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:

1. Complete the onboarding of any new Customers.

2. Create and send all Invoices and Credit Notes to the respective Customers.

3. Ship all Sales Orders that have been invoiced.

4. Import all Sales Orders from shopping carts see: ⚠ Live Shopping Carts.

5. 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:

1. Complete the onboarding of any new Suppliers.

2. Enter all Bills (Purchase Invoices).

3. Enter all Supplier Debit Notes.

4. If you've received stock prior to the Cut off time, receive all these Items using an Item Receipt or Bill.

For Inventory:

1. Do a full inventory (stock) count.

For Currencies:

1. Do your Currency Adjustments and post gains and losses

Banking:

1. 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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What do you mean by 'Cut-Off date and time'?

Think of this event as being the time up until which you will use your old system to initiate any new transaction workflows that commence with a new sale, purchase, or expense.

You'll probably have Accounts Receivable or Accounts Payable (Debtors or Creditors) transactions in play. These will be completed via the Migration Control Account in your new Salesorder system. See Launch T -5 for guidance.

You may also have partially fulfilled Sales Orders or partially received Purchase Orders. See Launch T -4 for how to deal with these.

The 'Cut-off date and time' also specifies the boundary up until which the historical and completed transactions exported from your system are before.

How do I reset my Salesorder system?

Resetting your system is a considered decision. A system reset unrecoverably deletes data from your system. Before you reset your system, you'll be asked to decide what data you want the reset action to delete. Please contact [e-mail] for instructions.

What do you mean by ASIC data?

ASIC is an acronym for:

• Accounts - the Chart of Accounts structure.

• Suppliers - the Supplier Masters

• Items - the Item Masters

• Customers - the Customer Masters.

The ASIC data is the standing and fundamental data your Salesorder system need to support your core workflows, e.g Order to Cash, Purchase to Inventory, and Payments in and Out.

Where are the Import templates and how do I use them?

See Import data templates.

!!!! Build the above tasks into your To-Do list.