This document provides suggestions and ideas to help you confirm your data has been correctly uploaded into rentalresult. This document covers the standard conversions which are part of the express implementation:

• Accounts (Vendors and Customers)

• Item Codes (equipment lines)

• Assets (Rental assets, stock quantities, and other assets)

• Selling & Rental Rates

• GL Opening balance

• Open Items (AR & AP)

Reconciliation of data is important to ensure an audited migration is carried out from existing system to rentalresult, reconciliation of data within rentalresult is only possible back to the input file; reconciliation of existing system to input file is also required to validate data clean up & manipulation.

The inbuilt rentalresult conversion routines perform a number of validations to ensure that data can be correctly uploaded and matches the same requirements as when manually entering. However this does not validate contact name mapped to address line 1, just that a value for address line 1 has been supplied, this is the point of data reconciliation, to verify any extract, manipulation and upload errors that may occur. Common issues include but are by no means limited to:

• Overzealous selection criteria on extraction meaning live data missing.

• Underzealous selection criteria meaning obsolete and worthless data migrated.

• Manual manipulations for merging/matching of data sources – user error.

• Incorrect source versions of data used

• Incomplete data sorts i.e. not all columns selected

Conversion reconciliation can take a number of forms from simply running reports in legacy system and comparing to rentalresult reports to checking individual record entries at a field by field level.

The below reconciliation suggestion are by no means a exhaustive list, requirements will vary based on business requirements, time constraints and what areas of the system your implementation is covering.

Technical Reconciliation

A technical reconciliation is recommended to ensure completeness and accuracy of data. This is normally performed by the person responsible for the extraction/provision of the file.

For all conversions the following checks can be made to make technical reconciliations.

Data Completeness

• Compare number of records in input file (less known cleansing/manipulations) to number of records in legacy system/s

• Compare number of records created within rentalresult to number of records in input file

Data Accuracy

• Check mappings of fields within from legacy system/s are mapped to correct input column

• Check mappings of fields within rentalresult from input file have populated correct field

Specific Checks by Conversion Type

Accounts

Customers & Vendors

• rentalresult account number matches company name and address information

• If not utilizing legacy account number then check field holding legacy account number matches to company name and address information

• Check can edit a vendor and customer account record in rentalresult

Equipment

Assets

E-codes, serial numbers, item code all match and are correct.

Items

Item code, description, item definition and item groups all match and are correct.

Pricing

Price lists have been created and can be edited

Open Items

Check invoice numbers correlate to correct account number and total debt ties to GL control account.

Commercials Reconciliation

The point of the commercial reconciliation is to check data is correct, and that balances match required.

Key things required are aging and asset values, as these are normally requested by auditors. Details are provided below for each conversion.

For all conversions a verification of the technical reconciliation should be performed.

Accounts

Customers

Suggest checking 20-30% of accounts randomly.

Pick a sample of 10 accounts as a bare minimum, if you have cash accounts or other different types pick a cross section of these too.

Suggested checks to make against sample section of individual customer records:

• Currency

• Status of account; if account on hold

• Payment terms

• Address information

• If tax exempt

• If have insurance certificates

• Credit limits

• Price/discount list associated to account

• Account is correct type i.e. if cash or credit

• If shipping addresses are utilized check flagged as shipping only

Vendors

Suggested checks to make against sample section of individual vendor records

• Currency

• Payment terms i.e. if provide 30 days etc

• Address information

• Vendor status

• 1099 codes

• Consider ‘both’ ledger accounts where they are vendor and customers

Equipment

Items

Check description and type are correct. For example when creating a contract and selecting a rental type item that it doesn’t provide you with sales pricing only, and when dispatching rentalresult lets you select a specific asset rather than just a quantity if its an individually serialised item.

Pricing

Enter a new selection of quotes/contracts to check default pricing correct compared to existing system less manipulations.

If using account, branch or multiple price lists check a cross section of this range.

Assets

Run reports to determine assets at a point in time to compare total value of assets and all costs. Run asset movement report within Reportnet to get list of assets converted, compare numbers (costs) to extracted. Run depreciation in test environment for period and compare to same period in legacy system. Check levels by branch figures and equipment status levels (specifically on rent volume) and any WIP statuses.

Suggested checks to make against sample section of individual assets

• Data held against assets is correct e.g. by e-code, serial#, and holding details match

• Item type correct for example rental item not set up as service

• Asset NB Costs

• Asset NB Depreciation

• NB Value

• Next period depreciation matches to existing system

GL Open Balance

Run a trial balance report in legacy system for last period and compare it to trial balance report in rentalresult. Verify figures match less manipulations.

Open Items

The following general checks can made

• Run the open item report within Reportnet check the total figure matches the expected figure

• Run aging report within Reportnet and compare to existing aging report

• Total Open Balances correct

• Check selection of

Suggested checks to make against sample individual accounts/document level

• Check customer total open balances match

• Check invoice dates

• Check invoice due dates

• Check document total and outstanding values

• If using multiple currency, currency figures are correct

• Check periods correct against document for aging

End Document

-- CrawfordCurrie - 03 Feb 2010