Stage 1 Initial Data Conversion Customer Sign Off Checklist

Overview

This verification check list is to be completed by the store project leader as soon as the first data conversion is completed.

All fields on this form must be filled in and all relevant check list items must pass verification prior to the commencement of training.

Customer
Date Completed
Completed By
Signature
Notes

All Customers

Verification Step	Pass? (YES, NO or N/A)	Comment
Review your top five (5) customers Check that payment terms and ABN match your current system Check the Payment Tender default Check Sales person Check Web IDs have been imported Check Bank Details
Check that customers that have a Charge To have been imported correctly
Enter five (5) customer account payments from your current system into Readysell and allocate the payments. (Note: You may have to allocate them to different open items in Readysell as the data in Readysell may be out of date, this is acceptable)
If running loyalty points... Check a few customers in respect to loyalty points. Check that the loyalty points redeemed and gained agree to the old system. Print off a Invoice for a few customers and check the loyalty points that print on the invoice
Select the address list view from Relationships > Addresses on the Navigation menu. Check the address information looks reasonable. In particular, check that most address records have a suburb and most customers have a delivery address. You need to do part of the work covered in the user guide page "Initial Review Of Addresses". At this point we don't need the address data to be perfect. Like the rest of the stage 1 checklist, we just need the data to be sufficiently accurate to allow for training.
Select the contacts list view from Relationships > Contacts on the Navigation menu. Check the address information looks reasonable. In particular check that contact records phone and email details. Also check for Web ID being filled in where appropriate. You need to do part of the work covered in the user guide page "Initial review of contacts". At this point we don't need the contact data to be perfect. Like the rest of the stage 1 checklist, we just need the data to sufficiently accurate to allow for training.
Review your top five (5) suppliers. Check that payment terms and ABN match your current system. Check the Payment Tender Default. Check bank account details and supplier primary account is flagged. Check Suppliers Account Code.
Review your Min/Max set-up for suppliers. Check that the Min/Max is set-up for intended suppliers only
Take ten (10) sale invoices from your current system. Enter them into Readysell and print the resulting invoices and compare them with the printed invoices from your old system.
At least one invoice must use contract prices
At least one invoice must have a quantity break price
At least one invoice must have a government price
At least one invoice must be a cash sale
At least one invoice must be a credit
At least one order must have a shipment that needs a product substituted. To do this you must delete the shipment, change the order, then ship the goods again. A lot of sites have trouble learning this process. Please check this step in detail.
Take ten (10) purchase invoices from your current system. Enter them into Readysell and print the resulting invoices and compare them with the printed invoices received from your supplier.
At least one invoice must be a non-stocked product (like freight or rounding)
At least one invoice must have a product that has a buy unit different to its stock unit
At least one invoice must have a product that has a quantity break cost price
At least one invoice must have a product that has a minimum order quantity
At least one invoice must credit
Complete a purchase run in Readysell for all suppliers using either min/max and/or average weekly sales. Ensure that the purchase run is successful and finished within at least 10 minutes. Please also ensure that you check some of the results.
Take ten (10) products with bar codes. Scan them into sales orders and confirm the right product is found.
Drag the "Quantity on Hand" column onto the product list view and check that the stock level is correct for ten (10) products.
For the same ten (10) products, check the product movement history and compare it with your current system.
Check that all Products imported have a Product ID. If there are blank product IDs and you don't know the code for these Readysell suggests you start naming them as NONE, NONE1 etc
Check that all Products imported have a Description, Category, etc
For the same ten (10) products, check tax code for taxed and tax exempt products.
Review your top five (5) products. Check that cost prices, sell prices, units, products sites, suppliers match your current system.
Open the Sale Invoice list view and check ten (10) invoices to ensure that the customer, product details, quantities and prices, value inc, value ex, tax value, costing, margin and GP% have been correctly imported.
Open the Sale Shipment list view and check ten (10) shipments to ensure that the customer, product details, quantities and prices, value inc, value ex, tax value, costing, margin and GP% have been correctly imported.
Open the Sales Back Orders list view and check (10) sales back orders to ensure all fields have been correctly imported
Open the Purchase Order list view and check ten (10) invoices to ensure that the supplier, product details, quantities and costs have been correctly imported.
Check your Readysell licence. You need one license for each user. Sites often expect unlimited users, but the agreement does not work that way. Contact Readysell if you have any doubts about what you get for your licence agreement.
If you have your own price levels for products. Make sure the display on website check box is turned off for go live for all catalogue products.
If you have store products, make sure the display on website checkbox is turned off until go live for any store products you want to display on the website.
Go to the product detail view for a popular product and check the monthly sales list for past sales by month for the product. Click on the "Product History" button from the product. Find the monthly sales list by month. Then compare the totals for one month against product movements and invoice for that one product.

Service Module Only (Required only if you use the service module)

Verification Step	Pass? (YES, NO or N/A)	Comment
Check that all your machines have been imported into Readysell.
Check that machines that need meter charge runs have a status of active.
Check the meters and initial meter counts are correct.
Check the "Next Min Charge Run Period" and "Next Var Charge Run Period" on the Parent Meter for active machines and confirm that are the agreed next charging period i.e., if Readysell go-live date is end of January 2016 then these usually set to 201602.
Check the all machines contacts person and account payable email addresses are present via the machines list view using the built-in "Machine Contact Review" view variant and "Active Machines" filter.
Check your service licence. You need one service license for each service user. Sites often expect unlimited service users, but the agreement does not work that way. Normal Readysell user licences are not sufficient to run service. You need both a Readysell licence and a service licence for each service user. Contact Readysell if you have any doubts about what you get for your service agreement.

Disclaimer

Readysell takes all care, but no responsibility for data conversions. Checking the data is the customers sole responsibility.