Checklist - Timeline
This is a general timeline/checklist for going live with EPASS. Every company may vary slightly, but in general these are the steps you will follow.
| Task | Description | Timeline |
|---|---|---|
| G/L Chart of Accounts | This is the first thing to do in EPASS. Much of the System Maintenance setup relies on the GL accounts being entered. | Immediately after the installation of EPASS |
| System Maintenance | All of the main functions of EPASS rely on the System Maintenance tables. This needs to be done before training can even begin. | Immediately after the installation of EPASS |
| Create Supplier / Vendors | All of your inventory suppliers, as well as anyone companies who send you a bill need to be created in Supplier Maintenance. Suppliers are commonly part of a data conversion. | Immediately after the installation of EPASS |
| Practice! | The most important step. You must practice from the time of installation/training until you go live. | From installation until you go live |
| Prepare the Live company | An EPASS representative will move all of your System Maintenance settings, Chart of Accounts, and Suppliers over to the live company. Now it's time to prepare to go live. | About 1 week before going live |
| Import Supplier Price Lists | Price List Templates should have been set up and tested in the play company. The templates would get moved over to the live company so it should just be a matter of re-running the imports. | About 1 week before going live |
| Data Conversion | Depending on what is being converted, there may be several data conversions throughout the going live process. The data conversion will replace some or all of each area that is being converted. | Throughout the go-live process |
| Open Sales Invoices Open Service Invoices | Open sales/service invoices can be entered starting about a week before going live. We don't recommend starting any earlier than that. Only invoices that will be open on the go live date should be entered into EPASS, so if you're working a day or two out you won't be able to do this until much closer to the go-live date. | Throughout the week before going live |
| Serial Inventory Item Inventory | If you can stop transfers to/from your show floor you may be able to take care of that a few days before going live. For the main warehouse(s) we recommend they be converted one or two days before going live. The best situation is to convert inventory over a weekend then go live on a Monday. | The last few days before going live |
| Open Purchase Orders | If possible this should be done after open invoices have been entered, so you can link the product on the purchase orders to an invoice. | The day before going live |
| Beginning A/R | Any open accounts receivable invoices need to be entered into EPASS. This is commonly part of a data conversion. | The day before going live |
| Beginning A/P | Any open accounts payable invoices need to be entered into EPASS. This is commonly part of a data conversion. | The day before going live |
| Beginning G/L | Opening GL balances need to be keyed in once you have them from your previous system. | Once your previous system has been closed out |