Tips for upgrading to another

version of Prophet 21
Presented by:

Travis Alexander
 Prophet 21 World Wide User
Group Officers
President
Sam Snow Vice President of Operations
T. J. Snow Company, Inc. Ted Hoffman
Utility Supply and Construction
Vice President of Finance
Tim Edmunds
TSI Solutions Vice President of Member Relations
Eric Lunsford
Vice President of Marketing and Education Pye-Barker Engineered Solutions
Mike Chadwick
T. J. Snow Company, Inc.

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 DISCLAIMER
• This conference is an attempt by P21WWUG members to assist each other
by demonstrating ways that we utilize the Prophet21 system and other related
products.
• The P21WWUG and the individuals conducting the classes and round tables
take no responsibility for potential issues that arise as a result of taking the
advice given during the conference.
• The P21WWUG does not recommend using any SQL statements to update
your database without having those statements first reviewed by Epicor or
other experienced SQL professionals. Test any code in your Play Database!
• Using SQL statements to update your database may result in corrupting your
database. Test any code in your Play Database!

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 1. Goal for this session.
2. Prophet 21 Releases.
3. The Company reaction to a P21 Upgrade.
4. The Dream upgrade.
5. Before Testing begins.
6. Let the testing begin!
7. How to handle errors.

Agenda 8.

9.
An example of an error.
Educate Everyone.
10. Are we ready?
11. Upgrading P21 Live.
12. After the Upgrade.
13. What did we learn today?
14. Key Points.
15. Q&A.
 Travis Alexander

Refrigerative Supply Limited

Contact Info: [email protected]

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 Who is ➢ Has been working for Refrigerative Supply
Travis Limited for almost 3 years as the ERP
Specialist.
Alexander?
➢ Has been working with P21 for the last 8.5
years.

➢ Worked through one full implementation

and a couple upgrades of P21.

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 ➢ The leading refrigeration and HVAC
wholesale distributor in Western Canada.
What is
➢ January 2016 ‘Go Live’ on P21.
Refrigerative
Supply?
➢ Started in 1945.

➢ 15 Locations.

➢ 250+ Employees.
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 Goal for this
session
To discuss our approach for
upgrading P21 with minimal
business disruptions.
Remember FCS

Foundation, Communication and Scale

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 ➢ Generally, Epicor completes two major
versions (V) per year (YY).

➢ Naming: YY.V.RRRR (i.e. 20.1.3258)

Prophet 21
Releases
➢ Release (R) = Multiple Releases can
exist under one version.

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 10

The Company
reaction to
a P21 upgrade

Friday:
“I will upgrade
P21 over the
weekend”
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 ➢ The new P21 features will enhance
business operations.

➢ Addresses ‘irritating’ P21 user

The dream experiences.
upgrade
➢ All Dynachanges, Business Rules, etc.
transitioned smoothly.

➢ Co-workers easily accept the new

version.

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 Before testing begins

➢ Know the current version that is being used.

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 CONTINUED…
➢ The Epicor Customer Website, shows the Features and
Benefits for each version of P21.

Support → Documentation → Prophet 21 Version

Documentation.

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 CONTINUED…
➢ Use the Changes Between Software Versions under
PROPHET 21.

➢ The results will list all changes made between versions.

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 (Before Testing Begins)
What we did…
➢ Created a Test Database containing all current Data,
Business Rules, Dynachanges, Ribbons,
Dynachange Navigator and Role Settings.

➢ Our last P21 update required an upgrade Crystal

Reports and had to rebuild the RDS Farms.

➢ We had to review the data streams for any changes

that would alter our printed documents.
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 (BEFORE THE FIRST TEST BEGINS)
WHAT WE DID…
We decided to establish a TESTING TEAM

➢ The team should include people from all functional

areas of your business.
(Sales, Accounting, Production, Warehouse, IT, etc.)

➢ Schedule meetings for project updates.

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 (BEFORE TESTING BEGINS)
WHAT WE DID…
➢ Create a Work Flow chart for all transactions.
EDI, E-Mail from PO Wizard
Transfer Needed?
Customer wants
Ordering Needed?
an Item Ordering from PORG
Production Needed?
Order Created

Pick Ticket Created

Warehouse Processes? Invoice Created

Customer receives an Item

A/P Processes?

A/R Processes? Customer pays Invoice 17

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 18

(BEFORE TESTING BEGINS)

WHAT WE DID…
➢ Create checklists for the following:
Active Dynachanges Dynachange Navigators
Menu restrictions Business Rules
New P21 Features P21 Reports used
All Printed Documents All 3rd party connections (EDI, etc.)

➢ Create a Master Checklist to test all

transactions.
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 (BEFORE TESTING BEGINS)
WHAT WE DID…
EXAMPLE OF MASTER LIST TRACKING

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 20

(BEFORE TESTING BEGINS)

WHAT WE DID…

EXAMPLE
OF A
CHECKLIST

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 21

➢ Establish one team member to

monitor the Master Checklist.
Let the ➢ Every transaction should be
testing tested.
begin!
➢ Set an end date for the testing
period.

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 Continued…
➢ Test the integrity of all printed documents
(Current Vs. New).

➢ ALL results (Successful or Errors) need to be

reported to the person monitoring the checklist.

➢ Report ANY Error messages (with screenshots).

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 How to handle errors?
➢ Find a solution using:
▪ Other team members.
▪ Review the P21 WWUG for suggestions.
▪ Contact Epicor Support to file a case.

➢ Decide the impact the error will cause on

business operations…

➢ Is the error a SHOWSTOPPER for your

business? 23
 An Example of an error
➢ Reviewing the documents, uncovered that the LOT
GROUP Product Type was not charging taxes to an
order.

➢ The problem was created by one method of invoicing. 24

 Continued…
➢ Extra testing found “Work Around” in P21.

➢ It was determined the error would have a low impact

on Business Operations so testing continued.

➢ A case was filed with Epicor and a solution was created

for the next build.

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 26

➢ Create educational materials

relating to changes with the new
version of P21.

Educate
Everyone

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 Continued…

Get the message out!!!

Epicor U 27
 Are we ready?
➢ The Master Checklist is complete.
 Including a review of all printed documents, reports,
3rd party connections, etc.

➢ All errors have a solution or a “work around”.

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 ARE WE READY?
WHAT WE DID…
➢ Set a release date for the ‘slow business season’ to avoid
disruptions to Customer Service.

➢ Prepare a short ‘Upgrade Connectivity’ list to confirm

connectivity in every location. This is for the Desktop and
RF P21 interfaces.

➢ Prepare an appropriate ‘Fail Back’ in the event of an

update failure. 29
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 Upgrading P21 live
➢ Download the new version of P21 from the
Epicor Customer Web Site (Downloads).

➢ Complete the “Upgrade Connectivity” list.

(Printers, RF Guns, etc.).
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 After the upgrade

➢ Update the Master Checklist for future P21

upgrades.

➢ Update your Process Documents with updated

screen shots.

➢ Celebrate the Upgrade!!!!

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 32
Set a Strong Foundation 2 major P21 Review the new P21
for Future Upgrades. versions released Features from Epicor.
annually.
Test all transactions. Dream Upgrades
are possible.
Report all Results. Tell others about

Create checklists
What did we the new features.
Update Learning
before testing. learn today? Material.

P21 Upgrade, Celebrate your

Confirm Connectivity. SUCCESS !!!!

SHOWSTOPPERS(Errors).
Test the connection with 3rd party programs.
 Key Points
➢ This is how Refrigerative Supply upgraded P21.
Your experience will vary.

➢ Test all transactions before you upgrade.

➢ (F) Establish the Foundation and create a checklist.

➢ (C) Communicate with all co-workers using P21.

➢ (S) Scale this presentation to the size of your

company. 33
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 Travis Alexander

Refrigerative Supply Limited

Contact Info: [email protected]

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