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Cut Over Plan

December 23rd, 2008 No comments

Syteline system cut over will be the biggest milestone of your implementation project.  Careful planning would be essential to your project success.

Section A – Initial Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

A1 Groups Specify groups who are allowed access to the SyteLine ERP system.
A2 Group Authorizations (Linked) Allows the system administrator to set up different levels of access for every group within the SyteLine ERP system.
A3 Users Specify users who are allowed access to the SyteLine ERP system.
A4 User Authorizations (Linked) Allows the system administrator to set up different levels of access for every user within the SyteLine ERP system.
A5 General Parameters Lets you set the parameters used throughout the system. Small
A6 Countries (Optional) Set up country codes used throughout the system. Small (add as needed)
A7 Prov/States Set up province/state abbreviations used throughout the system. Small
A8a Currency Codes (Optional) Maintains currency codes used throughout the system. Small
A8b Currency Conversion Parameter Form (Optional) Small
A8c Currency Rates (Optional) Small
A9 Language Ids (Optional) Identify the language used in a string table in the forms database. Small – English is the only supported lanugage

Section B – General Ledger Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

B1 Accounting Periods Maintains the accounting periods used by the General Ledger to post transactions. Small
B2 Account Number Formatting Allow you to change the General Ledger account number or to respecify the section of the account number to use as the sub-account (or whether to use a sub-account at all). Small
B3 Unit Codes Used to view, enter, budget, and report financial information by reporting unit, at the account/sub-account level.  Sub-accounts are not recommended. Small
B4 Departments Maintains a list of all departments referenced by work center and employee records.  Departments are also linked to Unit code 1 for financial reporting. Small
B5 Chart of Accounts Defines account numbers, which will be used throughout the SyteLine ERP system to record, track, and report costs. Small
B6 Chart of Account Allocations (Optional) Routinely distributes an expense among more than one account according to percentages you define. Small
B7 Statistical Accounts (Optional) Used in financial statements to compare important non-financial data to related financial data for measuring such things as productivity and controlling costs Small
B8 Budgets and Plans (Optional) Worksheet used to create budgets and plans for each individual account, accounting period, and fiscal year.

Section C – General Financial Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

C1 Bank Reconciliations Keeps a transaction history against all the bank checking accounts your company uses.  Also used to define the GL Cash account used when processing payment transactions. Small
C2 Bank Addresses (Linked) Maintains address information for the banks your company uses. Small
C3 Ship Via Codes Used to identify the delivery methods available to ship merchandise. Small
C4 Billing Terms Codes Maintains billing terms used by both customers and vendors. Small
C5 Tax Parameters Defines global (applying to both tax systems) switches and dates, and to set optional tax data printing options. Small
C6 Tax System Assign a numerical code to the tax system (ex. 1 = State). Small
C7 Tax Jurisdiction (Optional) Assign a code to the tax jurisdiction (ex. CO = Colorado). Used only if reporting tax by Jurisdiction. Small
C8 Tax Codes Used to specify the percentage of tax to charge to a customer and the GL Account to which the tax is to be posted. Small
C9 Product Codes Allow you to group similar types of items and assign price markups, discounts, GL accounts, tolerance factors, and selection criteria for reports of those groups.  Used to group items for financial purposes using reporting units, and to group for general reporting. Small
C10 Fixed Asset Depreciation Tables (Optional) Used to define custom depreciation methods.  Standard depreciation schedules are already built into the system and can only be viewed by displaying help. Small
C11 Bonus Depreciation Codes (Optional) Used to define additional depreciation. Small
C12 Fixed Asset Parameters Establishes titles for up to three depreciation schedules.  The only one that will be used to post financial transactions is Book. Small
C13 Fixed Class Codes Enter the identifier for the GL account class being established in the system. It is a user-defined code. Small
C14 Fixed Assets Maintains all identifying and descriptive information unique to an asset. Small
C15 Fixed Asset Depreciation Used to define the method in which SyteLine ERP calculates depreciation for each active asset. Small
C16 Fixed Asset Costs Maintains a comprehensive history of all costs accumulated for an asset. All costs will be used for depreciation purposes, except type “Repair.” Small
C17 Project Default Parameters Used to enter the GL account numbers that SyteLine ERP will use. Small
C18 Project Types Used to enter all the codes that classify the project types. Small

Section D – Accounts Payable Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

D1 Accounts Payable Parameters Define aging buckets, specify the accounts to use in the GL, and provide 1099 information. Small
D2 Payment Hold Reason Code Explains why you put the current vendor on payment hold. Small
D3 Recurring Vouchers (Optional) Allow you to generate monthly vouchers for transactions in which the vendor and amount are always the same. Small

Section E – Accounts Receivable Setup

Step Form Purpose Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

E1 Accounts Receivable Parameters Used to enter the default parameter values SyteLine ERP applies throughout Accounts Receivable. Small
E2 Salesperson Classifications (Optional) Used to create sales force classifications by region, division, locality, area, and so on. Small
E3 Salespersons (Optional) Maintains the list of valid salespersons that can be entered for each order header. It is recommended to setup a salesman for either salesman reporting and/or commissions reason. Small
E4 End User Type Used to classify customers and customer orders and to overwrite Sales, Sales Discounts, Accounts Receivable, and COGS accounts based on the specified end user type.
E5 Distribution Accounts Defines distribution accounts for a grouping of items. Small
E6 Finance Charges (Optional) Used to enter amounts charged to the customer for their overdue balances.
E7 Dunning Report (Optional) Use Crystal Reports to modify the report output format, adding your company address, a salutation, and introductory and closing text.
E8a Credit Hold Reason Codes Used to define codes used to explain why various customers have been placed on credit hold. Small
E8b Customer Credit Limits Set credit limits for repeat customers $500k (AZ, Roland DG…) for all others $100k Small
E8C Customer Billing Terms Define customer specific terms Small
Customize Invoice modify the invoice output format, adding your company address, a salutation, and introductory and closing text. Medium
Order Verification modify the form output format, adding your company address, a salutation, and introductory and closing text. Medium
Packing Slip modify the form output format, adding your company address, a salutation, and introductory and closing text. Medium
ProForma Invoice modify the form output format, adding your company address, a salutation, and introductory and closing text. Make sure Commodity Codes Print Medium

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Backup Database before entering Section F (note Parameter forms can be entered, no master data just static data)

Section F – Inventory Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

F1 Inventory Parameters Used to set parameters in your inventory system for use throughout the entire SyteLine ERP system. Small
F2 Units of Measure Used to maintain all units of measure that can be associated with an item. Med
F3 Unit of Measure Conversions Maintains valid mathematical relationships between units of measure. Large
F4 Family Codes (Optional) Allow you to classify groups of items for planning purposes.
F5 Warehouses Maintains all warehouses used in the system. Small
F6 Locations Maintains the list of valid places for inventory. Small
F7 Obsolete/Slow Reason Codes Used to explain why you are designating an item as obsolete or slow-moving inventory. Small (Use blank, do not put GL accts, let product code define)
F8 Commodity Codes (Optional) Used to identify various commodities. Small (figure out how to get them to display)
F9 Items Used to maintain a list of all items bought, manufactured, and/or sold. Large
F9 Items Lead Times and ABC Set long lead critical items (LEDs, substrates) ABC Code A and then use 3days as generic for all remaining items ABC Code C, custom machined parts 3wks ABC Code B Large
F9b Items-Mfg Name/PN Enable User Defined Fields in Item Master for this purpose Med
F10 Item Stockroom Locations (Linked) Used to create a record of every location where an item is to be kept. Small (If we use one stock location)
F11 Item Costs (Linked) Tracks costs associated with items entered on the Item Maintenance screen. Large
F12 Item Pricing (Linked) Maintains pricing and pricing options, which can be associated with items. Medium
F13 Item/Warehouse Adds an item to warehouses in addition to the default warehouse.
F14 Lots Maintains information about lots and their locations. Small (Use lots to track Feature BOM items or SN???)
F15 Item Lot Locations Maintains information about all lot-tracked items and their locations.
F16 Transfer Order Parameters (Optional) Used to set parameters for transfer orders.
F17 Misc. Receipt Reason Codes Used to track the entry of  Miscellaneous Receipt transactions. Small (Use blank, do not put GL accts, let product code define)
F18 Misc. Issue Reason Codes Used to track the entry of Miscellaneous Issue transactions. Small (Use blank, do not put GL accts, let product code define)
F19 Inv. Adjustment Reason Codes Use to explain why a quantity adjustment to inventory is needed. Small (Use blank, do not put GL accts, let product code define)
F20 Transfer Loss Reason Codes Used to explain quantity adjustments to inventory due to transfer losses. Small (Use blank, do not put GL accts, let product code define)
F21 Reservations for Item (Optional) Used to reserve an item.

Section G – Purchasing Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

G1 Purchasing Parameters Enters default values for use throughout Purchasing. Small
G2 Vendor Categories(Optional) Used to add categories to assign to your vendors for financial grouping purposes.
G3 Vendors Maintains a record for all vendors with whom your company deals. Medium (must use AP address)
G4 Drop Ship To(Optional) Used to identify a drop ship address different from the address that appears on the Vendors form. Enter as needed
G5 Vendor/Item Cross Reference Used to associate items with Vendors; allows the setup of vendor part number to your part number and history. Large
G6 Vendor/Item Pricing Used to create vendor specific pricing and quantity price breaks, date sensitive Enter as required for open and new orders
G7 Vendor Letter of Credit(Optional) Used to document letters of credit (LCRs) from your banks to vendors who require them.
G8 Purchase Order Requisition Codes Used to define codes to track the entry of requisitions.

Section H – Sales/Order Entry Setup

Step Form Purpose Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

H1 Order Entry Parameters Used to set default values for customer order entry. Small
H2 Price Codes A user defined code applying to customers or items.
H3 Price Matrix Allow you to associate a specific Price Code with a corresponding Customer and Item to form a price matrix.
H4 Price Formulas Used to enter a pricing formula from which to calculate the necessary unit prices.
H5 Commissions Table Maintenance Contains commission percentage information for each salesperson.  Before this is done, you must first set the labels from the Activities>set labels.  Basically, input salesman as the first and commission for the second.  This will input the labels used when inputting the commission rates and salesman.
H6 Customer Letters of Credit(Optional) A document from a bank stating that the bank will insure the customer’s payment.
H7 Customer Type(Optional) Using them allows you to sort reports by customer type.
H8 Customers Stores all the relevant information for storing basic customer data and tracking what customers buy from the company, as well as what customers owe. Small (active customers only)
H9 Customer Item Cross Reference Track and control information about items bought by specific customers, customer specific items, and customer specific pricing. Enter as new orders come in
H10 Item Pricing Maintains pricing and pricing options, which can be used with items.
H11 CO Returns Reason Codes Used to define codes used to track adjustments to inventory for customer order returns.
H12 RMA Parameters Used to set default values for RMA functions.
H13 Problem Codes Codes used to track and report problems at the order level.
H14 Evaluation Codes Codes used to track and report RMAs at the line item, or individual material, level.
H15 Disposition Codes Used to enter codes at the line item, or individual material, level, which you will use to track and report what happens to material after it has been returned.

Section I – Manufacturing Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

I1 Shop Floor Control Parameters Sets up default policies for scheduling jobs, What-If jobs, and estimate jobs in SyteLine ERP. Small
I2 Shift Codes Maintains codes that identify particular shifts. Small
I3 Holidays Used to enter all dates the entire shop floor is not in operation. Small
I4 Resources Defines resources that perform work on the shop floor. A resource is a non-specific person, machine, or other tool used in at least one step of the manufacturing process. Small
I5 Resource Groups Used to organize resources that can perform the same function. Small
I6 Work Centers For viewing and maintaining information about the work centers in the SyteLine ERP system. Small
I7 Current Operations Maintains routing requirements and costing information for an item. Large
I8 Current Materials Maintains material requirements, costs, and reference information for an item. Large
I9 Planning Parameters Enables features and options used throughout the MRP and APS planning functions. Small
I10 Planning Horizon Calendar Used to enter starting dates for MRP, APS, and master planning horizontal display periods. Small (use monthly buckets)
I11 Forecast Used to enter a prediction of requirements for an item.
I12 Exception Message Priority Used to filter out messages considered less important when generating the Exceptions Report.
I13 ECN Reason Codes Defines codes used to explain why an engineering change is needed.
I14 ECN Priority Codes Defines codes that establish priority for suggested ECNs.
I15 ECN Distribution Codes Used to create distribution lists to add to the ECN.

Section J – Human Resources / Payroll Setup

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

J1 Human Resource Parameters Used to enter the frequency with which each employee should be reviewed. Small
J2 Position Classification Used to enter information classifying the employee’s position. Small – Sales only
J8 Employees Stores all the information necessary for processing and tracking employee payroll, wages, taxes and deductions, and so on. Small – Sales only
J10 Companies Used to enter basic information about the company and its CEO.
J11 Divisions Used to enter information about the divisions within the company.

K – Beginning Balances

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

K1 Inventory Large
K2 AR
K3 AP
K4 Customer Orders
K5 Purchase Orders
K6 Ledger Balances
K7 Open Jobs

L –Action Items

Step Form Purpose Owner(s) Due Date Scope

(Task Size – Small (<1Day) Medium (<1wk)

Large >1wk)

L1 Order and setup for printed checks Medium
L1 Setup and Test Foreign Currency Customers
L3 Projects Module
L4 Write Syteline Work Instructions for Mfg Large
L5 Remove obsolete parts from P&V Large
L6 Background Ques – e.g., Run MRP nightly or weekly
L7 Backup Plan Syteline data Small
Test and Setup Customer Profiles – to email invoices etc directly to customer and accounting
Setup financial statements
Phase 1 Preparation

Cost Roll Ups

Roll Current to Standard

Large
Journal Entries – Purge all “Dist” Journals  IC, PO, SF