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What should I double check before going live with OneSource? ( Final GoLive Checklist ) – OneSource: Inventory for QuickBooks Online What should I double check before going live with OneSource? ( Final GoLive Checklist ) – OneSource: Inventory for QuickBooks Online

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What should I double check before going live with OneSource? ( Final GoLive Checklist )

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Hardware Requirements

  • Is OneSource installed on your server?
  • Have you decided which way to configure your file server?
  • Thick Client or Thin Client (Terminal Server)?
  • Do your users have proper security rights for your file server?
  • Do you have a Terminal Server setup and installed with an adequate number of Microsoft Client Access Licenses (CALs)?

OneSource Customizations

  • Have all pre-live customizations for OneSource forms, lists, and reports been entered as SR’s in the OneSource Support Request (SR) system?
  • Are there any SR’s related to development needs that are still incomplete?  If so, what is the approximate delivery date?

User Training

  • Has your OneSource Implementation Team (those applicable to each Pilot) attended every applicable training class?
  • Has your OneSource Implementation Team (those applicable to each Pilot) created and performed each of your company’s hand-on Pilots?
  • Do any of your team members have any additional questions?
  • Have the rest of your personnel, who will be using OneSource, attended applicable training classes, and/or received one on one training from your team members?
  • Have the rest of your personnel, who will be using OneSource, executed all applicable hands-on Pilot scenarios and tasks?
  • Are there any additional “Action Needed” items (related to training) still incomplete on your GoLiveNotes.doc?
  • Do you know how to display the pop-up OneSource Quick Reference help screen manually? (Shift+F1)
  • Have you set the OneSource Quick Reference to automatically display for each user when they log in?
  • Have you read and reviewed the list of key user training topics that are commonly misunderstood and/or performed wrong?
  • Have you, the OSAdmin read and reviewed the list of key OSAdmin FAQ topics?

Company Data File – Data Conversion

  • Is your Company Data File downloaded and is in place on your file server.
  • Have all of your customers, suppliers, and inventory items been entered or imported properly?  (NOTE:  A good way to check this is to run certain exception reports or Data Audit reports).
  • Have all open Purchase Orders, prior to the GoLive date, been entered (or imported) following the guidelines outlined in the GoLive best practices FAQ.
  • Have all open Sales Orders, prior to your GoLive date, been entered (or imported) following the guidelines outlined in the GoLive best practices FAQ.
  • Have all open Invoices, prior to your GoLive date, been entered (or imported) following the guidelines outlined in the GoLive best practices FAQ.
  • Have you double checked the accuracy of your Supplier/Vendor records?
  • Have you double checked the accuracy of your Customer/Prospect records?
  • Have you double checked the accuracy of your Inventory Items?
  • Have you double checked the accuracy of your General Ledger accounts?
  • Have you reviewed the Data Audit report completed and supplied to you by your OneSource Data Conversion Tech?
  • Company Data File – Key Numbers
  • Have you entered your Beginning Balance Journal Entry to sync up the OneSource GL with your Legacy System’s balance?  (Be sure to do this as a journal entry rather than entering beginning balances in the Chart of Accounts).
  • Does the Balance Sheet balance?
  • Does the Balance Sheet balance with your Legacy System’s balance, as of the Final Cut Over Date.
  • Do all of the key Balance Sheet numbers balance with their supporting transactions
  • Bank Account with last reconciled Bank Statement + all new checks, deposits, and adjustments entered & unreconciled since then (with debit/credit the bank account)?
  • Are Accounts Receivable with the A/R Statement Summary (Historical) report?
  • Are Accounts Payable with the A/P Aging Summary (Historical) report?
  • Inventory (valuation on Balance Sheet) with the Inventory Valuation (Plus Unshipped) Report.  (Which basically shows the total of all items displayed on the “In Stock” tab of the Inventory Management form (which is stored in the Inventory Products table).
  • Assuming you have completed the Data Input/Data Conversion Analysis items above, the following are a few of the most key issues to double check:
    • Are the items that you do have in stock in stock (properly displayed in the “In Stock” tab on the Inventory Management form.
    • Do all of your Inventory Items have a Default Supplier selected and a Default Supplier Cost?
    • Do all of your Inventory Items have a Retail Price (if you are using any type of Discount pricing in your Default Pricing and/or Custom Pricing (and Custom Pricing Templates)).
    • Do all of your “Supplier” records (those organizations that supply items to you for resell) have your Inventory (asset) account set as the default GL Account?
    • Do all of your “Vendor” records (those organizations that vend products and services to you that you DO NOT RESELL) have the proper Expense (expense) account set up as the default GL Account?
    • Do each of your Customer records have a Default Pricing Method selected (if applicable) and/or Custom Prices setup (if applicable)?
    • Do each of your Customer records have proper settings for the Pricing Terms, Tax Codes, Salesperson, etc???
    • Is the Numbering of your Customers, Suppliers, Quotes, Sales Orders, Invoices, Credit Memos, Jobs, and Purchase Orders setup–above all historical records/documents (such as Invoices, Customers, etc) imported?
  • Company Data File – Key Number Benchmark PDF Reports.  As of the Final Cut Over Date, AFTER entering or importing your data but BEFORE going live, have you created benchmark PDF or Snapshop copies of the following reports?:
    • Balance Sheet from your legacy system
    • Balance Sheet from OneSource
    • Income Statement (beginning with the first day of your companies Fiscal year) from your legacy system
    • Income Statement (beginning with the first day of your companies Fiscal year) from OneSource
    • AR Aging Summary from your legacy system
    • AR Statement Summary (Historical) from OneSource
    • AP Aging Summary from your legacy system
    • AP Aging Summary (Historical) from OneSource
    • Inventory Valuation report (including how many items are in stock, in each location, the item cost, and the total of the stock level multiplied by the cost) from your legacy system
    • Inventory Valuation (Plus Unshipped) from OneSource
    • Have you stored the files in a place where you can find them again?
    • Have you emailed a copy of the reports to OneSource?
    • If there are any discrepancies, have you discussed them with OneSource and created a plan of action?
  • Company Data File – Setup & Configuration OneSource User Security
    • Do all users have a unique Login ID and Password set up in the User Security form?
    • Have you reviewed and considered each setting in the User Security form for each user or Group of Users?
    • Have you secured each report in the Report Selection Screen?
Previous What is the Data Audit tool and how does it work?
Next Which tables do I delete sample records from (just prior to going live)?
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