Getting Started

Implementation Process

  1. Will start with a Sales Hand Off call knowing the customer and their go to personnel for the  transition project. 
  2. Will explain in brief the process
    a. Implementation Process 
    b. Training 
    c. Go Live  
  3. Schedule Business Process Review call with customer side stakeholders
    a. Business Process Review (BPR) kick off call to understand Customers Business Process. 
    b. During this BPR call customers can explain their current/existing process. 
    c. Certain processes based on discussion will GreeneStep team suggest new BPR aligning to  GreeneStep Application Software. 
    d. Sign off detailing the schedules and processes. 
  4. Access to Server 
    a. As part of Implementation we will need access to your Server and we will share our static  IP, so you can enable connection only for this IP address or provide us the VPN access  details. We will review the SERVER configuration and current existing SQL SERVER setup  and suggest if any additional software updates are required for GreeneStep Installation.  Access to the SERVER can be through VPN or other REMOTE ACCESS Software. 
    b. GreeneStep will provide STATIC IP Address so the customer can enable Remote access only  from the specific IP Address. This is to ensure the connection is Secured and is not  vulnerable for any other 3rd party to access. 
    c. GreeneStep Technical Team will login and verify the current system requirement in terms  of Hardware and Software configuration. Details will be shared and wherever necessary  will suggest the customer or their IT team to install additional updates that may be related  to the Operating System. 
  5. Installation of GreeneStep Application Software 
    a. Once Server access is provided GreeneStep Implementation Team will start the  installation process and will install GreeneStep Application Software. 
    i. Database Server 
    1. This will have GreeneStep Application Software installed with Database Server,  Business Server (optional and can be installed separately in a different Server)  and Client Application.
    ii. Web Server
    1. Recommended to have a different Server that is secured with SSL as Website will  be exposed to the world. 
    2. The Implementation Team will install GreeneStep Business Server, Collaboration and Web Store and  Client Application. 
    3. The Web Store will be configured and will verify if we are able to browse internally as a local host. 
    4. Customer’s IT team to install the SSL Certificate, Secure the server and take  

With this GreeneStep installation process is completed and the customer is updated about the same. Sandbox  Company login details are provided to the customer for them to login and review.

Data Migration

Mock Company for Training purposes 

  1. As part of Implementation Data Migration and Training we will create a Mock Company. 
    a. Mock Company will have the following Master Data 
    i. Product Master includes Sell Price, Last Cost, Categories, Brand, Unit of Measure  and Custom Field Data if any 
    ii. Customer Master includes Billing, Contact, Shipping and Custom Field data if any
    iii. Supplier / Vendor Master includes Contact and Shipping Addresses
    iv. Chart of Accounts 
    v. Payment Terms 
    vi. Taxes 
    vii. Only Masters are imported and not the values. 

    1. Training is scheduled for different users with this dataset. 
  2. Once we get access to your Database Server we will be able to plan how long it takes for migration i. If you current Database is part of SQL Server 2005 then we will ask your IT person  to install SQL 2008 Express Edition for updating 

    i. If you current Database is part of SQL Server 2005 then we will ask your IT person  to install SQL 2008 Express Edition for updating 
    ii. If you current Database is part of SQL Server 2008 then it supports SQL server 2016  Express Edition 

    b. Business Rules Review and Setup 
    i. Credit Card Process
    ii. Transaction Process default settings
    iii. Restricting Users to limited access

    c. Default Accounting Hierarchy will be setup 

    d. Report Printing 
    i. Sales Document Printing 
    ii. Purchase Document printing 
    iii. Check Printing 

    1. Share the formats so our technical team will review and change the format.



Training Process

Training to end users will be provided in GreeneStep by creating up a MOCK Company where all Master  Data like Chart of Accounts, Item Masters with Sell Price, Discounts if any, Vendor Masters and Customer  Masters will be imported. Module wise training will be explained using company data through GOTO  Meeting Conference where all Users or set of users can attend the training. Each training session will be  between 60 to 90 minutes. Training Sessions will be recorded and shared with Customer for reference. 

Training Modules 

Product 

  1. Products Master, Cost, Sell Price and Restocking 
  2. Kit
  3. Bill of Material  
  4. Matrix  

CRM 

  1. Leads/Prospects
  2. Lead Generation  

Sales  

  1. Customer Master  
    a. Merge Customers  
  2. Sales Process  
    a. Sales Quote / Sales Order and Sales Invoices
    b. RMA – Credit Notes  
  3. Retail Sales(POS) 

Purchases  

  1. Supplier Master  
  2. Purchase Quote/Purchase Order/Goods Receipts/Purchase Invoice  
  3. Batch Purchases 

Warehouse  

  1. Stock / Bin Creation  
  2. Stock Adjustments/Transfers/Stock Taking  

Finance and Accounting  

  1. Receipts and Payments
  2. Bank Reconciliation / Deposits  
  3. Tax Setup
  4. Payment Terms/Payment Methods  
  5. General Journals  
  6. Repeat Journals  
  7. Cost Adjustment  

Ops and Admin 

  1. Tagging – Products / Suppliers / Customers / Transactions  
  2. Tasks  
  3. Operations – User Masters, Users Security Rights  
  4. Admin Module – Business Rules, Default Settings, Reports Email and Custom Reports configuring.

“GO LIVE” Process

  1. New Company for LIVE will be created 
  2. Master Data will be imported again as mentioned above when setting up Mock Company 

    Additional Imports after closure of Business Hours 

    a. AR Aging Import 
    b. AP Aging Import 
    c. Inventory Stock / Quantity Import 
    d. AP and AR Document Balances. 
  3. Product quantity can be added to the system using Stock Count Feature. 
  4. Accounts Payable- Import of AP Open Balances by Supplier 
  5. Account Receivable – Import of AR Open Balances by Customer. 
    Above will be done using GreeneStep Import Manager Feature. 
  6. Import Legacy data for Customers (Sales Invoice Line items, Document Notes and Attachments) as per  the format provided in a spreadsheet. 
  7. All Open Sales Order and Sales Quotes, Credit Order and Credit Quotes, All Open Purchase Orders (Not  Received/Not Invoiced) and Debit Orders will be imported on Day of Go Live Date.  

    Note: Purchase Orders having Fully / Partially Received – to be reviewed and updated. Only what is balance  quantity in the PO will be imported as a regular Purchase Order. 
  8. Other GL Account Balances will be entered manually as General Journal  
    • Financial Transactions will not be imported 
    • Closing Balances from Balance Sheet must be entered manually Account Balances-Open Account 
  9. Balances Migration using (Single GL option) by Creating a General Journal and entering the account  balances
Popular:Barcode, Invoicing, Collab