To go live successfully please follow these steps
Area | Status | Details | Responsibility | |
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Admin | Setup all required host companies
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Finance | Setup Chart of Accounts (can be imported from Excel) See: Chart of Accounts Create financial periods. Recommend creating FY prior to starting operation in order to record Retained Earnings See: Financial Years | |||
Sales of stock items | Setup Delivery Charges for customers See: Host Company (your business/s)#Currency/GST/BAS/Freight | |||
Admin | Set Stock Control Settings | |||
Employees | Setup employees and contractors
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Finance | Setup Customer and Supplier Terms See: Host Company (your business/s)#DebtorandCreditorAgingTerms | |||
Import Customers | Setup /wiki/spaces/SE/pages/32638092 Add all customers (Persons and Companies) See: Importing Leads, Customers, Suppliers, People and Companies | |||
Import Suppliers | Add all suppliers (Persons and Companies) See: Importing Leads, Customers, Suppliers, People and Companies | |||
Finance | Setup GL Control Accounts Setup Bank Accounts in GL and on Host Company See: Bank Accounts - Creating and Managing Setup Relationships between entities for intercompany trading (Relationships) See: Host Company (your business/s)#Relationshipsbetweenhostcompanies Setup loans between host companies See: Loans Between Trading Entities Setup owned entities (owned by the host company) See: Customers and the Debtor Card#Acompanymaybeownedbyanumbercompaniesorpersons Setup Fixed Assets Depreciation GL accounts See: Fixed Asset Register and deprecition Add logo in Host Company for Invoices etc. Review / update invoice layouts and email templates | |||
Finance | Cash sale entity, Minimum GP%, Target markup %, Auto Allocate Invoices, Auto off credit hold, Max debtor and creditor write off adjustments See: Host Company (your business/s)#Sales/Credits/StopSupplySection | |||
Sales | If using price lists - Set default price list See:Host Company (your business/s)#Sales/Credits/StopSupplySection | |||
Admin and Sales and Finance together | Setup Host Company Profile Settings See: Host Company (your business/s)#HostCompanyProfileSettings Setup Host Company trading relationships (Debtor, Creditor, Loans) if multiple companies are using our system. | |||
Stock | Setup Warehouses, stock locations + default warehouse on host company - see Warehouses and Stock Locations Setup Stock Categories - see Article Categories Import stock definitions and images- see Importing Articles Process Setup Individual Supplier defaults (use by days, order cycles weeks, delivery days, Inco terms, Brands etc) Setup price lists if required - see Pricing when you sell products | |||
Services | Setup all services required - see Services General Overview | |||
Assets | Setup all assets required for the business - eg Delivery Vehicles, Buses, etc See: Assets and Setting up Vehicle Assets for Hire | |||
Domain changes to ensure emails are received by your customers. | The system is going to send out emails that are from your company - these will be blocked by some spam filters unless you update your internet domain registration - see details here https://en.wikipedia.org/wiki/Sender_Policy_Framework
You will need /wiki/spaces/DEV/pages/33036807 to create the spf records. | |||
Bus Tour Companies |
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Delivery Vehicles | If using delivery zones then setup delivery zones so can link them during import | |||
Test every thing | Test Everything - using the test system
Do not go live until you are confident the test system does what is required. | |||
Just before go live | ||||
Average cost | Check all stock articles that are to be counted have accurate average cost. | |||
Import Customers | Setup /wiki/spaces/SE/pages/32638092 Add all customers (Persons and Companies) See: Importing Leads, Customers, Suppliers, People and Companies | |||
Import Suppliers | Add all suppliers (Persons and Companies) See: Importing Leads, Customers, Suppliers, People and Companies | |||
On go live | ||||
Open Transactions | Manually enter or import Open Invoices (Debtor and Creditor) | |||
Do Stock Count | Stock count in the warehouse/s - do as initial stock so does not create journals See: Stock Take - at end of count 2 "Use this stock as initial stock" - requires
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Can be after go live | ||||
Finance | Create Retained Earnings
Historical Trial Balances - see Upload or Import a General Journal from Excel#HistoricalTrialBalances
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Fixed Asset Register | Populate the fixed Asset register with assets being depreciated, run first depreciation journal | |||
Notes | Debtors are auto-created (if they do not already exist) when you search for a person or company in the sales order or purchase order form |