T -5: Baseline preparation
Baseline your new system and set a cut-off date for your old system.
Cut-off time and date task list
IMPORTANT: Do this step before proceeding to Launch T -4
In preparation for the Cut-Off date and time, make sure in your old accounting system, i.e. Quickbooks, you complete the following in the order they are presented here:
For Sales:
Complete the onboarding of any new Customers.
Create and send all Invoices and Credit Notes to the respective Customers.
Ship all Sales Orders that have been invoiced.
Import all Sales Orders from shopping carts see: ⚠ Live Shopping Carts.
If you're using EDI Automation* You should notify your customer about the temporary pause in service.
*Your system is 'connected' to your customer's trading partner system via a private network or gateway for the purposes of EDI.
For Purchasing:
Complete the onboarding of any new Suppliers.
Enter all Bills (Purchase Invoices).
Enter all Supplier Debit Notes.
If you've received stock prior to the Cut off time, receive all these Items using an Item Receipt or Bill.
For Inventory:
Do a full inventory (stock) count.
For Currencies:
Do your Currency Adjustments and post gains and losses
Banking:
Reconcile your Bank Accounts
# | From Quickbooks | From another system |
---|---|---|
1 | Reset your system: Clear out ALL transactions. Chart of Accounts structure, Customer, Item, and Supplier masters, etc need to be preserved. All 'Settings', are preserved by default. | Reset your system: Clear out ALL transactions. Chart of Accounts structure, Customer, Item, and Supplier masters, etc need to be preserved. All 'Settings', are preserved by default. |
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2 | Set your Accounts Configuration. See Default Accounts Settings. | Set your default Accounts. See Accounts ⛭. |
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3 | QuickBooks transformer: Import QB Company file to coincide with the ‘Cut-off’ date and time. See Quickbooks Transformer - Admin mode. This will set all imported transactions to ‘Read Only’ with a Status = Historical. See All transaction data is imported with a status of 'Historical'. | Import templates: Import ASIC data to coincide with ‘Cut-off' date and time. CRITICAL Adding transactions to the 'Upload Transactions' import template is a considered task. Please read 'Migrate Transactions' BEFORE you upload any transactions to your system. |
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4 | Items enrichment: If you have not already done so, decide if you need dimensional data on your Item masters, e.g. Cubic Volume, Weight, Length, Width, Height, etc. Use the Item upload template to update Items imported from QB. | |
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!!!! Build the above tasks into your To-Do list.
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