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OneSource Business Process Analysis (BPA) – OneSource: Inventory for QuickBooks Online OneSource Business Process Analysis (BPA) – OneSource: Inventory for QuickBooks Online

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OneSource Business Process Analysis (BPA)

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The OneSource Business Process Analysis (BPA) is a series of questions designed to:

  • Help us (OneSource)understand your unique needs so we can help you set up and use OneSource is the most efficient and effective means possible,
  • Help us help you find the answers to the questions you have, in the context of each business process.
  • Help you think about and remember your business process steps and needs one department or process at a time.  

BPA 1.1 – Managing Suppliers & Vendors

   A — (Terminology):

  •   In OneSource, a Supplier is a company that you buy products and services to resell.
  •   In OneSource, a Vendor is a company that supplies products and services that you consume (such as rent, the light bill, office supplies, carpet cleaning, etc…)

 B — General Information:

  •   Approximately how many total Suppliers do you have?
  •   Approximately how many of these Suppliers do you buy from actively?
  •   In terms of your primary Suppliers, what is the average lead time to receive shipments after a PO is placed?
  •   Do any of your Suppliers offer an early payment discount?
  •   Approximately how many Vendors do you have?
  •   Are there any special, out of the ordinary fields that you track in your Supplier and Vendor records?

C — Are there any other special considerations in this area that would be helpful for us to know?

BPA 1.2 – Managing your Inventory of Products & Services

A — Inventory List:

  •   Approximately how many total “product” items do you have in your current software system?
  •   Approximately how many total “service” or “labor” items do you have in your current software system?
  •   Approximately what percentage of the items on your entire list of products and services are “inactive” or no longer actively sold or provided by you?
  •   Approximately how many of the “active” product items do you actually stock?
  •   Approximately what percentage of the “active” items have an accurate Retail/List Price?
  •   Approximately what percentage of the “active” items have an accurate Supplier name?
  •   Approximately what percentage of the “active” items have an accurate Supplier Cost?

  (Assuming that with OneSource you would not be “required” to add items to the system if you believe you may only sell them once), going forward, approximately how many items might you add to OneSource each day or week or month?

B — Numbering & Categorizing Your Inventory of Items

  •   How do you determine how each of your items is numbered?
  •   Do you have some type of a Naming Convention that determines how new and existing Item Numbers are created and named?
  •   Do you categorize and sub-categorize your inventory items?
  •   If so, how many layers of categories do you have/want?
  •   Are there any other special considerations in this area that would be helpful for us to know?

C — Pricing Your Inventory Items

  •   How does your industry generally price items?  (With a Retail/List price? A discount off of Retail/List, a particular margin, a particular markup, a markup by divisor, a multiplier, a net price per item/per customer, with a series of price “codes”, such as an A Price Level, a B Price Level, a C Price Level, etc…)
  •   How does your company generally price your items?
  •   Do you do pricing this way because that’s exactly how you want to price items, or because that was the most feasible way in your current software application?
  •   Would you consider changing the method(s) that you use to price items if it was easy to setup, easier to maintain, and provided a higher overall margin on each order?
  •   Do you have different categories or groups of items for pricing purposes? (For example, suppose you sold Pianos, Guitars, Drums, Keyboards, etc. Would you possibly group the Piano’s together so all Piano’s could be sold for Margin X (for high volume customers) and Margin Y (for lower volume customers), and so on for the Guitars, Drums, Keyboards, etc…
  •   Do you tend to stick to one pricing method or do you price different types of items with different methods (or certain customers with different methods)?
  •   How much time would you say you spend setting up pricing for each new customer?
  •   How much time would you say you spend each month, or quarter or year updating your item prices?

D — Special Orders & Drop Shipments

  •   Terminology:

o   A “Special Order” in OneSource is generally considered to mean that you do not “stock” the item and that you generally “Special Order” the item after the sale of the item.

o   A “Drop Shipment” in OneSource is generally considered to mean that you are “Special Ordering” an item from a Supplier to be shipped directly to your customer.

  •   Approximately what % of the items you sell each day or week are Special Orders or Drop Shipments?
  •   Are there any other special considerations in this area that would be helpful for us to know?

E — Inventory Locations & Warehouse:

  •   How many locations or warehouses do you stock your materials in?
  •   Approximately how many items are stocked/stored in more than one location in any given warehouse?
  •   Approximately how many square feet of warehouse space do you have in each of your warehouses?
  •   How many isles and rows of inventory do you have?
  •   Do you identify each location by Row, Shelf, Bin, etc?  If so, please explain the general way you number/store items?
  •   Do any of your Suppliers store items for you in their warehouse?
  •   Do any of your Suppliers “consign” any items to you stored in your warehouse?
  •   Do any of your Suppliers manage your inventory levels for you?
  •   If so, how does this process generally work and what is your part of this process?

F — Lot Tracking

  •   Do you buy/sell shipments of items that are tracked and identified by a unique LOT # or any other unique shipment identification?
  •   What percentage of your sales represent these types of items?
  •   Are there any other special considerations in this area that would be helpful for us to know?

G — Tracking Inventory Items with Differing Styles, Colors with the Same Item Number

  •   Do you sell any items that basically identical, but differ in the size, color, or style—and do NOT have a unique Item Number for each variation if the size, color, or style?  (If so, please explain your need in this situation).
  •   Are there any other special considerations in this area that would be helpful for us to know?

 H — Serial Number Tracking

  •   Do you buy/sell any items that have a unique serial #?
  • If so, do you create the serial # or is the serial # already affixed to the item?
  • If the serial #’s are already pre-assigned, do you need to sell groups of serialized items like serialized bingo cards or gift certificates?
  •   Are there any other special considerations in this area that would be helpful for us to know?

I — Assemblies (or sometimes known as “kits”)

  •   Do you assemble two or more items together into a new product?
  •   Do you assemble two or more items together into a “kit” of products?
  •   If so, do you track or include any labor or assembly costs in these assemblies?
  •   What percentage of the items that you sell are assembly items?
  •   Do you generally assemble items in advance of the sale or after the sale?
  •   Do you currently have or need the ability to change which items go into an assembly “on the fly” at the time of the sale?
  •   Are any of the items that you sell in assemblies “Special Ordered”?·         If so, how prevalent is this scenario?
  •   Are there any other special considerations in this area that would be helpful for us to know?

J — Inventory Bar-coding

  • What percentage of the items you stock have a barcode?
  •   Do you use any type of barcoding hardware and software?
  • If so, can you tell us as many details about this as possible?
  • If not, are you interested in using bar-coding hardware and software to help manage your inventory?

K — Other Information

  •   Are there any other special considerations in this area that would be helpful for us to know?

BPA 1.3 – Purchasing Inventory Items

  •  On average, how many PO’s do you create each week?
  •   On average, how many hours per week are spent determining (1) how many of each item to buy, (2) creating the PO, and (3) faxing, phoning, or emailing the PO to your Supplier?
  •   How do you determine if a stocked item needs to be replenished?
  •   How do you track special order items that need to be ordered?
  •   How do you track PO drop shipments?
  •   How do you track items that are only partially received / back ordered?
  •   How do you track items that need to be returned for credit or replacement?
  •   Do you maintain inventory Min/Max levels?
  •   Is your business cyclical in nature?

o   If so, how so?  And what challenges does that create for the purchasing tasks?

  •   What are some of the special ordering terms that your Suppliers require of you?
  •   If you have more than 1 warehouse or location, how does the purchasing take place for the other locations?
  •   Are there any other special considerations in this area that would be helpful for us to know?

BPA 1.4 – Receiving / Stocking Inventory Items

  •   What are your general step-by-step procedures to receive items (in terms of counting, storing, reconciling, shipping back orders, documenting, etc.)
  •   Are there any other special considerations in this area that would be helpful for us to know?
  •   How do you track PO Back Orders?
  •   Do you ever need to move un-received items from one PO to another PO (to another Supplier)?
  •   How do you track damaged items?
  •   How do you track items that have been returned to you by your customers?  Do you generally return them to stock or return them to the Supplier?
  •   Do you receive items in using a bar-coding scanner/system?
  •   Are there any other special considerations in this area that would be helpful for us to know?

BPA 2.1 – Creating & Managing Customers & Prospects Records

A — Customer List:

  •   Approximately how many customers do you have on your list of customers?
  •   Approximately what percentage of these customers are “active” customers?

B — Prospective Customer List:

  •   Do you manage a list of prospective customers?
  •   If so, where is this list managed and approximately how many records are on this list?
  •   Do you send form letters, mailers, faxes, or bulk email to these prospects?

 C — Tracking and Scheduling Activities:

  •   Does your current system allow you to track multiple individual contacts for each customer, including contact names, title, phone #’s, email address, birthday, etc?
  •   How do your sales reps track phone calls made and follow up phone calls to make?
  •   How do your customer service reps track phone calls made and follow up phone calls to make?
  •   Do your sales or customer service reps send out form letters?

D — Customer Service Activities:

  • Do your customers tend to ask a lot of questions about order status, pricing, item stock levels, past sales history info, etc?
  • If so, please list as many of the unique types of questions asked and types of information you are needing to find:
  • What special information do you track about your customers?
  •   How can we help you improve your customer service?

o    E —  Are there any other special considerations in this area that would be helpful for us to know?

  •   BPA 2.2 – Establishing Default and Custom Prices for the Items You Sell to Each Individual Customer

o    In Pilot 1 you were asked to explain a few things about how you generally price items.  Please explain here how this general way of pricing items is applied (case by case) with individual customers?

o    If you do have a sort of “matrix” of prices (price levels/codes) for different types of items for each customer, do you know or believe that this pricing is easily exportable (so we can import all of the unique prices for items for each individual customer).

o    On average, approximately how many different items do you sell to each customer?  (For example, you may have 2000 items on your item list and Customer A may routinely buy only 10 of the items, while Customer B might routinely buy 25 other items).

o    Is the number generally small enough (and is it feasible or necessary) to give customers their own price for each item you sell to them?

o    In general, do your customers expect a particular “exact” price for items, with some type of formal notification when prices will change or are you generally able to increase or decrease your prices with the market value of each item?

o    On average how often to your “costs” for items change?

o    Do you give each customer a particular price code or level or discount for all items?  Or rather, do you set different price codes or levels or discounts for various groups or types of items?

o    In other words, on the whole, does your current pricing method provide a way to give any particular customer a better than average price on certain types of items, average pricing on other types of items, and still higher than average pricing on other groups of items?

  •   If not, would this type of “Custom” pricing/flexibility be useful to make your prices more exact, per customer, and therefore as competitive as necessary on a certain type of items (or individual items) and less competitive (more profitable) on certain other types of items?

o    Does your current system offer a type of “template” of prices, where you price items with a certain discount or set prices by the type of item and/or individual item?

  •   If so, do you have the ability to export these pricing templates?
  •   If not, would you like to download the Custom Pricing Template Worksheet to simplify the creation of Product Pricing Groups and Custom Pricing Templates?

o    How often then do you need to change/adjust your prices to your customers?

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  • BPA 2.3 – Creating & Managing Quotations, Estimates, and Proposals

o    Do you create Quotations?

o    Do you create Estimates?

o    Do you create Proposals?

  • If yes to any of these, which application(s) do you use to produce the document(s)?

o    Assuming that Quotations, Estimates, and Proposals will now be hereinafter referred to simply as “Quotations”, approximately how many Quotations do you generate each week?

o    How do you generally send the document to your customer/prospective customer?

o    Do your Quotations have a bottom-line total, or just a total for each line item?

o    Do you group and/or subtotal groups of items on your Quotations?

o    Do your Quotations expire a certain number of days later?

o    Do you convert Quotations into Sales Orders?       If how, approximately how many per day or week?

o    Do you schedule follow up calls on your Quotations?

o    Are there any other documents that you send along with your Quotations?

o    Are there any other special considerations in this area that would be helpful for us to know?

  •    BPA 2.4 – Creating & Managing Sales Orders (or Work Orders):

o    NOTE: Hereinafter we’ll refer to a Sales Order as an “Order”.

o    A — Order Entry Process:

  •   Please take a moment to itemize out, in rather detailed form, the typical workflow/process that an order goes through…

o    B — General Order Entry Info:

  •   On average, how many new Orders do you take each day?
  •   On average, how many line items would each of these Orders have?
  •   What might be your largest average order, in any given month, in terms of the total number of line items?
  •   What are the various ways that you receive Orders from customers? (See Below)
  • Approximate # of daily Orders from inbound phone calls:
  • Approximate # of daily Orders from outbound phone calls:
  • Approximate # of daily Orders from faxes:
  • Approximate # of daily Orders from email:
  • Approximate # of daily Orders from the website:
  • Approximate # of daily Orders from personal visits (or routes):
  • Approximate # of daily Orders from other (please explain):
  •   Do you have any customers that call in an exact or near exact Order each time?
  •   Do you have any customers that have a “standing” or routine “recurring” orders?
  •   Do you have any customers that give you a type of “blanket order” that ships little by little each week or month?

o    C — Starting the Order Entry Process:

  •   When you begin the process of taking an order do you routinely check their credit standing?
  •   Do you have or need a method to flag customers with credit problems when taking an order?
  •   Do you have or need a method to flag “COD” customers?
  •   Do you have or need a method to prevent the shipment of items, the printing of picking tickets, and the conversion of Orders to Invoices for customers who have serious credit problems, to prevent further shipments to these types of customers?
  •   Do you have or need a method to automatically pop up notes about a customer when taking an Order?
  •   Do you manually number each Order or does the system create a new number automatically?
  •   Do you set up Customer records in advance of taking the Order or do you enter a new Billing and Shipping address at the time of the Order?
  •   Do you take orders from customers with multiple shipping addresses?
  •   When entering a customer’s Bill To address on an Order, would you rather search by Customer Name, Contact Name, or Customer Number?
  •   The Ship To address has a drop-down box to search for customer Shipping locations.  Would you prefer to have only Shipping addresses that are related to the Bill To address you have selected, or would you rather view all names in the database on the Ship To drop-down list?
  •   Do you ever take orders where the ship to address is different, but you do not want to add a new, permanent ship to address to the system?
  •   Do you track or need to track who enters each Order?
  •   Do you track or need to track who (which contact) placed the Order with you?
  • Do you create a separate Job with a separate Job # (to track numerous more details about the status of an Order) each time you receive a new Order?
  •   Do you track your Customers Order # (PO # to you) when you take an Order?
  •   What types of Payment Terms do you offer to your Customers?
  • Net 30?
  • 1 % 10, Net 30?
  • Etc…
  •   Do you offer early payment discounts?
  •   Do you accept credit cards as a form of payment?
  •   If so, do you run the card at the time of the Order or at a later time?
  •   Do you need to assign specific sales reps to specific Customers for commission purposes?
  •   Do you track the Source of each Order?
  •   Do you enter a Shipping Method (Shipped Via) at the time of the Order?
  •   Would you rather have a horizontal row for each line item (making it easier to view each line item) or more lines of information (per line item, making it easier to see more information about the line item, such as the Job #, GL Account #, Date Shipped, additional Comments, etc…)?
  •   When you enter items on an Order, do you enter items by the Supplier’s Item Number or your own internal item number?

o    D — Entering Line Items on Orders:

  •   NOTE: Please refer to the section above called: Establishing Default and Custom Prices for the Items You Sell to Each Individual Customer to outline any and all of your pricing needs.
  •   How often do find yourself entering new Inventory Item records into your system (for Special Order items), that you know you may never sell again?
  •   How often do you need to look up the Item record during the Order entry process?
  •   Do you search for items by Item Description?
  •   Do you very often need to search for an item by other descriptors, such as the items Year, Make, and Model?
  •   Based on how you take some, or all of your orders, can you visualize the need to search for a group of items by keyword (or some other value) and then multi-select a number of items, all at once, and then enter them onto an Order (or a Quotation) with one click?
  •   How often, during the Order entry process, do you need to view additional information about the customer or the item you are selling, such as customer notes, more details about the line item, more inventory stock level or arrival information, delivery information, etc?
  •   Do you ever need to give, on the fly during the Order entry process, a different “predefined” price level for the item than normal?  Such as your A price rather than your B price?
  •   What percentage of the time do customers call and begin asking questions about inventory pricing levels or inventory pricing before placing the Order?

o    E — Back Ordering, Special Ordering, or Drop Shipping Items:

  •   Approximately what percentage of the time do you need to “Back Order” the item?
  •   What process do you currently follow to track your Back Orders?
  •   When you do need to Back Order items do you tend to make a special PO for the item, or do you generally wait and add the items to an upcoming PO that you plan to place in a certain number of days/weeks?
  •   When you do create a Special Order PO, do you generally bring the item into your warehouse or do you Drop Ship the item?
  •   If you do NOT create and track Back Orders, do you prefer to “oversell” items when they are out of stock?  (Knowing that if the inventory level goes into the negative that it will correct itself a short time later when you receive the next shipment [after you have taken some of the items out of the shipment to fulfill the Order that needed the items])…

o    F — Selling Items Out of More Than 1 Warehouse:

  •   Do you have more than 1 warehouse?  If so, how many do you have?
  •   How often do you have to ship items out of a warehouse other than your own?
  •   What do you do if you need to sell an item out of another warehouse other than your own?
  •   Do you generally ship the items directly from the alternative warehouse or do you transfer the items to the main warehouse to ship the order complete?
  •   Do you need the ability to view the stock level of an item in all locations at once?

o    G — Other Types of Special Items

  •   Do you sell items that you track by the exact serial number?
  •   Do you sell items that need to be kitted or assembled together? If so:
  • Are the items typically assembled after the sale or before the sale?
  • Do you need to change/edit the items in the kit/assembly at the time of the sale?
  •   Do you sell items by the LOT?  If so, please explain…

o    H — Cash Sales / Point of Sale Needs:

  •   Do you have any retail/walk-in business?
  •   If so, approximately how many Orders do you take of this type each day?
  •   Do you enter each new “cash” customer or do you use some type of generic “cash customer” account?
  •   Do you store customer credit card information on file?
  •   Do you have a simple or very sophisticated automatic cash drawer?
  •   What process do you follow to reconcile your cash drawer(s) at the end of each day?
  •   Do you have any “Point of Sale” barcode scanners?
  •   Are there any other special considerations in this area that would be helpful for us to know?

o    I — Taking Deposits on Sales Orders

  •   Do you ever have to take a partial or complete “deposit” on an Order that you have not shipped or invoiced?

o    J — What seems to be the most time consuming or frustrating part of the Order Entry process?

  •   …
  •   …
  •   …

o    K — Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 2.5 – Shipping / Fulfilling Orders

o    Do you print Picking Tickets?

o    Do you print Packing Slips?

o    Do you print Orders?

o    What step-by-step routine is followed by your warehouse personnel to ship/fulfill/track orders?

  •   …
  •   …
  •   Are there any other documents that you use to track the fulfillment of an order?
  •   How do you track back orders?

o    Do you barcode your items?

o    How many square feet is your warehouse area?

o    Do you stock items in more than one warehouse?

  •   If so, how many warehouses do you have and where are they located?
  •   How often do you ship items from more than one warehouse to fulfill an order?

o    Do most items have a certain Bin, Row, or Location # or identifier?

o    How often do you perform a full inventory?

  •   How long does it take you, in terms of combined man-hours, does it take you to perform a full inventory?
  •   How often do you perform cycle counts on inventory items?

o    What 3rd party shipping companies do you use?

  •   …
  •   …
  •   Do you use UPS WorldShip to create shipping labels?
  •   Do you use any other shipping programs to create shipping labels?

o    Do you perform any deliveries?        If so,

  •   How many trucks/vans do you run each day?
  •   How many routes/runs does each truck perform each day?
  •   Would automated mapping of Orders/Stops help you?

o    What is the most frustrating thing about how you track or ship Orders?

o    On average, how many shipments come into the warehouse each day?

o    How do you track Purchase Order back orders?

o    Are there any special types of Shipping, Receiving & Inventory Management Lists or Reports that are or would be helpful?  If so, please list each list or report need below:

  •   …
  •   …
  •   …

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 2.6 – Invoicing Sales Orders

o    Do you Invoice at the time of the Order, or after materials have been shipped?

o    Do you Invoice for partial shipments? (And then Invoice again when some or all of the previously unshipped / back ordered items are delivered)

o    Do you Invoice as you go, or in some type of daily batch?

o    If payment is being made with a Credit Card on file, when does this take place?

o    Do you file copies of the picking slip and/or packing slip along with your invoices?

o    Do you have any special Sales Tax needs?

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 2.7 – Job / Project Tracking & Costing (If applicable)

o    Do you track a separate job or project in addition to Order/Work Order (to combine and track more of the details of the fulfillment of the order)?

o    If so…how do you number the jobs?

o    How do the jobs relate to Quotes and/or Sales Orders?

o    What are the different “types” of jobs that you need to track?

o    What are the various phases or statuses that each type of job goes through?

o    Do you “cost” your jobs?

o    Do you set a budget for each job in advance?

o    Do you need to create a job and then bid out the job to multiple current or prospective customers?

o    Do you need to create a job and then request a bid or quotation from several purchasing sources

o    Are there certain additional fields that would be helpful to add to OneSource to help track your jobs more efficiently?

o    What are the information pertaining to your job tracking needs would be helpful for us to know?

o    Are there any special types of Job/Project Tracking Lists or Reports that are or would be helpful?  If so, please list each list or report need below:

  •   …
  •   …

o    Are there any other special considerations in this area that would be helpful for us to know?

  •    BPA 3.1 – Managing your Bank Accounts & Credit Cards

o    How many bank accounts do you have?

o    Do you manage your bank account(s) in your current software?

o    Do you reconcile your bank accounts in your current software?

o    Do you manage any credit card accounts with your current software?

o    Are there any special types of Banking Account Lists or Reports that are or would be helpful?  If so, please list each list or report need below:

  •   …
  •   …
  •   …

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 3.2 – Accounts Receivable (AR)

o    Do you ever collect a pre-payment /deposit at the time of the Order?

o    Do you accept credit cards as a form of payment?

o    Do you keep credit card information on file for any customers?

o    Do you have any customers on Credit Hold?

o    If so, how do you manage this process?

o    Do you have any customers on COD?

o    If so, how do you manage this process?

o    Do you create and manage credit limits?

o    Do you print monthly statements?

o    If so, do you send them to all customers or only to customers that meet certain criteria?

o    Do you create finance charge invoices?

o    How do you track collection calls and activities?

o    Do you create collection letters?

o    What steps or reports do you use to help manage your cash flow?

  •   …

o    Are there any special types of Accounts Receivable (AR) Lists or Reports that are or would be helpful?  If so, please list each list or report need below:

  •   …
  •   …
  •   …

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 3.3 – Accounts Payable (AP)

o    Do you enter a Bill the moment the item is received (even before the Invoice from the Supplier arrives?)

o    Do you take any early payment discounts?

o    Do you pay any suppliers or vendors with a Credit Card?

o    Do you have any recurring bills or checks that you print?

o    Do you pay and print checks in a batch?

o    Do you currently print computer checks when paying bills?

o    Do you have a dot matrix, inkjet, or laser printer?

o    Do you print on multi-part (NCR) checks?

o    Do you print multi-voucher checks?

o    Do you pay commissions on the items you sell?

o    If so, do you pay commissions on Gross Sales, Net Profit, or something other?

o    Do you pay commissions on Orders or Invoices?

o    Do you pay commissions on all sales for a range of time in the past, or do you pay commissions only after all or part of the invoice is collected?

o    How do you calculate and process your payroll now?

o    Do you produce your own payroll tax reports?

o    Do you ever, or are you familiar with making payroll journal entries to record tax liabilities?

o    Are there any special types of Accounts Payable (AP) Lists or Reports that are or would be helpful?  If so, please list each list or report need below:

  •   …
  •   …
  •   …

o    Are there any other special considerations in this area that would be helpful for us to know?

 

  •    BPA 3.4 – Working with your Chart of Accounts (General Ledger)

 

o    How do you currently manage your General Ledger? (Your software? In a paper ledger? by your CPA?)

o    Do you number your GL Accounts?

o    Do you use a number of layers of sub-accounts with the name master heading or account number?

o    On a scale of 1-10, (10 being an expert), how familiar are you with posting journal entry debits and credits to your General Ledger?

o    Does your current system make postings to General Ledger automatically or in accumulated batches?

o    What types of Journal Entries do you commonly make (without the assistance of your CPA)?

o    Do you have a person on-site who you consider to be a GL/Debits/Credits guru?  If so, who is this person?

o    Do you have an accountant that helps you with your GL onsite or offsite?

o    Do you break your GL down by location, business unit, or division?

o    If so, are these separate sets of books, with separate bank accounts and/or separate tax returns?

o    How often do you print your Income Statement / Profit & Loss Statement?

o    How often do you print your Balance Sheet?

o    Do you use the Statement of Cash Flows report?

o    How often do you print other GL Reports?

o    Is your current Balance Sheet accurate and ready to be entered into OneSource?

o    Does your Balance Sheet match your system Open AR, Open AP, approximate Inventory valuation, Bank Account, etc?

o    Do you track Fixed Assets?   If so, approximately how many items to you track in this method?

o    Are there any other special considerations in this area that would be helpful for us to know?

  •    BPA 4.1 – Finding Individual Records…

o    What are all of the ways that you need to search for Customers & Prospects? (Example, by Company Name, Customer #, etc?)

o    What are all of the ways that you need to search for Suppliers?

o    What are all of the ways that you need to search for Quotes, Orders, Invoices?

o    What are all of the ways that you need to search for PO’s

o    What are all of the ways that you need to search for AR items?

o    What are all of the ways that you need to search for AR items?

o    What are all of the ways that you need to search for Banking items?

o    What are all of the ways that you need to search for General Ledger / Journal Entries?

q   BPA 4.2 – Finding Lists of Records…

o    Describe each list (including each column name and contents) that your sales personnel could use to make their job easier.

o    Repeat this process for each department necessary.

q   BPA 4.3 – Finding & Printing Reports

o    Are there any particular reports that you print daily? (That is particularly useful to each of your individual departments…Sales personnel, Customer Service personnel, Order Entry personnel, Purchasing personnel, etc…)

o    Are there any particular reports that you print weekly?

o    Are there any particular reports that you print monthly?

o    Are there any particular reports that you print quarterly?

o    Are there any particular reports that you print annually?

o    Are there any reports that you have always wanted that your current system has never been able to produce?

  •    BPA 4.4 – Dashboard Reports (New)

o    NOTE: A dashboard is a type of report or spreadsheet that has bottom line information about 1 part of your business and/or many parts of your business all on 1 report.  The data is typically presented in some sort of summarized fashion with totals, averages, variance percentages, gauges, pie charts, etc.  Upon request, OneSource Software Developers can create 1 or more ‘dashboard’ style reports customized for your business. (As with any customizations, programming charges apply).

o    Do you currently use some type of ‘dashboard’ spreadsheet or report of any type to help manage and run your business?

  •   If so, if you’d like to us to design some type of report or reports to duplicate this report, please fax a sample copy of the report to OneSource Software Solutions at (866) 926-3990 (or email it to support@onesourcesoftware.com)
  •   If not, if you’d like us to create 1 or more reports for you, please create a mock up design on a spreadsheet or word doc that outlines what you’d like the report to generally look like and fax the document to (866) 926-3990 (or email it to support@onesourcesoftware.com)

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