Activant Prophet 21. Preparing for Go Live

Transcription

1 Activant Prophet 21 Preparing for Go Live

2 This class is designed for System Administrators Go Live Team Accountants

3 Objectives Load General Ledger accounts Enter inventory counts Enter open Accounts Receivables Enter open Accounts Payables

4 This course will NOT cover Entering open orders, quotes or POs from legacy system Imports in detail Imports WBT Manual receivables in detail Manual Invoice Creation and Adjustment CBT Manual Vouchers in detail Getting Started with Voucher Creation WBT

5 Go Live Date When is your anticipated Go Live Date?

6 Beginning Balances How are you going to bring in beginning balances? Inventory Counts Receivables and Payables Trial Balance

7 Load Accounts What is a Load Account? Used to offset when entering open receivables, payables and inventory counts With Load accounts you can post to the GL, before entering beginning Trial Balance Used when you manually enter AR/AP transactions Always used for Inventory load import or manual entry

8 Load Accounts Load accounts can be used to check go live entry After beginning balances are entered, AR and AP Load accounts should be at $0 Inventory Load account does not always zero out! Legacy system may recognize inventory differently Counts may have been entered at different cost

9 Creating Load Accounts Inventory Load Asset will carry credit balance Must create this account Accounts Receivable Load Asset will carry credit balance Only used if you manually key invoices Accounts Payable Load Liability will carry debit balance Only used if you manually key vouchers

10 Creating Load Accounts General Ledger accounts are created in General Ledger > Maintenance > Charts of Account Maintenance

11 Creating Load Accounts Account Type will be the same as original account. For instance, Inventory Load account will be an asset account, just as an Inventory account would be an asset account.

12 Creating Load Accounts Account number should be at the end of the account series sequence. If your inventory account is , then the load account should be listed as so that it can easily be excluded from reporting.

13 Importing Inventory Counts Create a Reason Code for the go live inventory accounts When performing an Inventory Adjustment, you need to enter a Reason Code.

14 Reason Codes Enter Inventory Load account in the GL Account field The reason code should be deleted once you have completed and verified go-live input

15 Entering Inventory Counts Import Imports/Exports module > Imports > Inventory > Inventory Adjustments Manually Inventory module Inventory Adjustments

16 Imports Extract data from legacy system to spreadsheet Format data on spreadsheet Use Help files in Prophet 21 Import Inventory Adjustment Import data into Prophet 21 system Review data Inventory Value Report

17 Importing Inventory Counts Import inventory counts in the Import/Export module

18 Importing Inventory Counts Make sure to use the Reason Code associated with the Inventory Load account.

19 Manual Inventory Adjustments Inventory > Transaction > Inventory Adjustments

20 Manual Inventory Adjustments

21 Manual Inventory Adjustments Adjustment Amount Adds to the current QOH New Qty on Hand Replaces current QOH Can not be less than the allocated amount

22 Manual Inventory Adjustments Reduce inventory Enter a negative amount in the Adjustment Amount field

23 Inventory Load G/L postings when posting inventory quantities Debit Inventory account from Item record Credit Inventory Load Account

24 Inventory Load When Trial Balance is entered: Debit the Inventory Load account Remember, this may not zero out the Load account!

25 AR/AP Entering Open Transactions Manually Accounts Receivable Module Invoices by Item or Amount Accounts Payable Module Imports Voucher by Item or Amount Imports/Exports Module AR: Invoice import AP: Voucher import

26 Import Open Receivables Import open receivables in the Imports/Exports module

27 Import Open Receivables DO NOT post to GL accounts!

28 Import Vouchers Import open payables in the Imports/Exports module

29 Import Voucher

30 Manual Invoice Creation Invoice By Item Item Details Freight Codes Sales Tax Adjustments Invoice By Amount No Item Details No freight code options No Sales Tax adjustment options

31 Manual Invoice Creation Accounts Receivable > Transaction > Invoices

32 Invoice Entry By Item

33 Invoice Entry by Amount

34 Manual Invoices Enter legacy system s invoice number, and customer s PO number in PO number field.

35 Manual Invoices Create an Invoice Class for Go Live invoices to keep them separate from other invoices.

36 Invoice Classes Created in Accounts Receivable > System > Invoice Class Maintenance

37 Manual Invoices Take note of the Invoice Date and Period and Year the invoice will post to the GL.

38 Manual Invoices Make sure to the use the AR Load account as the Revenue account!

39 Open Receivables Manual Entry Open Receivable when entered manually: Debit Accounts Receivable account from Customer record or mapping sheet Credit AR Load Account

40 Open Receivables When Trial Balance is entered: Debit the AR Load Account Zero out the load account When invoice is paid Accounts Receivable will be credited Reduce Accounts Receivable

41 Entering Open Payables Manual Accounts Payable module Voucher by Item or Amount Use AP Load account

42 Manual Voucher By Item Enter Item IDs Inventory value is NOT affected By Amount Enter Amounts

43 Manual Vouchers Accounts Payable -> Transaction -> Vouchers

44 Manual Vouchers by Item

45 Manual Vouchers by Amount

46 Manual Vouchers Put legacy Voucher # in Description field and vendor s invoice number in Invoice field.

47 Manual Vouchers Take note of the Invoice Date! Are you posting to the correct Period and Year?

48 Manual Vouchers Make sure to use the AP Load account for the Purchase Account!

49 Manual Vouchers Create a Voucher Class for Go Live vouchers to keep them separate from other vouchers.

50 Voucher Classes Created in Accounts Payable > System > Voucher Class Maintenance

51 Manual Payables Open Accounts Payable GL Posting when entering voucher in the system Debit AP Load Account Credit Accounts Payable account from Vendor record

52 Manual Payables When Trial Balance is entered: Credit the AP Load account for the amount of manual vouchers Zero out the Load account When check is created for voucher Accounts Payable will be debited Reduce the Accounts Payable

53 Load Accounts How do you enter open AR/AP on Trial Balance if it has already been entered?

54 Load Accounts How do you enter open AR/AP on Trial Balance if it has already been entered? You don t!!! You DEBIT the AR LOAD account and CREDIT the AP LOAD account!

55 Load Accounts Final Result AR/AP Load Accounts zeroed out Inventory Load may require additional adjustment

56 Discussion What is your plan of action for entering inventory counts, receivables and payables from your legacy system?

57 Summary Load general ledger accounts Enter open Accounts Receivable Enter open Accounts Payables Enter inventory counts

58 For More Information Prophet 21 Help Files Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com