Stage 2 Final Data Conversion For Master File Data Customer Signoff Checklist
This verification check list is to be completed by the project leader at the customer.
All fields on this form must be filled in and all relevant check list items must be completed prior to making a go/no-go decision for implementation.
| Customer | |
|---|---|
| Date Completed | |
| Completed By | |
| Signature | |
| Notes |
All Customers
| Verification Step | Pass? | Comment |
|---|---|---|
| Customer recently created in the current system has been created in Readysell | ||
| Customer recently updated in the current system has been updated in Readysell | ||
| Supplier recently created in the current system has been created in Readysell | ||
| Supplier recently updated in the current system has been updated in Readysell | ||
| Product recently created in the current system has been created in Readysell | ||
Check tax code for taxed and tax exempt products. Note down on this sheet any product codes that do not have the correct tax codes on them and whether they should be GST or GST Free. | ||
| Product/s recently updated in the current system has been updated in Readysell | ||
| Open the Sales Back Orders list view and check (10) sales back order to ensure all fields have been correctly imported | ||
Take five (5) 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. | ||
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Take five (5) 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. | ||
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| 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 five (5) products with bar codes. Scan them into sales orders and confirm the right product is found. | ||
| Run a list report that shows card address data. (Readysell can assist with this if necessary). Sample check the address data. Ensure that the suburb information has been converted for all records. | ||
| Initial review of contacts must be complete and signed off. You can't go live unless the contact information for all your active customers and suppliers is complete. See Initial Review Of Contacts | ||
Initial review of card addresses must be complete and signed off. You can't go live unless the address information for all your active customers is complete. See Initial Review Of Addresses | ||
| Drag the "Quantity on Hand" column onto the product list view and check that the stock level is correct for five (5) products. | ||
| For the same five (5) products, check the product movement history and compare it with your current system. | ||
| For contracts, go the Card tab on Contracts and in the detail area on the tab of 'Cards' use column chooser to add the field card.webcustomername. Then scroll through every contract. The customer.webcustomer field must not be blank for any customers who are on the web. Also the customer.webcustomer must match the office brands organisation name for that customer exactly. You must check every contract. | ||
| Check Card ID on suppliers line up with Office Brands supplier codes. This can't be changed until final import of supplier data and sales history is accepted in stage 3. But you can get a supplier list from Office Brands and check it against your supplier Card ID's. Then prepare to change them on the go live weekend as part of the stage 3 checklist. | ||
| Drag "Maximum Shipments" for cards onto the card list view and check the "Maximum Shipments" field on all cards is set to 2 | ||
Download the report “Customer Conversion Review Report (Review Imported Customer Data)” from the Readysell Store. Correct any issues identified by this list report. | ||
| Confirm you have read and are ready to implement the Stage 5 customer best practice checklist after you go live on Readysell 8 | ||
| Drag "Web Customer" onto the customer list on contracts. Then check that all contracts that are to upload to WebX have a web customer filled in. | ||
Check that you have created a card type called Non Stock. Add this card type to the suppliers are purely expense suppliers. Check that for these non stock suppliers, the following data has imported from the old data base - supplier account number, payment terms, credit limit, min order value, bank account details. Then also tidy up the following if you know - the general ledger account, supplier tender and what ever data was not part of the old database and can be tidied up. | ||
| Check that for each customer card the following data has been imported from your old system. Payment Terms, Price Level, Credit limit, sales person, carrier,notes, anything to do with the Web details, Readysell will mass update the field of Invoice Mode, Customer Order Required, | ||
| Check that once the contacts are tidied up how you would like to handle the printing of Invoices, Delivery dockets, Statements and get Readysell to construct scripts and update. | ||
| Check customers that may have a Head Office and cost centre scenario (children) | ||
| Check customers that may want to receive one invoice per month or per order is set up (Invoice Mode) | ||
| If you are using loyalty points check that this has been set up | ||
Check that non stock products have the right product category and the right tax codes and type | ||
| Check that the products that have no tax applicable have the right buy tax code and sell tax code | ||
| Check Serial numbers imported for at least 5 products (if relevant) | ||
| 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, tax code, 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. Check qty, qty back ordered, pricing, value inc, value ex, tax value, cost, margin, GP% and tax code | ||
| Open the Purchase Order list view and check the outstanding purchase orders that were imported if any. Check the date, supplier, qty on order, pricing, value, tax code, tax value | ||
Service Module Only
| Verification Step | Pass? | Comment |
|---|---|---|
| Machines recently created in the current system has been created in Readysell | ||
| Machines recently updated in the current system has been updated in Readysell |
Disclaimer
Readysell takes all care, but no responsibility for data conversions. Checking the data is the customers sole responsibility.
Ensure all monthly or one invoice per order sales have been invoiced in the old system by the Friday night before the final conversion weekend.