Boss's Checklist

The following checklist is designed for the decision maker, to insure that everything necessary to get you started efficiently is considered. Consider each item on the checklist in order. The checklist will reference later sections in this manual that provide additional details. A few sections provide details that go beyond what the decision maker needs to know. The person delegated to perform the task may need the details. Check off the box when the decisions have been made and communicated to the person who will complete the specific tasks.

Item

Remarks

References

□	Hardware Planning

Most hardware decisions were probably made as you made your decision to purchase XETEX Xebra. You should review your decisions and let your network administrator review the Hardware section of this manual to be certain everything is in order.

Getting Started

Section 1.2

Hardware

□	Install Xebra

Installing XETEX Xebra is easier than installing most other Windows programs. The Installation section will guide you through the process.

Getting Started

Section 1.3

Installation

□

Tutorial

A tutorial is available to aid in the learning process. Applicable sections can be found throughout the manual.

XETEX Xebra 101

Section 2.1

Logging In

□	Operator Setup

Set up an operator code for the person who will act as your system administrator and be responsible for setting up the rest of the operators.

Getting Started

Section1.4.3

Setting Up Operators

□	Plan Accounting

There are several accounting decisions that must be made.

•	Are you going to use the XETEX provided chart of accounts or create your own?

•	Are you going to use Cash or Accrual Accounting?

•	Are you going to use Divisional Accounting?

In addition to the decisions that have to be made, it is a good idea for the decision maker to develop a general understanding of Xebra Accounting.

Getting Started

Section 1.5

Accounting Setup

□	Plan Staff Training

XETEX provides several different tools to help you and your staff learn how to use Xebra.

Tutorial

2.	GoToMeeting Training Sessions

3.	Classroom Instruction

4.	On-site Instruction

□	Plan Data Conversion

It is possible to convert data from your prior system and import it into your new XETEX Xebra system. It is not always the best thing for you to do. Read Section 1.6 to plan your data conversion.

Getting Started

Section 1.6

Data Conversion

□	Schedule Conversion

Plan out a schedule for your conversion. This step is very important! If you schedule it for 'when you get around to it', it may never happen.

□	Accounting Changes

If you are replacing the XETEX provided chart of accounts, you need to get this done before you continue. Don't forget the GL Cross Reference.

Getting Started

Section 1.5.4

Using the Chart of Accounts

□	Setup Options

Review the setup options and make necessary changes.

Getting Started

Section 1.4

Xebra Setup

□	Printing Decisions

Have your logo prepared and inserted into documents using document editor. Order Accounts Payable Checks or use the document editor to adjust the format to match your existing checks.

Getting Started

Section 1.4.6

Printing Setup

□	Control Files

Design and begin entry of your control files. If you are importing customer information from your old system, the customer category, terms, and sales representative codes must match what is defined in the control file. If you are importing vendor information, the terms codes must match. For the item file, the product category codes must match.

Getting Started

Section 1.5.6

Control Files

□	Customer Files

If you are importing customer records, this is the time to do it. Otherwise, enter your 20 or 30 most active customers.

Getting Started

Section 1.6.1

Converting Customer Records

□	Vendor Files

Import your vendor files or enter some of the vendors that you use most often, including vendors that you use only for overhead expenses.

Getting Started

Section 1.6.2

Converting Vendor Records

□	Item Records

If you are using General Inventory and/or Customer Specific Inventory, define the warehouses that you will be using and then import or enter the information for the item records.

Section 8.1

General Inventory &

Section 8.2

Customer Specific Inventory

□	Start New Order Entry

You may start having your staff enter new live orders in Xebra a few weeks before your start date. It is best to select orders that you do not expect to invoice until after your start date.

Section 3

Order Entry I

□	Open Accounts Payable

The ideal situation would be to pay all of the accounts payable on your old system before your start date on Xebra. This is not usually an option for most companies. You can, however, reduce the amount of entry by paying smaller bills early. It takes just as long to enter a $5.00 A/P record as it does to enter one for $10,000. You may have your staff start entering A/P records that you don't plan to pay on your old system. They must make the purchase date prior to your start date.

Bookkeeping

Section 5.2

Accounts Payable

□	Final Preparations

Enter your beginning checkbook balance(s) by depositing the correct amount in each checkbook on the last day of the month before your start date. Transfer the opening inventory balances from your old system to Xebra.

Bookkeeping

Section 5.6.1

Posting Deposits to Checkbook,

Section 8.1

General Inventory &

Section 8.2

Customer Specific Inventory

□	Go Live on Xebra

On your start date, begin invoicing everything in Xebra. If something needs to be invoiced that has not been entered as a job, your staff will have to enter the job. They can shortcut some of the entry by not entering specifications or details that are needed only for the purchase order.

□	Check Everything

Taking extra time to check your work during the first few weeks of using the software will help you catch errors early. The most helpful single report for this is the Accrual Basis Summary Journals. It shows the details of all of the accounting transactions generated. This report is normally run monthly, but can be run for any date range you select. Running it daily for the first few days is not unreasonable.

Bookkeeping

Section 5.11.4

Accrual Basis Summary Journals