Introduction
Audience
PROCESSIT Application Migration Guide is intended for ReadSoft or Partner consultants who are familiar with PROCESSIT, and have been trained and certified on the product. The guide describes how to migrate from ReadSoft INVOICEIT to ReadSoft PROCESSIT.
To perform tasks described in this guide, the following is assumed:
- General level understanding of service-oriented application (SOA) concepts and Oracle Fusion Middleware
- Working level understanding of Oracle E-Business Suite (Purchasing and Accounts Payable modules
Migration Process Overview
The ReadSoft INVOICEIT to PROCESSIT Application Migration enables you to migrate invoice data objects, such as URLs, invoice images, invoice data, reminders, match hold setup rules, and invoice activity history from the INVOICEIT schema tables to the PROCESSIT schema tables. Within the PROCESSIT Migration Utility program, you can select to view the migration log, which provides allows you to view and track all of the objects that have been migrated.
The migration begins with installing the PROCESSIT Migration Utility into any Microsoft Windows workstation. The next steps involves running the migration utility from your Microsoft Windows Start Menu, and verifying that the proper INVOICEIT 3.x database connection information is available in the data source area of the screen (on the left side), and that the PROCESSIT database connection information is available on the target area of the screen (on the right side).
As the final step, you'll run the migration utility. Once completed, you may use the Search function within the PROCESSIT application to search and display migrated invoices.
Managing Existing Active Workflows
As in situations where application data is being migrated to another application, the workflow processes that are already in-flight can pose significant concern. As such, careful consideration should be given to the approach and impact of the application migration if there are active workflows.
In any environment, it is possible to have active long-running workflow processes that require human interaction that need to be considered. For example, suppose that you have an invoice approval workflow that requires several levels of approval due to the amount involved and takes several days for all respective approvers to respond. As such, this is an example of an active long-running workflow.
Active long-running workflows can impact your application migration approach, coordination, and timeline for upgrading to PROCESSIT. You should consider the most optimal approach to upgrading based upon what best suits your organization's timing, personnel, and overall objectives.
In essence, there are two viable options to consider to assist with this transition, which include:
Option 1 (Recommended Option)
Complete processing of all active workflows successfully within INVOICEIT before migrating them to PROCESSIT, then discontinuing to use INVOICEIT, and starting any new invoice processing activity with the new PROCESSIT environment.
If you are upgrading to PROCESSIT in conjunction to an Oracle E-Business Suite R12 upgrade or if Oracle E-Business Suite R12 is already implemented, this is the preferred and recommended option.
Option 2
Implement PROCESSIT as a parallel environment to your existing INVOICEIT implementation, begin any new invoice processing activity within PROCESSIT, complete processing of previous invoices already in-flight within INVOICEIT to a successful completion, migrate those invoices to PROCESSIT, discontinue the use of INVOICEIT, and begin using PROCESSIT for all invoice processing activity.
If you are upgrading to PROCESSIT while still running Oracle E-Business Suite 11i, you may proceed with either migration option. Although Option 1 is still the recommended approach.
The migration utility is looking for an invoice status of FLOW_COMPLETED in order to migrate the invoice data from INVOICEIT to PROCESSIT. Therefore, only invoices that have been completed through workflow will be migrated to PROCESSIT. The migration utility can be run multiple times, to enable invoice flows that could not be migrated originally because they were not completed, to be migrated at a later time.
Performing the Migration
Migration Prerequisites
Before you begin the migration process, these requirements must be met:
- Available Windows workstation for installing the migration utility
- Network access to both the INVOICEIT and the PROCESSIT databases
- Microsoft's .NET Framework (2.0 or higher)
- Oracle Data Access Components 11.2 Release 2(11.2.0.1.2)
- PROCESSIT Migration Utility executable
- INVOICEIT database server name, port, SID/service name
- INVOICEIT xxit3 database user password
- PROCESSIT database server name, port, SID/service name
- PROCESSIT d4 database user password
Run Prerequisite Grant Scripts
Grants Script prior to migration on Oracle E-Business Suite R12
Before executing the migration tool, please execute the following grant:
grant update on applsys.fnd_documents to xxd4_apps;
Grants Script prior to migration on Oracle E-Business Suite 11i
Before executing the migration tool, please execute the following grant.
grant update on applsys.fnd_documents_tl to xxd4_apps;
Please remember to run the revoke grants scripts at the end of migration.
Install Migration Utility
To migrate applications from INVOICEIT to PROCESSIT, you must install the migration utility:
- Navigate to the file system where the installer is located,
- Open setup.msi. This starts the Setup Wizard.
- Click Next.
- Select the folder where the migration utility is installed.
- Click Next.
- Confirm the installation
- Click Next to install the migration utility.
- Once the installation is complete, click Close to exit.
Open Migration Utility
Accessing the installed migration utility can be done via the Windows Start Menu:
- Click All Programs
- Select PROCESSIT
- Select ProjectITMigration
Invoke Data Migration
- Navigate to the Invoice Migration tab.
- Supply values for the INVOICEIT database you are migrating from:
- User/Schema - defaulted to XXIT3
- Password
- Host
- Port
- Service Name or SID
- Batch Size
- Supply values for the PROCESSIT system you are migrating to:
- User/Schema - defaulted to D4
- Password
- Host
- Port
- Service Name or SID
- Image repository
- You can test the outcome for both databases by clicking Test.
- Navigate to the Profile Migration tab.
- Review and verify the map profile of the INVOICEIT configuration parameters to PROCESSIT parameters. The list of INVOICEIT configuration options is dynamically created based upon what is included in Oracle E-Business Suite, and has been made extensible to allow for future mapping to new PROCESSIT configuration options as they emerge in future releases.
- Click Transfer to invoke the migration.
The migration utility transfers invoice records from tables xxit3_invoices and xit3_invoice_lines in the INVOICEIT database, to tables d4_invoices and d4_invoice_lines in the PROCESSIT database.
If required, the migration utility can be run multiple times until all invoices residing in INVOICEIT are migrated to PROCESSIT.
Only invoices that were imported into Oracle Accounts Payable are migrated to PROCESSIT.
Revoke Grant Scripts
Revoke Grants Script for Oracle E-Business Suite R12
After executing the migration tool, please revoke the following grant.
revoke update on applsys.fnd_documents from xxd4_apps;
Revoke Grants Script for Oracle E-Business Suite 11i
After executing the migration tool, please revoke the following grant.
revoke update on applsys.fnd_documents_tl from xxd4_apps;
Invoice Image Transfer Notes
Only invoices residing within INVOICEIT with a status of FLOW_COMPLETED are migrated. This means that any invoices that are still active at the time of migration are not migrated.
If the invoice images were stored in the INVOICEIT database (i.e. not in an external archive), the invoice images are transferred from the xxit3_interface table in INVOICEIT to the d4_archive table in PROCESSIT.
If invoice images were stored in an external archive, the URL pointer to those images is migrated to PROCESSIT for access to the images.
If Oracle E-Business Suite is upgraded from release 11i to R12 (as opposed to re-implemented), and the historical 11i invoice records exist in the R12 environment with identical AP invoice IDs, then the migration utility updates the image attachment URL to the invoices in AP. This ensures that invoice images are available from the Invoice Workbench in Oracle Payables as well.
Migrating System Configuration
The migration utility transfers all relevant and comparable configuration options from INVOICEIT to PROCESSIT. For configuration options without a one-for-one match between INVOICEIT and PROCESSIT features, you must perform the configuration using PROCESSIT Configuration Manager.
PROCESSIT Configuration Quick Guide
- Login to PROCESSIT using administrator credentials
- Click the Configuration Manager button in the main menu.
- Click Parameter Management.
- Review the imported parameters.
- Edit existing parameters or create new to configure PROCESSIT processes correctly.
- You can select specific categories or search for specific parameters to assist you in the review. You can also export the parameter list to facilitate a review with for instance Microsoft Excel.
Reviewing Your Migrated Invoices
Once migration is complete, you can search for and view the migrated invoices via PROCESSIT Search. The status processed is applied to invoices that were migrated from INVOICEIT to PROCESSIT.
PROCESSIT Search Quick Guide
- Login to PROCESSIT using administrator credentials
- Click the Search button in the main menu.
- Supply search criteria and click Seearch.
Use the search criteria field Status to search for all invoices with the status Processed.
Frequently Asked Questions
Questions and Answers regarding migration utility
Can we filter PROCESSIT migration by date or other criteria?
Yes. For maximum flexibility in defining a specific criteria, there is a filter button, which opens up a pop-dialog box to enter basic SQL statements that correspond to the attributes in the table, and should be used to specify a particular criteria (for example a range of invoice IDs or invoice dates).
What does the Batch Size setting refer to on the Invoice Migration tab?
The number of invoices selected to be migrated that have a completed status.
What does the utility write back to Oracle E-Business Suite?
The migration utility just updates the attachment link for the invoice in EBS to now point to PROCESSIT.
Can we run the migration incrementally?
Yes, but it will only migrate invoices that have a completed flow.
How is the invoice activity history handled?
The activity history is migrated from INVOICEIT, and it now appears in PROCESSIT Auditor's activity history.
Is the post migration capability comparable to INVOICEIT with respect to viewing and searching on legacy invoices and recalling action details; e.g. who approved an invoice line and when?
Yes
Does the migration utility need to write invoice info back into Oracle E-Business Suite Accounts Payable to identify invoice records that have been migrated?
No. The indicator that an invoice has been migrated is stored in the XXIT3 schema.
What is migration process of the utility? Does it extract source data over the LAN to the PC, modify the data, such as URLs, and then write data to the target?
Yes
This has duration, throughput and performance implications, so can you advise on network traffic?
Not with any exact precision, because it depends on factors such as the size of the XXIT3 Interface table, image sizes, and number of invoices to be migrated.
Can a set of date parameters be made available to set migration parameters to migrate only a small subset of invoices to reduce LAN traffic?
Yes, using the filter button, which opens up a pop-dialog box, you can enter SQL statement to filter the number of invoices into a smaller subset to reduce the load
Is the invoice image data URL updated automatically to avoid any change between XXIT3 and D4 schema? (Invoices are currently stored in the XXIT3 schema).
Yes
On the PROCESSIT database panel, there is a drop down for the Image Repository offering PROCESSIT or INVOICEIT as options, what do these mean?
If you select PROCESSIT, then the image is extracted from INVOICEIT and placed in the D4 Archive table within PROCESSIT. This is an option if you are getting rid of the INVOICEIT XXIT3 schema altogether. If you select INVOICEIT, then the images stay in INVOICEIT, but are referenced in PROCESSIT so as to preserve the image storage on a single medium. This was done for a customer who had performance concerns with the migration of invoices, but yet allowed them to continue to search for and view old invoices/images.
For the WebLogic server details, what does it refer to?
This refers to the host name to be used.
If an invoice with the status FLOW_COMPLETED is migrated, but the destination record is or becomes corrupt for any reason, how can the flag in the XXIT3 schema showing the invoice has been migrated, be cleared so that the invoice can be re-imported?
Just set the status of the invoice back to FLOW_COMPLETED and then run the migration utility again.