Sample Business As Usual Checklist the project leader must individually signoff every feature required and every team member's training

Modules

Business As Usual Check List

Comments on business as usual check list

Approved by customer project leader

Phone call with site

Onsite Visit / Demo / Initial Training conducted by Sharon

Training assistance should commence

Phone call with Sharon to plan business as usual and go through the training guide

Self training should now be commenced by the store

Review of Week 2 with Readysell staff member

Review of Week 3 with Readysell Staff Member

Review of Week 3 with Readysell staff member

Review of Week 4 with Readysell staff member

Review of Week 5 with Readysell staff member

Week 5 Project Leader Training Audit

Review of Week 6 with Readysell staff member

Week 7
Users Training Audit
22/08/2016 - 26/08/2016

Review of Week 7 with Readysell staff member

Review of Week 8 with Readysell staff member

Week 9 Parallel Running must commence this week at the site

Review of Week 9 with Readysell staff member

Install
End of Week 9

To be commenced by week:

When Sharon is onsite, please organize someone else from the other site to be there at some point for some training so they can go back and train some of the other staff.

Store staff to be available on those days also to be included in some training at some point from Thursday afternoon to Friday afternoon

Week 1

to be done when Sharon onsite 14/15/ July 2016

Week 2

Week 2 Wednesday

Week 2 Friday

Week 3 Wednesday

Week 3 Friday

Week 4 Wednesday

Week 4 Friday

Week 5 Tuesday

Week 5 Friday

Week 5 starting Tuesday

Week 6 Wednesday

Week 6 Friday

Week 7 starting Monday 22/08/2016

Week 7 Friday

Week 8 Wednesday

Week 8 Friday

Week 9 Monday

Week 9 Wednesday

Week 9 Friday

Weekend (Fri/Sat/Sun/Mon)

Name:

Allison

Russell

Ros

Robyn

Dave

Malcolm

Phil

Neil

Sam

Allison

Date:

14/15 July

18/07/2016

20/07/2016

22/07/2016

27/07/2016

29/07/2016

8/03/2016

8/05/2016

8/09/2016

8/12/2016

15/8/2016

17/08/2016

19/08/2016

24/08/2016

26/08/2016

31/08/2016

9/02/2016

9/05/2016

9/07/2016

9/09/2016

09/10/11/12

Time:

10.30am?

10.30am

10am

2pm

10am

Data Review

Checklist 1 to be started week commencing 25/07/2016

To be emailed to (owner/manager)

Checklist 2 to be started week commencing 08/08/2016

To be emailed to (owner/manager)

Checklist 3 to be completed install day Saturday 27/08/2016

To be emailed to (owner/manager)

Training Guide

How To run your training program

Sales

Sales orders for accounts customers

yes

y

Sales orders for cash customers

yes

y

n

y

Sale shipments for point of sale for cash customers

yes

y

n

y

Quotes

yes

y

Hire

no

n

Sales POS

POS workstations set to auto stock adjustments

yes

Security on inline stock adjustments

some staff to be locked down from this work with Allison to identify which staff members can do this

POS workstations set to 40 column receipts

yes

Sales Shipments segment in sales

Sale Shipments at POS for cash customers

yes

y

n

y

Shipments

yes

y

Drop shipments

yes

y

Delivery Runs

yes - run sheet and address labels - currently have problem with dymo label printer - Shannon to work with Allison to get this working for V8 (added to queries tab)

y

n

y

n

Print picking slips

yes

y

Print delivery docket / consignment

yes see above

y

n

y

Sales invoice segment in sales

Invoices

yes

y

Credits

yes

y

n

One invoice per month (batch invoicing)

yes - about 4 customers set to this in V7

y

n

y

n

One invoice per order customers

no currently not using this in V7

y

n

Pro-forma invoices from sales orders

yes

y

Pro-forma invoices from sales shipments

yes

y

Print invoices

yes

y

Auto email invoices for customers

yes

y

Sales gift vouchers segment in sales

Sell gift vouchers

no not at this point in time

Redeem gift vouchers

no currently not using this in V7

Give away gift vouchers as donation/s

no - not at this point in time

Sales shifts segment in sales

Cash count for POS front counter

yes

y

n

y

End shift for POS front counter

yes

y

n

y

Sales payin/payout segment in sales

Pay-out and Pay-in POS transactions

yes

y

n

Stock used for business

yes

y

n

Money received for other sites

yes

y

n

Document number range

yes

Product donations

yes

Sales orders

Laybys using prepay orders

payments on sales orders

y

n

y

Preorder products

yes

y

n

y

Sales run for education

yes

y

n

Batch shipments for schools etc

yes

y

n

Shipment runs for education

yes

y

n

Invoice runs

yes as there are customers set to one invoice per month

y

n

Gift registry

no

Z-read report for POS

yes

y

n

y

Bank Deposit report

yes

y

n

Invoice register

workstations not registers

Sales reports

yes

y

n

y

Service

n/a

Purchasing

Manual purchase orders

yes

y

n

Purchase receipts for credits and returns

yes

y

n

Email or print purchase orders

yes

y

n

Send purchase orders via EDI

yes would like to do this. Need training on this. stock levels from different sites in different states has been an issue in the past for picking up some orders from the supplier

y

n

Purchase receipting

yes

y

n

Purchase invoicing

yes

y

n

Print receipts

don't print receipt, but want stock put away report

y

n

Print invoices

no

Purchase run segment in purchasing

Run source

Sales back orders

yes

y

n

y

n

Movements

yes

y

n

y

n

Products

yes (want to utilize min max run to update min maxes on products)

y

n

y

n

Run type

Average weekly sales

Sales back orders

Min/Max

Minimum

Unordered sales back orders

Cards - maintain cards

Addresses

y

Contacts

y

Settings

y

Relationships

Hold customers if their balances are overdue

yes

y

n

Print invoices

yes

y

Print/email statements

Data needs to be reviewed. The correct setup needs to be on each card before Printing or Emailing Customer statements.

y

n

Customer payments

yes

y

n

y

Customer allocations and de-allocations

yes

y

n

Customer notes

yes

y

Contracts

Contract by product, customer, category, minimum values and gold,/silver/bronze as marketing tools

yes

y

n

y

Add customers

yes

y

n

y

Price rules

yes - added note to queries list for this

y

n

y

Add products

yes

y

n

y

Contract versions

yes

y

n

y

Email batches

Statement runs

Run through how to extract email batches for Customers. Create a rule in outlook firstly to archive the BCC. Yes need to use this

y

n

Purchase runs

yes

y

n

y

n

Invoice runs

Yes

y

n

General

Yes

y

n

Customer debtors

Yes

y

n

Accounts receivable follow ups

Yes

y

n

Customer transactions

Customer transactions that do not affect stock

Customer debits

Yes

y

Print/email debit adjustment

y

Customer credits

Yes

y

Print/email credit adjustment

y

Customer payments

Yes

y

Print remittance

Yes

y

Customer allocations and de-allocations

y

n

Customer end of month

Customer trial balance

Yes

y

n

Customer statement run/email or print

Yes

y

n

Customer trial balance vs general ledger trade debtors

Yes

y

n

Supplier transactions

Supplier transactions that do not affect stock

Supplier debits

Yes

y

n

Print/email debit adjustment

y

n

Supplier credits

Yes

y

n

Print/email credit adjustment

y

n

Supplier payments

Yes

y

n

Print/email remittance

Yes

y

n

Payment reconciliations

y

n

End Of Month Suppliers

Supplier Trial Balance

Yes

y

n

Supplier Transaction List

Yes

y

n

Supplier trial balance vs general ledger trade creditors

Yes

y

n

Supplier Payment Run Extract

Need to advise Readysell if you are using ABA File. If so this needs to be set up first.

Due date

Yes

y

n

Supplier

Yes

y

n

Card type

Yes

y

n

Payment terms

Yes

y

n

Email remittance

Need to check the supplier cards and ensure the right fields are set up so that Email Remittances can be used.

y

n

Print remittance

Yes

y

n

ABA generation

Set up required prior.

y

n

Tidy Up Of Tenders

Set up additional tenders to best match your bank statement

Readysell will work with you and set up any additional tenders and rules that best suit the way transactions appear on your bank statement.

y

n

y

n

Review of product categories

Non stock product categories

Create/Tidy up Non Stock Product Categories in respect to the general ledger accounts. Then assign these non stock categories to the non stock product codes.

y

n

Cash Book

Will you use the cash book

Cash book entries that are not automatically generated. Such as bank charges on statements

y

n

Bank accounts

Need to provide Readysell with a list of all bank account names, BSB and account numbers.

y

n

Bank deposits

Yes

y

n

Bank payments

Yes

y

n

Bank transfers

Yes

y

n

Bank reconciliations for each bank account

For each bank account that you wish to reconcile, do the last bank reconciliation on your old system up to the last day of trade. Then provide Readysell with the closing bank statement figure, plus/minus any unpresented deposits/payments. The net result should be the same closing figure on your general ledger account for each bank account. If the general ledger does not line up to the bank reconciliation closing then I will be work backwards from the bank statement. You will need to provide Readysell with the bank statements for each bank account so that Readysell can enter a starting position for each bank account in V8 before any bank reconciliations can commence.

y

n

General Ledger

Will you use the general ledger

Yes

y

n

y

n

Review and adjust your Chart Of Accounts

y

n

y

n

Bring in closing balances from your old general ledger into the Readysell general ledger

V7 Sites:
Readysell does not import the data from the general ledger from our old system. The structure of the data on the old system is not compatible. The user will need to provide Readysell
with a Closing General ledger figure by running Trial Balance or Balance sheet as at last day of trade. Thie Closing Balance on your Trial Balance for the Period in question will be entered into V8 as a General ledger journal with the correct date and period.
Readysell suggests that it would be best practice if the P&L Appropriation has not been rolled on the old system for the previous year, get your adjusting journal from your accountant, enter it and run the P&L Appropriation Roll on the old system before you bring over any brought forward balances into the V8 general ledger.
The Old Database for V7 will always remain accessible.

MYOB and Clear Sites:
Readysell does not import the data from the general ledger from our old system. The structure of the data on the old system is not compatible. The user will need to provide Readysell
with a Closing General ledger figure by running either a GL Trial Balance or Balance sheet as at last day of trade. This will then be entered into V8 as a General ledger journal with the correct date and Period.
If the P&L Appropriation has not been rolled on the old system for the previous year, get your adjusting journal from your accountant, enter it and run the P&L Appropriation on the old system before you bring over any brought forward balances into the general ledger.
For the MYOB and Clear sites I am not sure if you can access your database after the conversion date.

n

y

n

Budgets setup

Yes

n

y

n

Manual general journals

Yes

n

y

n

Standing journals

Yes

n

y

n

Auto reversing journals

Yes

n

y

n

Re-occurring journals

Yes

n

y

n

Balance sheet reporting

Yes

n

y

n

How to print a Trial Balance report

Yes

n

y

n

How to print a Profit & Loss report

Yes

n

y

n

How to print a GL Budget report

Yes

n

y

n

How to print a GL Comparative report

Yes

n

y

n

GST

GST accrual or cash basis

Need to advise Readysell so that your system can be set up.

n

y

n

GST items

Yes

n

y

n

GST batch

Yes

n

y

n

GST detailed report

Yes

n

y

n

GST balances to GL GST accounts

Yes

n

y

n

General Ledger external accounting package reports

Yes

n

y

n

Inventory

Ross OPD will use Price Book run to begin with and then move on to automatic product updates after that. Product updates to also upload flyers.

Maintaining products

Yes

y

n

Non Stock Product categories for service, printing and normal trading

Yes

y

n

Price Book Run - Initial price book run for ezicode conversion, descriptions, cost and sell prices

Yes

y

n

Price Book run - Automated weekly price book run with optional labels

no

y

n

Catalogue Loads - replaced by price book runs

Yes

y

n

Catalogue Loads - automated product updates - yes

Yes

y

n

Catalogue Loads - Automated for flyers only through automated product updates

Yes

y

n

Min/Max reordering

Yes

y

n

Automatic update run - Set min to 0 on data import if min is 1

Yes

y

n

Product Labels - For retail locations

no

n

Product Labels - For price book runs

no

n

Serial Numbers - for machines

yes

y

Serial Numbers - manual optional entry

yes

y

Serial Numbers - required for purchases

yes

y

Serial Numbers - required for sales

yes

y

Serial Numbers - stocktakes and transfers

Yes

y

Serial Numbers - barcode labels

no

n

Serial Numbers - Import in/out of stock

no

n

Stock Quantity Adjustments - From sales lines

yes

y

n

Stock Quantity Adjustments - Normal trading

yes

y

n

Use by dates

yes

y

n

y

Stock transfer from one site to another

yes

y

n

y

Advanced Warehousing

Multi warehouse main/education/retail/remote

yes

y

n

Warehouse/ Single Retail location areas

discussion required with Readysell about site size, where the stock for a sale is being pulled from and the problem with having to process a stock location transfer within the same site.

y

n

Warehouse bulk and pick zones

stock is picked from everywhere within the site

y

n

Warehouse/Retail location layout

Yes

y

n

Warehouse/Retail location and/or product barcode labels

no

n

Stock Location Transfer

Yes

y

n

Stock Transfer In from remote warehouse

yes

y

n

Stock Transfer out to remote warehouse

yes

y

n

Product labels for price changes resulting from catalogue loads or OneX updates

No

n

Stock Replenishment Runs

yes

y

n

Automatic warehousing, with hold/review of web orders

hold/review

Paperless picking using mobile devices

yes

y

n

Scan checking of outward sale shipments

yes

y

n

y

Outer barcode scan checking of inward purchase receipts

yes

y

n

Stock Allocation - From sales lines

yes

y

n

y

Stock Allocation - Quarrantine areas for credits

yes

y

n

Stock Allocation - Ignore areas for showroom stock

no

n

Stock Allocation - Ignore areas for retail

no

n

Stock Allocation - Supply types for locations

yes

y

n

y

n

Stock Allocation - Priority/ignore supply type adjustments for customers

yes

y

n

Maximum shipments per order for customers

yes

Stocktakes

Initial full stocktake

done in version 7

Rolling stocktakes

yes

y

n

Stocktake by laptop, data capture or mobile units

yes

y

n

Reporting Analysis

Analysis Reports for custom management reporting requirements

y

n

Custom analysis reports

Normally 1 hour training recommended

y

n

Reporting Form

Standard external and management reporting. See Appendix 1 included standard reports (on the Readysell 8 Implementation Work Order).

y

n

Review and approve standard reports

y

n

Reporting List

Two data review lists

Contacts/Addresses

y

n

Key Reports

Identify and review existing key reports to be created in Readysell 8

Allison to do this

y

n

Workstation Settings

POS Workstations auto stock adjustments

Modifiable reports

portrait

WebX Integration

Contact Office Brands to discuss any potential costs

n/a

Do you currently have WebX integration?

yes

* If integrated, convert on the conversion weekend

Yes

* If not integrated, plan to convert on the conversion weekend

n/a