When getting ready to go-live on Accolent ERP, there are several critical steps that must have been completed to ensure your launch is successful. These include (1) reviewing the pre-live testing spreadsheet that lists all the things that should have been tested and confirmed (2) completing the Incremental Import into the production database, (3) setting starting transaction numbers (4) importing or entering the starting GL Balances and (5) setting the Accounting Start Date. Once all these have been completed, schedule a go-live date with ADS Solutions. We will make sure you have priority support during the go-live transition and immediately after until you are live on Accolent ERP.
Pre-Live Testing
- After your Initial Import of data from your old system, you will have access to all your data on the pre-live database.
- You should go through Accolent ERP training, and as part of the training you should enter simple and complex transactions into the Accolent ERP system each day for testing purposes.
- This will achieve two objectives: (1) by entering these transactions, end-users will gain experience using the system in real-time and (2) through this testing you may uncover any exceptions to your business processes, and these situations can be identified and resolved before going-live.
- On the Implementation Overview page of the ADS Solutions > Customer Zone website is a checklist of the minimal functionalities you should test during the pre-live testing.
Incremental Import
- Because of the time it could take to export all of your data then import it into Accolent ERP, then verify the data, the data may be out-of-date by the time you complete this exercise.
- To address this, we suggest first doing an Initial Import, into a pre-live database. Using the pre-live database, you will be able to verify and correct any errors in the data. Then when this is done, we’ll copy the pre-live database to a production database.
- During your training, you will use the pre-live database and so will have access to your actual data for use in training and you can enter transactions for testing purposes without concern about affecting your production system.
- Then when you have completed your training and testing and are ready to go live on Accolent ERP, you can do an Incremental Import that will cover only the transactions entered into your old system between the date of the Initial Import and the date of the Incremental Import.
- You won’t have to re-export the master records or sub-master records or any of the transactions prior to the Initial Import, so the Incremental Import will be able to be done quickly and imported directly into the production database.
- Before going live you should complete, verify and tie out the Incremental Import.
Import or Enter Starting Values for System Generated Numbers
- Go to Settings > Value Lists > Auto Number to enter the starting values for system-generated numbers for:
- Sales Orders,
- Purchase Orders, and
- Check Numbers.
Verify Starting Balances
- Accolent ERP automatically manages the postings for these GL accounts:
- Accounts Payable,
- Accounts Receivable and
- Inventory.
- When starting on Accolent ERP you should ensure that the totals of your beginning Accounts Payable Aging, Accounts Receivable Aging and Inventory Valuations, match the ending balances of these accounts in your Trial Balance.
- Contact us if you need help tying out the opening balances for these accounts.
Import or Enter Ending Trial Balance
- Enter a General Ledger Adjustment to create your opening Balance Sheet in Accolent ERP.
- Use the GL > Manage General Ledger > GL Adjustments menu to create the opening Balance Sheet.
- The ending Trial Balance from your old system should provide the data to create the opening Balance Sheet GL Adjustment entry.
- If desired, you can also import the Trial Balance from your old system using one of the import templates.
Set the Accounting Start Date
- Enter your Accounting Start Date under the System Configurations.
- The Accounting Start Date represents the date of your beginning balances in Accolent ERP.
- Accolent ERP will not record any accounting transactions to the General Ledger for any period prior to the Accounting Start Date.
- All the beginning inventory quantities and costs and beginning Accounts Receivable and Accounts Payable balances should be dated prior to the Accounting Start Date; this will ensure that the value of these beginning balances will not double up in your opening General Ledger Journal Entry.