Starting on SaaSplications

To go live successfully please follow these steps

Area	Status	Details	Responsibility
Admin		Setup all required host companies ABN, Web address, Logos, Address, contact details etc Sales Channels, Divisions and Departments Base Currency, GST, BAS Set Display colour for different companies (Profile settings) Relationships between entities for intercompany trading (Relationships) See: Host Company (your business/s)
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 See: Maintain Stock Control Settings
Employees		Setup employees and contractors Persons (who are employees) Employee Records for those persons, flag if sales rep, driver etc Roles to the employees See: Adding and Managing Users in the System
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 See: Financial Reports including Balance Sheet, Profit and Loss, Trial Balance, Aged Debt and Payable, Stock Valuation#ProfitandLossEliminatingintercompanytransactions 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 Setup all employees that are sales reps on orders as sales reps
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
Furniture Retail and Manufacturers		Additional setups are required for Sales Product Configurator (Article Categories, SKU settings) Manufacturing (Build Processes, SKU settings) External fabrication suppliers (SKU settings, Supplier online access roles) See
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.		SPF Record (on your domain registration) 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 Microsoft have implemented two new security checks. The simplest one appears to be an SPF record (and a very similar Sender ID record). Your domain registration needs to include an SPF record that tells the world (including microsoft) that our server sends emails from your email address. The SPF and Sender ID records are a text record in a particular format. There is a wizard to create the correct text to add to the text record. See a wizard here https://www.dynu.com/NetworkTools/SPFGenerator The generated SPF record starts with "v=spf1". Change this to "spf2.0/pra" for the Sender ID record You will need /wiki/spaces/DEV/pages/33036807 to create the spf records. DKIM (DomainKeys Identified Mail) is an email authentication technique that allows the receiver to check that an email was indeed sent and authorized by the owner of the sending domain. You will need to provide us with your DKIM certificate - The screen is at Admin > Config > Email Domains
Bus Tour Companies		Setup Stops on Host Company Entity Profiling See Tours - Setting up Bus Tours - Setup Tour Codes, Routes, Patterns, Tour Roster pattern for drivers
Documents		We will need a logo loaded into Host company. It is used for the screens and also for printed documents. Recommendation is DPI approx 1000 horizontal - file type - png is the best - JPeg if lots of colours You will need to print every document you intend to use in the system and markup changes you would like to do to them. Note - if you want to do the changes yourself you can > download the editor from Stimulsoft.com (yes it is free). We will provide you with the mrt and you can from the system get a copy of the xml to use in the editor from any system transaction.
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 Setup users - login as those users (send a password and then login using it) - review what they can / cannot do Test transaction flows - from start to finish - with variations you expect to come across Document transaction flows - in a similar way to our help system is recommended - to become a reference and internal training document Check pricing, calculations done by the system Check all document layouts are as you would like them Check all email templates required have been created and their results 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) See: Importing Open Transactions
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 Employee to be flagged as Admin Root location to be a Warehouse Not Seeded, Not counted items only
Can be after go live
Finance		Create Retained Earnings Create the FY prior to the one requiring retained earnings using Financial Years Add a general journal (revenue to balance sheet clearing account) Close all periods - Retained Earnings will calculate for the following year Historical Trial Balances - see Upload or Import a General Journal from Excel#HistoricalTrialBalances The historical trial balances will not upload in full once a bank reconcilation has been completed if they include the bank account and are dated prior to the reconcilation Option 1 - delete all bank reconciliations - then can create Option 2 - map all the bank balances to an asset account that is not bank reconciled - eg petty cash
Fixed Asset Register		Populate the fixed Asset register with assets being depreciated, run first depreciation journal See: Fixed Asset Register and deprecition
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