Go Live Checklist

To make your conversion to the New Software a smooth and successful transition, follow the checklist below to ensure that you, your staff and your new software are ready for your planned Go Live Date.

There are Critical activities to ensure you are ready for your Go Live. These items are marked as Critical and must be completed prior to your Go Live Date.
There are Optional activities. These items are marked as Optional and can be entered at any time before or after your Go Live, as desired.
All remaining activities should be entered in a timely manner in order to make a smooth conversion to your new software.

Inventory Counts & Total Value of Inventory - Critical
1. Make sure ALL Inventory (stocking items) have been entered, stocked at the Location level and counted (Recounts) prior to your Go Live Date.
  1. Inventory Recounts
    - Follow the procedures as described in Help | Contents under FAQ - Frequently Asked Questions | Accounting | #1 How do I enter opening balances? #2 Recount Inventory.
2. Make sure ALL Consignment Inventory has been entered, stocked at the Location level and opening balances are completed prior to your Go Live Date. (if you have Consignment Inventory)
  1. Do not Recount the Consignment Inventory for Opening Balances.
    - Follow the procedures as described in Help | Contents under FAQ - Frequently Asked Questions, Inventory | #2 How do I setup and manage consignment inventory?
3. To verify Total Value of Inventory use GL Account # 1420 Materials.
  1. The 1420 Materials account will include Consignment Inventory values.
  2. Consignment Inventory values are also held in the GL Account #2130 Consignment Liabilities.
  3. To verify your true Total Inventory Value, subtract the 2130 Consignment Liabilities value from the 1420 Materials value.
Return Good Credits - Critical
1. Process as many Return Good Credits as possible prior to your Go Live Date.
  1. The Supplier Credit Slip should be processed in your old software system prior to your Go Live Date.
2. Any remaining Return Good Items that you have not received Supplier Credit for must be entered into your new software system as an opening balance.
  1. Follow the procedures as described in Help | Contents under FAQ - Frequently Asked Questions, Accounting, #1 How do I enter opening balances? #4 Enter Returned Goods waiting for credit.
Work In Progress - Critical
1. Any and All Work In Progress jobs must be recreated in the new software system if not completed in your old software system prior to your Go Live Date.
  1. Any parts (non inventory) on Work In Progress jobs that have been purchased prior to your Go Live Date will be entered with a $0.00 cost.
    - The cost for these parts will be entered as part of your Payable Opening Balances.
  2. It will be in your best interest to enter the Supplier and Supplier Invoice # for these parts entries.
Cash Balance and Cash Float / Petty Cash Opening Balance – Critical
1. All monies should be deposited the day prior to your Go Live Date.
  1. This will include all Credit Card receipts, Checks and Cash on hand, except for your Cash Float / Petty Cash.
    - You will need to start the day of your Go Live with only the Cash Float / Petty Cash in the Cash Balance.
2. Enter the Cash Float / Petty Cash Opening Balance
  1. The Cash Float / Petty Cash should be entered prior to your Go Live Date.
    - Follow the procedures as described in the Help | Contents under FAQ - Frequently Asked Questions, Accounting #1 How do I enter opening balances? #6 Enter in Cash Float.
All Default Setting under the Tools Menu should be set and configured as indicated below.
1. Enterprise / Setup
  - Master Method of Payments - Critical
  - Other Charges - Critical
  - Contact Categories - Optional
  - Unit Conversion Formula - Optional
2. Location
  - Location Defaults - Critical
  - Labor Rates - Critical
  - Method of Payment - Critical
  - Other Charges - Critical
  - Employee Payroll Details - Optional
  - Available hours - Optional
  - Time Clock Custom Events - Optional
  - Bank Accounts - Critical
  - General Ledger Accounts - Optional
  - Catalog Setup - Optional
  - Sell Price Defaults - Critical
  - Work Order Designer - Critical
  - Work Order Formatting - Critical
  - Document Comments - Critical
  - CRM Setup - Optional
3. Workstation
  1. Workstation Defaults
    - Contacts - Optional
    - Appointments - Optional
    - Messages (multi-user only) - Optional
    - Spell Check - Optional
    - Work Order - Optional
    - Catalog / Time - Critical
    - Email - Optional
  2. Auto Replace – Optional
All Employees should be entered and Contact Categories set - Critical
Employee System Security should be setup - Optional
All Suppliers should be entered and Contact Categories set - Critical
All Service Offerings should be setup and copied to the Location - Critical
1. Service Packages
2. Pinpoint Inspections
3. Common Complaints
Employees should be training and fluent with the following procedures, as per their individual job duties - Critical
1. Entering New Contacts and Vehicles
2. Writing Repair Orders (New Work Wizard)
3. Processing Repair Orders
4. Invoice Posting Procedures
5. Ordering and Receiving parts from suppliers
6. Receiving inventory stock, stock orders and recounts
7. Consignment inventory processing (if you have Consignment Inventory)
  1. Follow the procedures as described in Help | Contents under FAQ - Frequently Asked Questions, Inventory, #2 How do I setup and manage consignment inventory?
8. Cash Drawer functions
  1. Customer Payments on Account
  2. Cash Paid Out
  3. Payment To Supplier
9. Daily Procedures
  1. End Shift
  2. Cash Balance
  3. Prepare Bank Deposit
  4. Reports
10. Scheduling
11. Time Clock functions
12. Account Receivables management
13. Account Payables management
14. Bank Accounts
  1. Writing and Printing Checks
  2. Bank Reconciliation
15. Payroll Entries
16. Tax Remittance
17. General Ledger
18. Customer Relationship Manager