📄️ Overview
Congratulations! You've made it through the initial training and are now preparing to go live. This section will help you with all the things that need to be in EPASS to make your transition as smooth as possible. You should still be practicing daily in the EPASS Play company, but these are the things that need to be done in the Live company so you're ready when it's time to make the switch.
📄️ Data Conversion
It is typically decided before training if you will have data converted or not. Your data needs to be analyzed to see if it's feasible to convert, and then to determine which data can be converted. Here is some of the information that we can typically convert from your current software, though there is no guarantee we can convert these for you until your data has been looked at.
📄️ Preparing System Maintenance
System Maintenance is discussed a lot throughout training and you're probably well on your way to having it set up already. All of the values that you see in the drop down menus throughout EPASS, as well as most of the system configuration is done in System Maintenance. This is a list of all the tables that may be important for you to set up before going live. For a full list of tables go to the System Maintenance section and open the Tables.
📄️ Serial Inventory
Getting your inventory into EPASS can be one of the bigger jobs, especially if you have a lot of inventory. If so, then having us build a data conversion definitely helps! That's not always feasible though, because one key reason why many companies switch to EPASS is because their previous software didn't handle inventory very well, so it's time to start fresh. This section will cover several different ways of bringing your serial inventory into EPASS, depending on your situation.
📄️ Item Inventory
Counting item inventory can be a very large job, especially if you have many service vehicles. Having a data conversion would be a big help to bring your item quantities into EPASS. We know that's not always feasible though, so this section will cover how to get your item inventory ready to go live, whether you have a data conversion or not.
📄️ Open Sales Invoice
All open invoices that will be delivered or picked up after the go-live date must be manually entered into EPASS. It is best to do this over the weekend before going live. This means you might have to work a Sunday, but it’s better than entering them too early and having to remember to update two systems when the customer calls and changes their mind about something. We recommend having each salesperson enter their own invoices, this way each person will get some additional practice before going live.
📄️ Open Service Invoices
All open service invoices (workorders) that are scheduled for after the go-live date must be manually entered into EPASS. It is best to do this over the weekend before going live. This means you might have to work a Sunday, but it’s better than entering them too early and having to remember to update two systems when the customer calls and reschedules. We recommend dividing up the invoices between your customer service representatives, this way each person will get some additional practice before going live.
📄️ Open Purchase Order
Entering your open purchase orders into EPASS is one of the easier going live tasks. Typically there is no data conversion for this since it would probably take longer to create a data conversion then it would to just type the POs into EPASS.
📄️ Beginning AR
It is quite common that Accounts Receivable is not converted from your previous system into EPASS. This will show you how to enter the beginning balances for customers.
📄️ Beginning AP
It is quite common that Accounts Payable is not converted from your previous system into EPASS. This will show you how to enter the beginning balances for suppliers.
📄️ Beginning GL
This guide assumes you have already keyed in the GL Chart of Accounts into EPASS. If this has not been done yet please refer to the GL Master Maintenance section.
📄️ 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.
📄️ How to Practice
Now that you have completed the training for EPASS, you need to practice what you’ve learned. This practice is primary focused on the front-end daily procedures, it briefly includes daily accounts receivable steps but does not get further into accounts receivable nor into accounts payable or the general ledger.