Execute Cut-over
Go-Live Approval
Once your staff is trained and you have tested the system, it's time to give the OK to go live. We will ask you for approval on your data, processes, and documents. With your go-ahead, we will start "cut-over" planning.
What is Cut Over?
Once you have determined the date that you will go live on GoldFinch, it is time to prepare for the “cut-over”, which is simply moving your business data from your legacy system(s) to the GoldFinch application. As an example, you will complete all transactions and stop working in your legacy system on Friday, import or manually enter your transactional data to GoldFinch over the weekend, and start working in GoldFinch on Monday.
If you are preparing for cut-over, it is likely that you or your GoldFinch Implementer have already moved your master data (e.g. Customer and Vendor Accounts, Items, Item Units of Measure, Warehouses, BOMs, etc.) from the Sandbox org to the Production org in preparation for Go Live. This document focuses on the transactional data (e.g. beginning inventory balances, open sales orders, open purchase orders, etc.) that will be migrated to GoldFinch as part of the cut-over process.
Cut-over typically happens over a weekend because you will need to allow time to complete all transactions in your legacy system, prepare the physical inventory if you have time, and enter or import the transactional data to GoldFinch. This typically takes 2 to 3 days, but your situation may take more or less time depending on many factors.
Setup Data
Check to make sure all setup data is copied to the Production environment. Read Rapid Setup Steps for all setup tables.
Custom Configurations
Check to make sure all customizations and configurations are moved to the Production instance, either manually, or using a change set.
It is recommended to copy page layout changes manually to Production.
What Transaction Data Do I Need To Prepare for Cut Over?
The following is a general guideline for the transactional data that is included in a typical cut-over. Your specific situation may include other data that is not included in this document.
The goal of cut-over is to complete all accounting and inventory-related transactions in your legacy system so that you have the following information for GoldFinch:
A detailed list or report showing all open customer sales orders
A detailed list or report showing all open vendor purchase orders
Beginning on-hand quantities for inventory items
If you are implementing a new accounting system as part of your project, you will also need the following:
An Accounts Receivable report showing all open customer invoices and credit memos
An Accounts Payable report showing all open vendor invoices and credit memos
A beginning General Ledger Trial Balance
Open Customer Sales Orders & Accounts Receivable
You should ship and invoice open sales orders that you can, and all shipments must be invoiced prior to cut over. Once you have done so, you will need to enter the remaining open sales order into GoldFinch as Sales Orders.
Additionally, if you are implementing a new accounting system, the open Accounts Receivable data for all your customers will need to be entered or imported. If you have a significant number of open receivables records, your GoldFinch Implementer will provide you with a template so that the data can be imported
Open Vendor Purchase Orders & Accounts Payable
Any open purchase orders must be entered into GoldFinch as Purchase Orders. If you have any purchase orders for which goods have been received, but you have not received the vendor’s invoice for those goods yet, you can still post vendor invoices using the best estimate. If you have a significant number of receipts without vendor invoices, you will need to discuss the best way to handle them with your GoldFinch Implementer.
Additionally, if you are implementing a new accounting system, the open Accounts Payable data for all your vendors will need to be entered or imported. If you have a significant number of open payables records, your GoldFinch Implementer will provide you with a template so that the data can be imported
Beginning On-Hand Inventory Quantities
After you have shipped all sales orders and received all purchase orders in your legacy system, you will have the remaining on-hand inventory. You can use the data from your legacy system as-is or you can choose to do a physical inventory count to gather up-to-date, accurate inventory information to load into GoldFinch. Whether or not to do a physical inventory count for cutover is entirely up to you and your staff.
If you have multiple warehouses, you will need to record the quantities on hand by Warehouse.
If your products are lot tracked, you will need to record the quantities on hand by lot number.
Your GoldFinch implementation team will provide a template for this data so that it can be imported to GoldFinch prior to Go Live.
Beginning General Ledger Trial Balance
The beginning GL Trial Balance data is only needed if you are implementing an accounting system as part of your project. If you are continuing with your current accounting system, this data is not needed for cut-over.
The beginning GL Trial Balance data can be entered or imported to the new accounting system after Go-Live if necessary.
Schedule System Routines
Remember to schedule these routines as soon as possible after Go-Live.