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Page 6 of 9
Data Check
2. Enter the 4.2 database code and your new SunSystems 5 Business Unit Code.
Note: If your 4.2 database code starts with a numeric character this causes an error to occur during the migration process. You must therefore rename it before starting the migration process.
3. Before migration takes place, all files need to be checked. Select Data Check and enter the Business Unit code. Data Check:
- searches for invalid dates in the ledger backups.
- searches for lower/mixed case codes in the Static and Ledger backups.
- validates that all default analysis codes within the Param-xxx.dat file have an equivalent default code of spaces in the v4.2 Reference file backup.
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Any errors are reported in the DATACHECK-ZZZ.log within the print folder, usually named _print.
4. Correct any errors reported and re-run the Data Check to ensure all errors have been corrected.
Note: If the rules for automatic conversion of invalid dates during Actual Ledger and Budget Ledger Data migration (Step 11) are acceptable, invalid dates within the ledger backups may be left.
Upper Case Conversion of Codes
SunSystems 5 is very strict when forcing the entry of upper case codes. This means where a code could be in upper case, lower case or mixed case in SunSystems version 4.2, Data Migration will ensure that it is converted to upper case in SunSystems 5. The Data Check routine checks that any lower or mixed case codes are found in the static or ledger files and reports them to a file called lcasefields-zzz.wri. The file is created in the print folder.Edit the lcasefields-zzz.wri by amending the upper case equivalent code for the lower/mixed case codes reported if required.
Entries can be left as they are if each upper case code is unique.
For example:
ACC,ACC,14 DAYS ,14 Days ,Y,Account Code on Chart Of Account record
ACC,ACC,30 DAYS ,30 days ,Y,Account Code on Chart Of Account record
ACC,ACC,60 DAYS ,60 days ,Y,Account Code on Chart Of Account record
These entries do not need to be changed because each upper case code is unique. If codes are not unique, i.e. they have the same code when converted to upper case you have two alternatives:
- You can amalgamate the multiple codes into one when migrating.
Or - You can change the codes in order to migrate all of the multiple codes with the same uppercase equivalent.
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To amalgamate the codes to migrate only one of the multiple entries:
Decide which occurrence is to be migrated to the table in SunSystems 5, and delete the ‘Y’ in the Preferred Occurrence column of all other occurrences.
For example, entries as first reported:
ACC,ACC,LOWER ,lower ,Y,Account Code on Chart Of Account record
ACC,ACC,LOWER ,Lower ,Y,Account Code on Chart Of Account record
Entries as amended:
ACC,ACC,LOWER ,lower ,Y,Account Code on Chart Of Account record
ACC,ACC,LOWER ,Lower , ,Account Code on Chart Of Account record
Note: The only difference is that the ‘Y’ has been deleted from the row that is NOT to be migrated. In this instance the v4.2 record for code ‘lower’ is migrated, the v4.2 record for code ‘Lower’ is NOT migrated and all instances of ‘lower’ & ‘Lower’ are converted into ‘LOWER’ in v5.1.
To migrate both lower and mixed case codes:
For example, entries as first reported:
ACC,ACC,LOWER ,lower ,Y,Account Code on Chart Of Account record
ACC,ACC,LOWER ,Lower ,Y,Account Code on Chart Of Account record
Entries as amended:
ACC,ACC,LOWER ,lower ,Y,Account Code on Chart Of Account record
ACC,ACC,LOWEST ,Lower ,Y,Account Code on Chart Of Account record
Note: In this case both ‘Y’s have been retained, but one of the upper case codes has been amended. You can amend either or both upper case codes, but each code amended must be unique and cannot be the same as a code that already exists in the v4.2 data being migrated.
In SunSystems 4 there is no validation to ensure that the Address Code on the Chart of Account record (when Chart of Account record is a Debtor, Creditor or Client type) is a valid Name and Address record. In SunSystems 5 this is a foreign key relationship. This lack of validation causes Referential Integrity problems in Data Migration. Data Check reports the offending
Account/Address codes in the DATACHECK-ZZZ.log. You are advised to correct the SunSystems 4 data before migration, rather than correct the SunSystems 5 data after migration.
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Sun Documentation 
