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training:golive_checklist

GO-LIVE Checklist

IMPORTANT: Things to have completed before going live:

  • Inventory Part #’s or SKU’s have all been entered complete with description, cost, retail/list, supplier, supplier part #, and any further information you deem necessary
  • Customer Account details
  • Supplier Account details
  • Form Setup (Invoice; Payments; Statements; PO, Add stocks)
  • Invoice Tree – ensure all invoice types required at POS are showing in your invoice tree; an invoice form design(s) and a printer(s) should be set for each invoice type to automate printing OR a general setup in place to have System Five prompt you at POS as to what form and what printer you would like to print to.
  • Peripherals Set-up – ensure all external equipment being used at POS is communicating with System Five i.e. scanners, printers, payment processing, etc.
  • If you are using barcodes and barcode scanners, print all labels and attach them to your inventory.

Count Stock Quantities (Immediately prior to go live date)

You will need to do either a physical inventory count and enter the stock quantities immediately prior to using Windward Software or you may be able to export stock quantities from your previous system and import into Windward Software.

  • Generate an Inventory Value Report. Print or save this report to a spreadsheet. You will need the total inventory value later for the Starting Journal Entry.
  • Entry of open Work Orders. This can be done prior to your go-live date provided that your inventory counts have been entered.

Backdate these to the true date of transaction and record the deposit amount and date, then do a trial balance to confirm the accumulated balances in cash clear/deposit on WO account are correct. Next record and post a journal entry to reverse the accumulated amounts and have this entry dated just prior to go live date by debiting the Customer Deposit Account and crediting the Cash Clearing Account.

See the link below to review the video:

http://wiki.wws5.com/doku.php?id=training:deposits_on_wo_go_live0806031006

  • Entry of open Purchase Orders



Things to have completed before the end of Month 1:

  • Enter of A/R and A/P balances. See the link below to review the videos:

http://wiki.wws5.com/doku.php?id=training:entering_starting_account_receivable_balances_v6050

http://wiki.wws5.com/doku.php?id=training:entering_starting_account_payable_balances_v6050

  • Journal entry of existing balance sheet for starting balances.

http://wiki.wws5.com/doku.php?id=training:creating_starting_journal_entry_v6050

  • Network (timeouts) – if you are not doing your backup of System Five manually, speak to your IT Technician to ensure your network timeout and backup are automated.



Other settings that should be verified:

Double-check the setup-wizard to ensure that the following key components have been reviewed and set-up. Those with an asterisks (*) are mandatory and those without are optional meaning that they only apply to certain industries that may be using those features.

  • User settings – ensure that everyone who will be using the system has access by having their name and permissions set in the User and Security settings.
  • Chart of Accounts – ensure this has been customized to meet your business needs
  • Categories – these are essential to entering and holding your inventory information in System Five; please ensure that these have been set up and General Ledgers for each created.
  • Taxes – each applicable tax (name and %) must be set up and General Ledgers created.
  • Financial Years – must be set to match your business fiscal year start and end dates.
  • Minimum Book Month – must be set to allow your bookkeeper to post transactions at least 3 months previous to your Go-live date to cover any eligible expenses incurred.
  • Default Settings for Supplier, Customer, and Inventory Items – these would have been set-up as a template for carrying over information to new supplier, customer, and inventory records are entered into the system.
  • Price Schedules – these would have been necessary and set-up prior to entering your inventory into System5 so that pricing levels are established and automated for specific customer groups (if any exist)
  • Serial Numbers – only apply to industries were serial numbers are required and need to be tracked; these must be associated with your inventory prior to going live (Note: entering SN will in effect increase quantities so consult with your Trainer prior to entering them to ensure you are entering these correctly).
  • Invoice & PO Setup and Options – these settings would have been established in your setup Wizard and discussed extensively with your Trainer in the early stages of implementing your software; please review them for accuracy.
training/golive_checklist.txt · Last modified: 2017/02/27 13:59 (7 years ago) by tanya