Learn Applications -> Going Live

Going Live

Now that you have finished all the LGS tutorials, you are ready to go live. You are ready to use your system for daily business transactions.

To go live successfully, there are certain major tasks and skills you must accomplish.

The following list contains the tasks that most people need to go live. However, your business may have unique requirements. We have included lists for each database and application.

• Customer Database
• Inventory Database
• Vendor Database
• Salesperson and Order-Writer Database
• Order Entry Application
• Order Entry Changing and Deleting Application
• Order Entry Verifying Application
• Purchase Order Entry Application
• Order Flow
• Accounts Receivable Application
• General System Preparation
• Optional Applications.

Customer Database

To review the Customer Database information, click here.

1. Send customer database information to O/PUS to be converted. Or you can manually load all customers into the database.
2. Add, change, and delete customer records. Inquire on customer database by name and account number.
3. Add, change, delete and view multiple shipping addresses.
4. Assign customers to the appropriate taxing districts. Add, change, delete and view tax districts. Do test orders on various customers to check tax districts.
5. Set pricing options for all customers and assign order entry status codes. Test discounts, cost type, and contract pricing in order entry with customers who have various pricing structures.
6. Set up customer credit limits. Test some large orders to become familiar with the prompts that appear when a customer goes over the credit limit.
7. Be familiar with the customer reports available through the standard customer reports menu. (The best way to learn about reports is to print them. Note the reports that you print frequently.)
8. Review customer history. Do some test orders to see how the boxes are updated.
9. Add a departmentalized customer.
10. Add speciality customers such as Cash, National Drop Ship, and so on.

Inventory Database

To review the Inventory Database information, click here.

1. Load inventory database. Do spot checks of commonly sold items to make sure your database is complete and correct.
2. Add unique items.
3. Set up alternate items and alias items.
4. Divide inventory database into stock classes for purchasing.
5. Divide inventory database into G/L departments for proper posting.
6. Check the list price and selling unit of measure to be sure they are correct.
7. Attach vendor records to inventory items. Add, change, delete and view multiple vendor records for an item.
8. Understand multiple costs for items: Wholesaler, Manufacturer, Average.
9. Understand the purchasing vendor concept. Set the purchasing vendor for an item. O/PUS users mass change the purchasing vendor flag for inventory items.
10. Add, change, delete and view inventory contracts.
11. Understand fixed, flexible and sale flyer contracts.
12. Assign inventory bin locations and min/max quantities. These boxes are in the Inventory History window.
13. Load live quantities before going live.
14. Load initial inventory counts from a purchase order. Manually change on-hand quantities from the Inventory History window.
15. Review other data stored in the Inventory History window. Understand how and when the system updates the history boxes.
16. Understand allocate, backorder, and on order. Understand how those inventory boxes are updated by the system.
17. Be familiar with the various inventory reports available: Inventory Catalog, Inventory Extended Dollars, Lowstock and Usage.
18. Understand sort and limit options on reports. Print reports with different sorts and limits. Reports show data; they do not change it.

Vendor Database

To review the Vendor Database information, click here.

1. Load vendor database. All vendors you purchase from or write A/P checks to need to be in your vendor database. Print a vendor master listing report to verify that your vendor database is complete.
2. Add, change, delete and view vendors in the Vendor window.
3. Add specialty vendors: Dummy, Inventory, and so on.
4. Group your vendors by vendor code.
5. Assign terms for each vendor, including any discounts allowed.
6. Assign special G/L accounts to vendors who do not use the default A/P reverse G/L number. Utility companies, for example, may use a unique number.
7. Understand the Remit To and Account Status tabs in the Vendor window and how the boxes are updated.
8. Be familiar with the various vendor reports available. Print reports with different sorts and limits.

Salesperson and Order-Writer Database

To review the Salesperson and Order-Writer Database information, click here.

1. Load salesperson database. All personnel must be assigned an order writer or salesperson number. Print a salesperson master listing report to verify that your salesperson database is complete.
2. Add, change, delete and view salespersons in the Salesperson window.
3. Add specialty salespersons.
4. Understand the Salesperson window and how information is updated.
5. Understand the Allowable Functions in the Salesperson window.
6. Be familiar with the various salesperson reports available.

Order Entry Application

To review the Order Entry Application information, click here.

1. Retrieve customers by customer name and account number. Be familiar with retrieving customers using the query feature.
2. Change and view multiple shipping addresses, and assign a unique shipping address for a single order.
3. Change the salesperson for an order using the salesperson query feature.
4. Understand the difference between long and short P/O numbers.
5. Press F6 to view the Order Settings dialog box. Be familiar with the changes you can make to an order using this feature.
6. Retrieve items in the Item Detail tab using the item number and the item query feature.
7. Understand the item pricing information in Order Entry and where this information comes from.
8. Change the item’s quantity, price, and cost by clicking Tab and using the function keys.
9. Change and delete items that have been placed on the order.
10. Add, change, and view order and item notes.
11. Click an item and right-mouse click to view the options available.
12. Place an order on-hold. Later, retrieve and complete the on-hold order.
13. In the Order Totals tab (F4), understand the difference between ordered and shipped totals.
14. View and change (if necessary) the format and printer.
15. Understand the order status code, including initial and final verify, as well as invoiced. The order’s status determines how and when other files on your system are updated.
16. Make note of the special function and hotkeys used in order entry. They can greatly streamline your order process.
17. Load forms and formats. Be sure they are operational.

Order Entry Changing and Deleting Application

To review changing and deleting in Order Entry, click the appropriate link.

1. Understand the information that can be changed.
2. Retrieve an order to change or delete using the Order Browse Query feature and understand the information displayed in this dialog box.
3. Add new items and substitute items on an existing order.
4. Delete an item from an existing order.
5. Delete an entire order.
6. Print the Order Entry Exceptions Report (a day-end report) to view the order entry changes and deletions. This provides an audit trail.

Order Entry Verifying Application

To review verifying orders, click here.

1. Understand the difference between Initial and Final Verifying.
2. Understand when to use the Final Verify feature and on which tickets.
3. Retrieve an order to verify using the Order Browse Query feature and understand the information displayed in this dialog box.
4. Change the shipped quantity and the price of an item when Final Verifying.
5. Add freight to an order when Final Verifying.

Purchase Order Entry Application

To review the Purchase Order Entry Application information, click here.

1. ¨ Print the Short-Buy Report in the (SR) Purchase Order Reports screen and understand the information shown on this report.
2. Understand how to place items from the Short-Buy Report onto a P/O.
3. Be familiar with the method by which you will send your purchase orders to your vendors: transmit, fax, or phone.
4. Setup your communication modems, and test P/O transmissions to all vendors.
5. Understand electronic transmission acknowledgments.
6. Receive a Purchase Order in the Purchase Order Entry window.
7. Understand the difference between Pre-Receive and Final-Receive.
8. Transfer items not received from one vendor to another P/O.
9. Practice flushing backorders.

Order Flow

1. Be familiar with the difference between printing orders as they are entered or printing them in a batch.
2. Be familiar with how often you will pull items: as tickets print or when the backorders come in.
3. Be familiar with how often you will print the Short-Buy Report and create purchase orders: once a day, twice, or more.
4. Be familiar with when you will send your purchase orders to your vendors.
5. Be familiar with when you will receive P/Os and flush backorders.
6. Be familiar with when you will Final Verify orders.
7. Be familiar with when you will print invoices: in a batch, or from the backorder flush and Final-Verify procedure.

Accounts Receivable Application

To review the A/R Application information, click here.

1. Send accounts receivable information to O/PUS to be converted. Or you can manually load all customer invoices. If you convert, confirm that all account totals are correct.
2. Be familiar with how you will send statements. Test the format you’ll use.
3. Print statements from the (OR) Accounts Receivable Reports screen.
4. Practice posting payments.
5. Post invoice adjustments in the Accounts Receivable Post/Change tab.
6. Understand accounts receivable batch numbers.
7. View batch totals in the Accounts Receivable Batch Totals tab.
8. Print an A/R Batch Report and understand the information shown.
9. Release accounts receivable batches and understand why they must be released and when this procedure should be done.
10. Print an A/R Trail Balance Report in the (OR) screen.

General System Preparation

To review the information on setting up your server, click here.

1. Be familiar with the TBL Configuration on your server.
2. Set up all users, printers, modems through TBL Configuration.
3. Be familiar with the TBL Server, and know how to start it, if necessary.
4. Log in and run eNsite software on each workstation.
5. Test all preprinted form documents, including invoices, pick tickets, statements, A/P, and payroll checks.
6. Understand all backup, day-end, and month-end procedures. Complete and fax a proc request form for both your day-end, and month-end procedures.

Optional Applications

1. If you will be live on General Ledger: Set up the general ledger database and understand the flow of general ledger. Also, modify the general ledger chart of accounts, if necessary.
2. If you will be using Accounts Payable: practice posting and paying invoices in the Accounts Payable Posting window.
3. If you will use the Personnel database and Payroll application: Set up the Personnel database and practice entering payroll information.
4. If you will be using the Retail module: practice placing retail orders in the Retail Order Entry window.
5. If you will be using the Furniture module: be sure you receive authorization. Practice placing furniture orders in the Furniture Order Entry window.
6. If you will be using the Serialized module: be sure you receive authorization. Practice placing serialized orders in the Serialized Order Entry window.