company. The Account Description file can be loaded automatically from the chart of accounts information from your old system, or you can enter the accounts using standard programs.
• Catalog or Item records: The items that you sell. In StreamV, the Catalog file contains all items available for sale. The Inventory or Warehouse file contains the items that can actually be used for processing. The Catalog file provides a centralized point for editing the common information for items that may exist in multiple locations, and it allows you to import vendor catalog information. Warehouse and related records (bins) can be created automatically from Catalog information and then loaded with warehouse specific information like quantities and costs.
• Open AR Invoices: The open accounts receivable invoices from your old system are normally moved into StreamV at system startup. The invoice records are loaded with a converted balance to handle partially paid invoices, and to allow the system to audit the payment and other activity on the records.
• Open AP Invoices: The open accounts payable invoices from your old system are normally moved into StreamV at system startup. The invoice records are loaded with a converted balance to handle partially paid invoices, and to allow the system to audit the payment and other activity on the records.
• Pending Inventory: The Pending file is used to handle items that you own that are not physically present in inventory or the shop. You may need to create Pending records for items like samples out in the field, items that were sent back to the vendor (and not yet credited or replaced), consignment inventory, etc.
• Unvouchered Inventory: The Unvouchered Inventory file is used to record the liability to your vendor for items that you have received into inventory, but have not yet processed an accounts payable invoice for. In StreamV, these Inventory Activity records are created at receiving, and they are matched to the invoice when the invoice is received from the vendor. The amount of the open records provides you with your” inventory liability” for vendor receipts not booked into accounts payable yet.
Other data that can be imported at Startup includes
Table Data: Payment Terms, Product Lines, Groups, Shipping Methods, Operators, etc. In most cases, Table data is normally created manually (which allows the system to validate the information being entered and to ensure that all required fields have been loaded), but table records can also be loaded automatically when required.
Closed AR Invoice Headers: The closed AR invoices from your old system can be imported into StreamV to allow you to view invoice history by customer. The closed AR history may also be used to build customer accumulator data or statistics (like average days to pay, sales year to date, last year sales, etc.).
Closed AP Invoice Headers: The closed accounts payable invoices for a period of time can be converted to allow you to view invoice history by vendor in the new system.
AR Line Item Information: Loading the invoice line item details for the open and closed invoices being converted allows you to see prior sale information (i.e. what did I charge the customer for this item in the past), run comparative sales reports (i.e. customer sales by item for a date range).
Journal Entry Detail: The journal entry detail from a system can be imported into StreamV to allow you to view general ledger activity, and the posting details for accounts payable invoices. The journal entry file is one of the trickier files to convert, and normally, the beginning gl balances are the only GL amounts that are moved over to the new system.