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Data Conversion,Migration and interface ..Why important | OracleApps E...

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Posted on June 9th, 2007 by Sanjit Anand |

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Do you know how many ways; we can enter the data into oracle application. Most of us can guess three different ways as: The Data can be entered using the application Screens. The data can be entered using Oracle's Open System Interface. The data can be stored in the database table directly But those who works in some complex business environment may figure out some of more like: 3rd Party Software (for the third options) Taviz (formerly SmartDB) which is EAI tool. Crossroads See Beyond (formerly STC) Vitria Data Loader: They have macro enabled spreadsheet kind of tool More4apps And there are many more, but most of these are used for master data, and few cases for transaction data via Open interface if available. Importance of data conversion/migration and interfaces within any ERP implementation project can't be ignored. Since ERP mostly deals with data which finally leads into Information , thus it is equally important to understand the aspect how "data" is important in any ERP system specailly in implementation phase, no matter how simple and unified operation is. Since I been involved in some big transformation oracle apps project thus It is a absolute a good cause to share some information about integration touch point, conversion/migration and interface development to someone who is very new to ERP world as well as Oracle application.

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Let's start with some common situation, we have three cases, 1. The Customer is running there some home grown IT application which cater most of the company need. Now management has decided to go for any ERP solutions, then the question what will happen for data which is already in the existing application? 2. Another situation is already using ERP a. They want to upgrade to higher versionpresuming the structure of some table get changed? Lets say 10.7 to 11i b. The company is acquired or merged with some other company, and the whole data need to move into the parent or child company . c. They want to enable some additional modules within existing application. 3. There are few data interacting with both the cases irrespective of database technology for where data is coming and going based out of need. The answer of the 1 is data migration and 2 is more pronounced as data conversion where as thirds is popularly known as Interface. The ways these are working haven't much difference but it is more important to understand definition and need. I never found any big difference between migration/conversion unless there is huge transformation of data, the only things figure out is conversion might required some less steps to perform, as assumption is that set up related stuff been already been taken care before execution of activity. Let's understand like this: Data Migration as a process of moving required (and most often very large) volumes of data from our clients' existing systems to new systems. Existing systems can be anything from custom-built IT infrastructures to spreadsheets and standalone databases. Data conversion can be defined as a process of converting data from one structural form to another to suit the requirements of the system to which it is migrated. Lets take a deep drive to understand better: Why conversion/Migration is more important in ERP? Before Go-Live in the production environment the required master data, the open transaction data and the historical transaction data need to be imported from the old legacy applications to Oracle Applications. Since data structure and data design in legacy systems are different from those of Oracle Applications, data need to be messaged/ converted satisfying the business rules to suite the Oracle requirement. Initial data can be migrated by any other means as discussed above depending upon cetain paramater like Volumn, usage, complexity , business rule etc.. How we Define Data Conversion Process where existing data from the client's old system is extracted, cleansed, formatted, and installed into a new system. These can be manual or automated. The big difference is that these are One-time only process that requires extensive testing and preparation. They must be executed and performed before a system goes into production. What Is An Interface then These are programs for connection between Two Systems In Order To Synchronize the Data. They can be Manual, Batch or Real-Time. Used Repeatedly and Should Therefore Be Designed and Constructed In the Most Efficient Manner Possible. These can Be Triggered by an Event (Such As Running A Concurrent Program) Or It Can Be Scheduled To Run At A Certain Time. Can Be Very Costly To Construct And Maintain. Does the conversion/migration/interface have Life Cycle Yes, they have, because they have a significant efforts required in development and design and implementation Functional Designer works with business owners to determine the data mapping and complete the functional design using the Design Templates. If the interface/conversion is automated, the Technical Designer converts functional requirements into technical specs for the construction of the interface programs. The developer uses the functional and technical designs to build and test the interface/conversion programs.

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More rounds of testing are done until the interface/conversion is migrated to the production environment for deployment. Conversion is assumed as one time activity but never looks like small activity which can be performed with couple of days.

How conversion and interface differ? There are good numbers of parameter on which they can be categorize. Take few of them:

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Frequency conversions are a one time event interfaces are ongoing Occurrence in the project timeline conversions executed before production interfaces executed during production Manner of execution conversions are batch interfaces may be batch or real time Complexity Conversion does have very complex, its totally depends upon the data mapping activity. coordinating with other systems make interfaces more complex Maintenance Maintence of interface is bit cost intensive task. Interface Type You have learned how interface is differ from Conversion/Migration. Now lets take few types of interfaces: Normally in any system , there are two kinds of interface as: Inbound Interfaces An inbound interface receives data from one system (legacy) and inserts into Oracle open interface tables. A typical inbound interface would follow these steps: 1. Extract data from legacy system into a flat file. 2. Use SQL*Loader or equivalent tool to upload information into a temporary table. 3. Write a PL/SQL program to take data from the temp table and insert into the Open Interface Tables. 4. Through the concurrent manager in Oracle Applications, run the standard Oracle Interface program to transform interface tables into Oracle data.

Outbound Interfaces o An outbound interface takes data from Oracle tables and inserts it into an external system (via tables or flat file). o A typical outbound interface would follow these steps: - Write a PL/SQL program to extract data from Oracle base tables into a flat file. - Use a custom program to read that data and post it into the legacy system

Do we have some other standard way to do interface? Open Interface is a table based interface registered as a concurrent program process records in batches. spawned(Pro-C) or PL/SQL based programs. API (Application Program Interface) is a parameter based stored procedure directly impacts base database tables. may be called from Oracle open interfaces,Forms, Reports. EDI (Electronic Data Interchange) uses industry standard data definitions(US/ANSI/X.12) for transmission of

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documents such as PO's, Invoices, Sales Order, etc.Oracle provides some EDI transactions through EDI Gateway.( Enterprise Application Integration (EAI) solutions are often used when complex integration requirements exist. What Is An Open Interface Table (OIT)? For inbound interfaces, the interface table is the intermediary table where data from the source application temporarily resides until it is validated and processed into an Oracle base table through a standard import concurrent program. Open Interface Tables are standard Oracle tables. Oracle uses OITs to provide a simple interface to Oracle base tables. Oracle has list of all the open interface that oracle offered in there product. Oracle Interface Program Most Oracle modules have standard import programs (concurrent processes) to facilitate custom inbound interfaces. The specific processing performed varies by application. These programs pull data from the open interface tables, validate the data, and then insert into one or more Oracle base tables. Upon successful completion of processing, the program deletes the processed rows from the interface table or marks them as completed. Depending on the import, errors can be viewed in various ways (exception reports, error tables, forms, etc). Examples of standard import programs: GL: Journal Import AP: Payables Open Interface AR: Customer Interface INV : Item Import AR - Autoinvoice Ok, thats is all about Conversion and Interfaces briefing. I will write some more for Tools used for Conversion/Interface and will discuss some granular details about a conversion/migration project and share some information about how and where AIM's documents fits into conversion and Migration projects. So watch out this space for some more stuff for conversions.. Till than..your comment and requset you to share some information relaeted to these areas.

Posted in Conversion | 63 Comments

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Have you joined OracleappsHub CommunityNetwork Forums ? Don't wait. Do it today 63 Responses 1. amit Says:
June 11th, 2007 at 6:22 am

hello, it is really a great stuff. keep it man -amit 2. patrick Says:


June 19th, 2007 at 9:10 am

hi, i want to know what r the api available in oracle quality module for loading the data from stagging area to base tables. Regards, Patrick

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3. Anand Says:
June 19th, 2007 at 6:47 pm

Patric, take a quick look on doc B25516_06. I donot know which APIs you are looking for, if you provide some input , i will surly assist you. There are some Inbound supported APIs avaiable OPM Quality Specifications APIs OPM Quality Specification Validity Rules APIs OPM Quality Test APIs OPM Quality Samples APIs OPM Quality Results APIs hope this helps -anand 4. Familiarize yourself with Oracle application World Says:
June 21st, 2007 at 8:23 am

[...] and implement Purchase Orders in Oracle EBS Suite.Procurement/Purchase Requisition take a lookData Conversion,Migration and interface ..Why importantSearchLinksCopyrightDisclaimerUnderstanding Accounting from Techies MindDo you know what is [...] 5. abhi Says:
July 17th, 2007 at 1:57 pm

Hi Anand, Great Work!!!!!!! If we have both interface tables as well as APIs. What is the good practice whether to use Interface tables or APIs. Ex: Customer conversion, we have interface tables as well as TCA APIs. Thanks a lot Abhi 6. Uday Says:
September 3rd, 2007 at 8:26 pm

Hi, Anand: It is a great work. In what interfaces/conversions you are very much familiar? Uday 7. Abhishek Says:
September 16th, 2007 at 6:57 pm

Hi, I have to do the conversion process from SAp to oracle. Could anyone help me? 8. naidu Says:
September 24th, 2007 at 10:35 pm

hi anand, how r u..? u r doing great job mankeep it up please let me know any interface or conversion process that takes place in real time i need each and everything about interface/conversion with sample code also please give me reply as soon as possible..waiting for ur reply..

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thanks&regards, naidu. 9. Arsh Says:


October 16th, 2007 at 1:27 pm

hi anand, how r u..? u r doing great job mankeep it up please let me know any interface or conversion process that takes place in real time i need each and everything about interface/conversion with sample code also please give me reply as soon as possible..waiting for ur reply.. thanks&regards, Arsh 10. Harish Says:
October 22nd, 2007 at 10:17 pm

Simple and easy-to-understand explanations. You are beginning to quash many ERP myths. 11. jagath Says:
October 26th, 2007 at 3:10 am

hi i want to know wether we have interface tables for approved supplier conversion. regards jagath 12. debasish mohanty Says:
October 31st, 2007 at 7:51 am

its really excellent 13. Amit kumar Says:


November 13th, 2007 at 4:16 am

Hi Anand, It seems u have a very good experience in oracle interfacing/conversion. Keep it up. Thanks & Regards Amit 14. lenin Says:
November 13th, 2007 at 11:09 pm

its much better with examples. but its a really nice medium of knowledge sharing 15. Lakshmi Says:
November 15th, 2007 at 11:48 pm

Hi Anand, ur explanation is easy to understand and will help for quick review. Can u please clarify my doubts

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If we have both interface tables as well as APIs. What is the good practice whether to use Interface tables or APIs. what is the difference between Customer conversion using interface table and using TCA APIs. 16. Venkat Says:
December 21st, 2007 at 10:55 am

brief and beautifulgood job and thanks for the efforts 17. gk Says:
January 2nd, 2008 at 3:32 am

for beginners it will be so helpful can u plz explain with one inerface cycle with full deatail thank 18. N.Sagar. Says:
January 31st, 2008 at 11:51 pm

Hi, Let me know does conversion use API while upoading the data from interface tables to standard tables. If it is using we can use that conversion program as an interface. 19. sivakumar Says:
February 1st, 2008 at 3:21 am

Hi Anand, I found this article quite informative. I am actually an applications DBA currently dealing with Merge a Financial module into another instance which is running Manufacturing modules. Can you kindly provide me any deatil doc for loading module wise from legact to existing system. Thanks & Best regards, Siva 20. Sanjit Anand Says:
February 4th, 2008 at 7:55 am

hello sivakumar, there is nothing from Oracle side, which can quickly merge Unified Financial opartion with Unified Manufacturing opertion, if running seperatly.. The point which need to be understtod that, the target instance should be one where the entire basic setup have to be performed.This can be better understood less gap requirement, custaomization if pergormed by inhoues team , but the more inmportant is ; 1.extending the existing COA of target instance to accomdate the new structure. 2. New setup required for all basic setup required for Manufacturing opertion like Inv org,accounting structure,etc I donot find any critical role for a DBA side in this whole exercise, as the requirement is purly functional from setup point of view, and more time to stressed on testing, as your more important exsiting system cant be jeoparadies. And secondly, you need to do data conversion quickly and cleanly from One instance to other instance. third, all customaztion and interface from one instance should be targetted to target instance. Therefore whole exerice consist of: 1. Research on existing COA stucture 2. Extend the existing COA to accomadte new (???? most challengling) 3. Replicate the basic setup in target instance. 4. Test the setup

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5.Do the data conversion activity atleast for open items, like item master, onhand, BOM,open sales order etc etc.. 5.test the migrated data 6. test the integaration of data with other module 7.Migrate all customzation and interface from one instace to another, Move is bit easy, but testing is one of time consuming activity. 8. User involvement. You can treat this as, some sort of re-implemenation exercise.The whole task would be based out of how best existing chart of account can be extended. As my experince ,PURLY FINANCIALAL instance the COA of account normally have 6 to 7 segments where the Manufacturing will have some more additional 3-4 segments to capture at lower leval. I donot have any formal document, but can walk through some high points what is really required in this exerice. I hope atleast , now you can think what is required. More over, if you provide some more point like 1. COA stucture of two instances. 2.The product module which are targeted in final instance. 3. Are the both the instance running on same releases. 21. Sanjit Anand Says:
February 4th, 2008 at 7:58 am

hello sagar, it depends, but what the oracle is using internally is not public APIs. Conversion and interface does not have any big difference. the name is only difference from project prospective. the basic flow with in both are same, indeed interface will have some more error handling mechasim , this is only big difference. 22. APIs or Open Interface Says:
February 12th, 2008 at 9:38 pm

[...] dear friend, there is hardly any difference the way both is working,do check my previous post. Anyway here is back to basic [...] 23. Radhika Says:
February 18th, 2008 at 2:10 pm

Hy Anand: Great stuff and keep up the good work!! Will really appreciate if you can provide the procedural steps for each and every interface of how to go about it and the tables dealt with!! Thanks a lot again!! Rads 24. Anand Iyer Says:
February 27th, 2008 at 12:57 am

Is it possible to convert expenses invoice (AP)with project/task distribution and xferto PA but NOT to GL ? Reason: Customer has been using AP, AR and GL for some time now. We are implementing PA. Customer wants to convert cost (Expenses). These costs are allready present as expense invoices and hence the converted costs should not be posted to GL. Any help would be welcome. Thanks

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25. anjali Says:


February 28th, 2008 at 2:41 pm

the information provided here has really helped me a lot. I appretiate the author who has done such a gud job 26. hussain Says:
March 18th, 2008 at 11:33 pm

could you please help me out on the item conversion your help will be appreciated Thanks hussain 27. Sanjit Anand Says:
March 20th, 2008 at 8:42 am

You can use the item interface to update items and category assignments by populating: - MTL_SYSTEM_ITEMS_INTERFACE - MTL_ITEM_CATEGORIES_INTERFACE then run the respective seeded program 28. Manoj Says:
March 27th, 2008 at 5:12 am

such a nice stuff i came 2 know many thinks which i needed i am new for oracle app could u tell me steps 2 learn it throughly THANX. 29. Ehsan Says:
April 23rd, 2008 at 11:30 am

Hi, How to define the steps in defining the scope of work and query to complete conversion process? e.g. - Legacy Data - Ensuring Data of Interest - Entities of Interest - Quality of Data - Integrity issues - unmatched foreign keys - Constraints issue etc etc - Data Cleansing - Creation of unnormalized data structures (Interface Tables) - Simulation etc etc There are many similar tasks involved in this process. Do you have the ideal way of listing all such activities including Queries Scope and plan? e.g. Task: Data Of Interest

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This task must execute 10 queries Q1, Q2..Q10 Q1 Scope: Shall determine the target data base (must Have fields) and Legacy Fields Q2 scope. etc etc I need this type of document. Thanks for emailing me any document/ template you have for conversion guys.!!! 30. RAJESH Says:
May 9th, 2008 at 10:27 am

Dear Anand, Can you provide me some example doc. of financial functinal specification and end-user training manual in any module e.g. AR,AP,GL,PO,CM Help apperciated 31. pradeep kumar Says:
June 3rd, 2008 at 12:20 pm

Hi, Which module data will be imported first? for example it is GL,INV,AP and then AR Thanks 32. Giri Says:
July 7th, 2008 at 4:13 am

Hi, I am Giri. the information in http://www.oracleappshub.com is very valuble. i have one doubt in conversion we will do validations based on original values of apps tables. my doubt while doing validation we have to use base tables or views. Pls give me info ASAP. Thanks & Regards GIRI 33. Giri Says:
July 7th, 2008 at 4:13 am

Hi, I am Giri. the information in http://www.oracleappshub.com is very good stuff. i have one doubt in conversion we will do validations based on original values of apps tables. my doubt while doing validation we have to use base tables or views. Pls give me info ASAP. Thanks & Regards GIRI 34. Sanjit Anand Says:
July 7th, 2008 at 8:54 pm

Putting Validation either from table or Views , does not make any difference.Moreover Its depends upon how comfortable you are in recalling table or view name with there corresponding column. Just for example.validation for CCID either from base table GL_CODE_COMBINATION OR GL_CODE_COMBINATION_kfv does not make any sense. Its depends upon how you are using. Moreover there are some instances when views will nor serve the purpose, as they are multiorg enabled where not need to set the environment for OU.

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Moreover Lookups are only part of validation, and best practice is to use base table rather than view. Another trick , is that if you are not sure what column and table details, better to navigate the Oracle form and try to get the information from the last menu attached with that form. Conversion or migration, the more you stress should be 1. rewind processs :how you are going to rewind the whole process as you are dealing of hell lot of bulk data 2.Expection handling : your code should be smart enough in term of reporting so that exception should be easily identified and you can fix it. 3.Putting data Loading in Batches : this is more important. Lets say you are dealing with 7 years Transaction data, its not recommeded to load in one batch. design your program from easiness and range of parameter so that other factors can be automatically taken care. 4.If you are retriving CCID, in code recomended to use CCID Function rather putting All segment value, but again this is choice , and Volumn of data in a batch. 35. Khadija Says:
July 10th, 2008 at 7:53 am

Thank you so much, it is so helpful article. 36. k. Nara hari Says:


July 12th, 2008 at 4:27 am

hi, friends this is hari, actually i want to know the interface tables while converting the data from legacy system to feeder system in AR,AP,GL,PO,FA,CM 37. K.C.Mishra Says:
August 4th, 2008 at 10:17 pm

Its really helpgul having requisite materials at one place 38. anitha Says:
August 5th, 2008 at 2:05 pm

Anand, Thanks much. It is very useful. 39. anjan Says:


August 26th, 2008 at 12:42 am

It is very important whose are facing interview at time this matter very useful and also understanding very easily quickly learning thanks for posting 40. Umesh Pendhare Says:
August 26th, 2008 at 9:51 pm

Hi Ananad, Nice stuff your doing.I really appriciate it. I am looking for data conversion for unit of measure, so can you please suggest me any Open Interface of API for the same. Thanks in Advance. UMESH 41. Swamy Says:
August 30th, 2008 at 9:16 am

It is really stuff

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42. Vaishali Says:


September 25th, 2008 at 12:20 am

Hi Anand, Its very good stuff worth reading. I am working as APPS tech person. I am looking for AR open Balances converstion and AR miscellaenous Transaction interface. If you have some resuable code or if you can share triggering point to start work on it, would be gr8 help for me. Thanks, Vaishali 43. mkr Says:
October 11th, 2008 at 12:12 am

hi..Anand nice any one can understand by reading this About interfaces and converstions. thanks Anand.ASAP keep more info about it. thanks, madhu 44. Lewis Says:
October 29th, 2008 at 1:59 pm

Hi All, If you are working with APPS Conversions or Interfaces, I suggest dont do everything from scratch, you should find a Tool to help in the process. We used Conviface (www.conviface.com) in our last implementation and it was really fast. Thanks, Lewis 45. khan Says:
November 12th, 2008 at 4:13 am

Inbound interfac can be regular task like monthly or weekly or it is only one time JOB 46. sangi Says:
November 24th, 2008 at 3:44 am

very great stuff, if you pasible provide more thinks on this stuff. thank you very much Annand. 47. Vijay Says:
November 27th, 2008 at 2:43 am

Hi Its really good stuff.This helps a lot 48. Ramesh Says:


December 4th, 2008 at 12:26 am

it really helps me a lot personally. keep it going on thanks 49. Debashis Says:
April 7th, 2009 at 11:33 pm

Hi Anand, What is the approach for conversion of history data?

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I have a case where client is maintaining Oracle application for 4 years with module stacks like AP,AR GL,CM,INV,PO,OM. Now they want to move one of the legal entity to a seperate instance and also wants history data to be migrated.There is no change of COA structure requirement. Thanks 50. vinod kumar.j Says:
May 4th, 2009 at 2:58 am

Hi Anand, I just want to Know the steps for migration of data from excel to base tables. please send the steps to ma gmail id(vinodkumarg2@gmail.com). Help me out. 51. jayakrishna Says:
June 12th, 2009 at 6:51 am

hi there is an any API for journal import in R12 applications please tell me any of the api to import 52. sam Says:
August 9th, 2009 at 6:06 pm

Hello Anand, Many thanks for posting such useful notes on the website. I am a regular visitor. Data conversion in an implementation can face 2 scenarios: 1) Fresh instance available for implementation and a business is going to go-live on the instance 2) An instance which is already used (other Operating Units are setup etc). In such a case, probably we might need to look at what are the fields already used (for example attributes in master items table for inventory) With the above, we might need to work accordingly to prepare the data conversion templates. Do you have any help document on how to go about preparing a data conversion template for various entities (for example, items, open sales orders) You can write to me on sajeedmujawar@gmail.com many thanks again 53. Triveni Says:
August 21st, 2009 at 12:51 am

Hi Sanjith , please let me know about the rules (Specified below) while preparing the CV 40 -Functional Document as part of Coversions (Migration). processing Rules Translation Rules Filter Rules Foreign Key Rules Derivation Rules Default value Rules In detail the meaning of that Rules & existance ,For more understanding take an ex: Ar Open Invoices conversion , in this perspect how to map this task (Ar Open Invoices) to the above mentioned Rules. Please forward any document available on conversions & Rules.

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Hope iam clear , Appreciate in advance all your Responses . And what is quick codes ? How to identify the quick codes please map in perspective of AR Open Invoices conversion? How to identify the Foreign key validations for a specific conversion take any other Example & map . Please let us know more about the quick code validation . Please replu to triveni.muppaneni@gmail.com Thanks Triveni 54. Kavita Says:
March 10th, 2010 at 9:53 am

Hi, The information provided here is really helpfull for professionals who are new in this field. It really helps me to understand the basics of Data migration & conversion process in Oracle apps. Its just what I was looking for. Thanks a lot for your efforts. 55. Salma Says:
June 15th, 2010 at 4:06 am

Dear Sanjith, Do you have a complete scope of work for ERP Data preparation/cleansing towards ORACLE full suite? Many thanks. Salma 56. Sanjit Anand Says:
June 15th, 2010 at 4:14 am

Salma; CV.010 : Data migration Stretegy Document is good to have in the begining, thats have details for entire data prep as well as cleaning activity. If you are looking for a sample i can share with you. Best sanjit 57. Salma Says:
June 15th, 2010 at 11:44 pm

Yes please, I would like to have a look at the sample. Many thanks, Salma 58. maruthireddy Says:
July 22nd, 2010 at 7:13 am

Plz send me a sample query of supplier conversion 59. Brenden Says:

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October 20th, 2010 at 11:25 pm

Sanjit, Great work! Can you share CV.010 : Data migration Strategy Document with me too please. Much appreciated. Brenden 60. Srini Says:
October 27th, 2010 at 10:13 am

Hi I would really appreciate your work, thanks for sharing info. i have one question Suppose i want to load the flat file information to header level and line level, in this case will i get one flat file or 2 flat files i am very new this oracle apps so pls dont hesitate to answer small questions 61. Srini Says:
October 27th, 2010 at 10:15 am

One more Question is how to do validation before inserting into interface table. please tell with one example (with column validation) thanks in advance Srini 62. Sudhakar Says:
November 9th, 2010 at 3:32 am

Hi, Article is very good for begginers like me. Keep it continue with the same tempo for us. Thanks 63. srinu babu Says:
November 11th, 2010 at 10:21 am

hi thanx for the exclusive informationplz send is there any workflow documets with full information srinu.abcdefgh@gmail.com Leave a Comment
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