Go Live Checklist

To make your conversion to the New Software a smooth and successful transition, follow the checklist below to ensure that you, your staff and your software are ready for your planned Go Live.

• There are Critical activities to ensure you are ready for your Go Live. These items are marked as Critical and must be completed prior to your Go Live.
• There are Optional activities. These items are marked as Optional and can be entered at any time before or after your Go Live, as desired.
• All remaining activities should be entered in order to make a smooth conversion to your new software.

• Inventory counts & value of inventory – Critical
• Make sure ALL Inventory (stocking items) have been entered, stocked at the Location level and counted (Recounts) prior to your Go Live date.
• Make sure ALL Consignment Inventory has been entered, stocked and opening balances are completed prior to your Go Live date.
• Do not Recount the Consignment Inventory for opening balances.
• Follow the procedures as described in Help under Frequently Asked Questions, Inventory, #2: How do I setup and manage consignment at https://www.protractor.com/flashhelp_tours/consignment.pdf
• To verify Total Value of Inventory use GL Account # 1420 Materials.
• Return Good Credits – Critical
• Process as many Return Good Credits as possible prior to your Go Live Date.
• Any remaining Return Good items that you have not received Supplier Credit for must be entered as opening balances.
• Follow the procedures as described in Help under Frequently Asked Questions, Accounting, #1 How do I enter opening balances? #4: Enter Returned Goods waiting for credit at https://www.protractor.com/flashhelp_tours/RGBOpeningBalances.pdf
• Work In Progress – Critical
• Any and All Work In Progress jobs must be recreated in the New Software if not completed prior to your Go Live date.
• Any parts (non inventory) on Work In Progress that have been purchased prior to your Go Live date will be entered with a $0.00 cost.
• The cost for these parts will be entered as a Payable Opening Balance.
• It will be in your best interest to enter the Supplier and Supplier Invoice # for these parts.
• Cash Balance – Critical
• All monies should be deposited the day prior to your Go Live.
• This will include all Credit Card receipts, checks and cash on hand, except for your Cash float / Petty Cash.
• You will need to start the day of your Go Live with only the Cash Float / Petty Cash in the Cash Balance.
• All Default Setting under the Tool Menu should be set and configured
• Enterprise / Setup
• Master Method of Payments – Critical
• Other Charges – Critical
• Contact Categories – Optional
• Unit Conversion Formula – Optional
• Location
• Location Defaults – Critical
• Labor Rates – Critical
• Method of Payment – Critical
• Other Charges – Critical
• Employee Payroll Details – Optional
• Available hours – Optional
• Time Clock Custom Events – Optional
• Bank Accounts – Critical
• General Ledger Accounts -Optional
• Catalog Setup – Optional
• Sell Price Defaults – Critical
• Work Order Designer – Critical
• Work Order Formatting – Critical
• Document Comments – Critical
• CRM Setup – Optional
• Workstation
• Workstation Defaults
• Contacts – Optional
• Appointments – Optional
• Messages (multi-user only) – Optional
• Spell Check – Optional
• Work Order – Optional
• Catalog / Time – Critical
• Email – Optional
• Auto Replace – Optional
• All Employees should be entered and Contact Categories set – Critical
• Employee System Security should be setup – Optional
• All Suppliers should be entered and Contact Categories set – Critical
• The Cash Float / Petty Cash opening balance should be entered – Critical
• Follow the procedures as described in Help under Frequently Asked Questions, Accounting, #1 How do I enter opening balances? #6 Enter Cash Float at https://www.protractor.com/flashhelp_tours/CashFloatOpeningBalances.pdf
• All Service Offerings should be setup and copied to the Location – Critical
• Service Packages
• Pinpoint Inspections
• Common Complaints
• Employees should be training and fluent with the following procedures, as per their individual job duties – Critical
• Entering New Contacts and Vehicles
• Writing Repair Orders (New Work Wizard)
• Processing Repair Orders
• Invoice Posting Procedures
• Ordering and Receiving parts from suppliers
• Receiving inventory stock and stock orders
• Cash Drawer functions
• Customer Payments on Account
• Cash Paid Out
• Payment To Supplier
• Daily procedures.
• End Shift
• Cash Balance
• Prepare Bank Deposit
• Reports
• Scheduling.
• Time Clock functions.
• Account Receivables management.
• Account Payables management.
• Bank Accounts
• Writing and Printing Checks.
• Bank Reconciliation.
• Payroll Entries.
• Tax Remittance.
• General Ledger.