Gold ConversionGold conversion is the second most basic conversion package offered at e-automate. This conversion is done remotely. The conversion process is typically 45-60 days from contract signing to first transaction date. It allows for a quick and simple setup of a database. The completed database will include the ability to process a sales order, a purchase order, a service call, and complete a contract bill. This is all dependent on the data that is provided for the conversion.
|Data Import/Export Spreadsheet||x|
|Conversion Data Analysis||x|
|Use Case Testing||x|
|30 Day Follow-Up||x|
|Opening Balance Entries - AR, AP, IN, CB||x|
|Logos and Check Support||x|
|Beginning GL Balances|
|Additional Product Setup and Configuration|
|Conversion Process Analysis|
Conversion Guide - a comprehensive guide outlining how to setup e-automate.
Data Import/Export Spreadsheet - a spreadsheet that allows certain tables to be inserted into the system. The tables included in the spreadsheet are:
- Equipment records
- Open accounts receivable
- Open accounts payable
- Beginning inventory balances
Project Plan - the project plan is an outline of the key dates of the conversion process to ensure the first transaction date is achieved. A silver conversion should plan on a 2-3 week conversion window from the time data is received until the first transaction date.
Conversion Data Analysis - before the conversion process begins, an experienced consultant will analyze the customer's accounting practices and chart of accounts to determine what changes can be done to ensure accurate accounting in e-automate. The customer should provide a chart of accounts, a list of codes and categories, and a list of contract types and contract billing rules they currently use.
Primary Data - the primary data is what is converted to ensure a smooth and accurate as possible transition from a customer's current system or systems to e-automate. With this data, the customer is able to process a sales order, a purchase order, a service call, and complete a contract bill. The primary data includes the following tables:
- Chart of accounts - the current list of active GL accounts
- Tax codes - the current tax codes and rates
- Warehouses - the current list of active warehouses. This may include technician's car stock.
- Vendors - the current list of active vendors
- Items - the current list of active items
- Makes - the current list of active makes
- Models - the current list of active models
- Customers - the current list of active customers
- Employees - the current list of active employees, includes salespersons and technicians
- Equipment records - the current list of active equipment records either on contract or not
- Contracts - the current list of active contracts. This includes the current meter reads and billing dates at the time of conversion
- Inventory codes and categories - this includes a list of predefined inventory categories and codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list.
- Bill codes - these are the bill codes determined during the conversion data analysis phase. A bill code determines what is or is not included when a customer is under contract
- Contract types - these are the contract types determined during the conversion data analysis phase. A contract type determines how a contract's revenue is distributed
- Service codes - this includes a list of predefined service codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list and the bill codes
- Sales codes - this includes a list of predefined inventory categories and codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list
- Bins - the current list of active bins
- Branches and departments - the list of branches and departments used by the customer
- Territories - the list of current territories. A default territory of "Unassigned" is created if the customer does not use territories for service
- Call types - the list of the different call types used for service
- Terms - the list of terms used for accounts receivable and accounts payable purposes
- Tools/Options - the global settings in e-automate. This is done prior to the e-automate database being provided to the customer
30 Day Follow-Up - after 30 days, the customer's consultant will follow-up to ensure the customer is progressing in e-automate. This will allow the consultant to determine if additional help is needed for the customer and to flush out any problems there may have been with the conversion.
Security Configuration - the consultant will ensure the customer's security settings are setup.
Secondary Data - the secondary data is the additional data converted prior to the first transaction date. This data is converted either prior to sending the database to the customer. This additional data is typically not located in other systems and may require the customer to populate a spreadsheet to ensure we can insert this data. This additional data is not required, only offered and will not affect the first transaction date if not completed. The following is the list of secondary data we offer to convert:
- Contacts - list of current customer contacts
- Related items - list of those items that relate to other items within the customer's item list
- Ship methods - the list of possible ship methods used for delivery of supplies and parts
- Customer types - the different customer types used to help categorize customers in e-automate
- Model categories - used to classify the different models in e-automate. Also used for the president's report to ensure the correct classification of equipment records are being used.
- Min/Max levels - item minimum and maximum stock levels to ensure accurate reordering
- Bin defaults - used to determine the item's default location where it is received to or fulfilled from
- Item vendors - the item vendor list
- Bill groups - used to group contract billings, i.e. by lease company or parent location
- Lease codes - the different type of leases used
- Lease information - the basic lease setup information; such as, type of lease, the term of the lease, the amount financed, the lease company, the equipment covered, the expiration date, etc…
- Cancel codes - the codes used in service determine why a service call is canceled
- Problem codes - the different codes used to classify what the actual problem was on a service call
- Repair codes - the codes used to determine what was actually done to correct a problem code on a service code
- Incomplete codes - the codes used in service to determine why a service call was marked as incomplete
Logos and Check Support - this includes setting up the logo to print accurately on invoices. The customer must provide the logo in a .bmp, .jpg, or .tif file. The check support includes basic alignment of the customer's check to ensure they can continue to use the check in e-automate. This does not include a complete redo and customization of a check. That can be done through Digital Gateway's custom report writer.