To go live successfully please follow these steps
| Area | Status | Details | Responsibility |
|---|---|---|---|
| Admin | Setup all required host companies
| ||
| Finance | Setup Chart of Accounts (can be imported from Excel) See: Managing the 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
| ||
| 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) | ||
| Import Suppliers | Add all suppliers (Persons 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 Setup Fixed Assets Depreciation GL accounts | ||
| 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 | ||
| 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
You will need /wiki/spaces/DEV/pages/33036807 to create the spf records. | ||
| Bus Tour Companies |
| ||
| Delivery Vehicles | If using delivery zones then setup delivery zones so can link them during import | ||
| Test every thing | Test Everything - the test system that is made available allows us to copy your complete setup from live to test. You can then enter test transactions to ensure the system performs as you want it to perform. 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) | ||
| Import Suppliers | Add all suppliers (Persons and Companies) | ||
| On go live | |||
| Open Transactions | Manually enter or import Open Invoices (Debtor and Creditor) | ||
| Journal open bank balances | Journal opening value for each bank account as individual general journal. Once a bank reconciliation has been completed you cannot enter a journal into a previous period in the bank account - but can roll back the reconciliations and start again. | ||
| Do Stock Count | Stock count in the warehouse/s - do as initial stock so does not create journals See: Stock Take - use mode "Full", at end of count 2 "Use this stock as initial stock" | ||
| Can be after go live | |||
| Opening Balance Journal | Opening Balance Journal can be created in Excel and uploaded. Normally you would use the trial balance from your previous system. Recommended approach
These journals can be deleted and re-uploaded any time (as long as no journal lines go to a bank account after a bank reconciliation) | ||
| Finance | GL balance history
| ||
| 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 |
do not include bank GL accounts.