go-live

SMARTSystem Management Training Series
Training Session #16A – Go Live Testing Protocol Checklist

Purpose:  Provide a smooth SMARTSystem Go Live start-up by fulfilling the following checkout protocols.

Procedures:

Each test point is summarized below and should be worked by the manager of that are and the people doing the work.  The objective is for each of your staff to do their daily work using the new system and to resolve any issues.

 Testing Dialogue and Checklist:

Maintenance

There are 3 major tables which require knowledge and understanding:

• Customer
• Vendor
• Inventory

From these major tables there are numerous sub-tables that can be affected.

Normally, certain people within the organization are responsible for creating new entries and maintaining existing data, for example:

• Customer information is maintained by the Credit Manager or Accounting
• Vendor information is maintained by the Senior Buyer or Accounting
• Inventory information is maintained by person who coordinates the buying and selling of products.  We call this person the Inventory Administrator

 Product Ordering

Product can only be ordered using the Purchase Order process and this is usually done by the Buyer(s).  

When a new item is establish the Vendor and Inventory items both need to be setup for the Buyer.

PO Entry and Receiving on the Purchase Order menu is used to create a purchase order and receive product.

Inventory Receiving

Purchase Orders or Inventory Receiving are used to add inventory to the SMARTSystem.

Purchase Orders in the “on order” status (OR) can be adjusted.  Adjustments should always be done prior to receiving product.  

You can create a Receiving Worksheet (W/S) for the warehouse either before or after the PO is received. Receive the entire purchase order.

Under other conditions where only some of the product can be received create a Backorder PO.

Inventory Receiving, the first sub-menu item under inventory is used to Receive product that is note purchase from a vendor.  This can be used for creating bouquets internally or non-standard purchase of products. 

Sales Orders

There are 2 types of Sales Orders to create:  

• Pre-books which do not reduce inventory until converted to a sales order
• Sales Orders that do reduce inventory

Process these different orders and create:

• Pick Tickets
• Invoices
• Labels, if needed

Invoicing

Depending on who is responsible in the organization for invoicing there are several options to invoice sales orders and each should be used by the appropriate staff:

• Sales Order Entry provides a button to create and print
  • Pick Ticket and
  • Invoice

• Warehouse Order Management
  • Pick Ticket
  • Invoice and
  • Delivery Labels

This process captures the number of pieces for delivery, updates the sales order and prints the number of pieces on the bottom of the invoice.

The Number of pieces entered above show on Route Reports.

• Sales Document Processing can be used to process a specific sales order or a batch of items by double clicking the heading above:
  • Pick Ticket
  • Invoice and
  • Delivery Labels

Shipping

Pick Tickets sent to the warehouse are used to pick product, identify number of pieces, to print delivery labels and invoices (optional):

• Warehouse Order Management
  • Pick Ticket
  • Invoice and
  • Delivery Labels

This process captures the number of pieces for delivery, updates the sales order and prints the number of pieces on the bottom of the invoice.

The Number of pieces entered above show on Route Reports.

The Pull List is also used by the warehouse to pull product for sales orders based on the Delivery Date, depending on how you are organizing the flow of information.

You can use the Load List for invoiced products to prepare for delivery.

Driver Check-in

    Have the Drivers Check-in to record and verify the day’s activities.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.

SMARTSystem Management Training Series
Training Session #16 – Go Live Event Checklist

Purpose:  Provide a smooth SMARTSystem Go Live start-up

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Go Live Event – Is the coordination of all activities to begin operations using the SMARTSystem.

Go Live Date Decision

The Go Live Date depends on two primary factors:

1. Staff understanding of how to use the SMARTSystem and
2. Using the new System to get their work done, without confusion.

Major Steps to achieve Go Live status:

• Imports are completed and information verified:
  • Customers
  • Vendors
  • Inventory
• Staff comfortable using the SMARTSystem
• Staff using the SMARTSystem to simulate daily activity.
• Quick Books is up and running.
• Computers, printers and scanners setup and configured for daily operations.
• Inventory balance capture procedures established and working in a test environment:
  • Fresh
  • Supplies
• Decision to Go Live and set a date.
• Database cleared/reset after staff completes their training and testing.
• Actual inventory balance forwards input and verified
• Begin using the new System

Go Live Week:

• System Control settings:
  1. System Options
  2. Default G/L accounts
  3. Reset starting numbers for:
     1. Invoice Number
     2. Sales Order Number
     3. PO Number
  4. SMTP for emailing

• Make sure that SQL backup is running nightly

• Save SQL backup to an external drive to be rotated weekly

• Clear database of all transactions

• Remove inactive records from:
  1. Customers
  2. Vendors
  3. Inventory

• Enter PO Standing Orders, if not already done.

Note: remember the first PO entry is a real PO to be ordered.

• Enter Sales Standing Orders, if not already done.  

Note: remember the first Sales entry is a real Sales Order.

• Take Inventory and enter Balance Forwards for:
  1. Supplies
  2. Fresh

• Begin Operations with the new System.

• When the day is finished execute the SMARTSystem End-of-Day checklist.

Follow-up Project:

Identify non-floral vendors to inactivate in SMARTSystem:

• Inactivate using Vendor Maintenance or
• Create a vendor excel spreadsheet
  1. Set status code to “I” to inactive for non-floral vendors
  2. Import inactive file
• Purge inactive vendors

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance