Checklist for implementation

The checklist is divided into two sections:

– Project setup
– Finance setup

A hard-copy of the checklist can be downloaded from here: Implementation check list WorkBook – Template.

Project setup

Setup

Action

  Base currency and currency rates
The first action on the list is to set the correct currency for the company and to enter any additional currencies to be used on price quotes, invoices and optionally for multi-company/currency purposes.Base currency
 -> Rename the default currency in the system to the base currency of the client (example: USD for American Dollars). 
 -> Set the base currency of the company and make sure the currency is connected to a currency rate table.
Currency rates
 -> Check and update currency rates.
 
Activities
 Activities have two important purposes in the system:
1. Activities are used in the time entry to indicate the type of work done, and for supplier invoices to indicate the type of purchase.
2. Quoting and billing is based on activities, which is therefore also one of the basic elements of price lists.
-> Add activities to the system (both time, material and purchases related activities). 
 
Price lists
 The structure of price lists in WorkBook is very flexible and can hence be built upon Activities, Employees, Departments etc. Price lists can be connected to a single or a group of customers.
-> Add price lists to the system.
Note: It might be necessary to return to the price lists and connect them to customers once the customers have been added.
 
Material lists
 Materials are items that you typically keep in stock and bill to customers upon usage. A material can be copies done on a color printer, DVD’s etc. with the purpose of affecting the job expenditures (and perhaps bill to the customer) and to be used when doing a quote.
-> Add materials to the system.
 
Job types
 A job type is basically service/business lines of the company. The job type is a required dimension to select, when adding a new job, and it serves two purposes:
1. Template job descriptions can be copied on to the job automatically.
2. Job type is one of the most commonly used dimensions for calculating profitability in both project and finance reporting.
-> Add job types to the system.
Note: It is recommended to create a job type called “Internal/Administration to be used for internal and absence jobs.
 
Departments
 Departments are used to group employees and is a required dimension to select, both when adding new jobs and employees to the system. The most common use of the department dimension, is employee utilization reports and to filter on a specific group of employees in scheduling views.
Decide if departments will be used actively as a reporting dimension for instance with respect to revenue and contribution. An important question in this context is whether departments can be meaningfully allocated to each individual job, or whether a job covers several departments.
-> Add departments to the system.
Note: If used as a finance reporting dimension, there should be an ”Administration” department to be used on internal jobs.
 
Employees
 Employees are the actual users that need to login to the system. When adding an employee to the system, consider which access role to apply. The are various pre-configured access roles already created, and you can modify each one individually. In addition to this, you need to consider which license type each user should have, which essentially calculates  the monthly price of your WorkBook subscription.
-> Review access roles
-> Consider license types
 -> Add employees
Besides the basic settings, it is important to review the ”Capacity profile” and ”Rates and billable targets” for each employee. Address and contact data can be subsequently entered in the Resources book – or by the employees themselves under My settings, when logging into the system. Also, consider password policies by changing the appropriate system variables in the “Login & password policy” group.
Note: If you have a large number of employees you can import the basic data to the system through the data import, and save time in creating each employee individually.
 
Customers
 A customer in WorkBook is the entity that groups jobs together. There is total freedom with respect to defining the customer level and the customer names – since all invoicing is done to Debtors (which are connected to customers). New customers are added through the Resources book and Debtors can be created automatically (using address data from  the customer) and linked to the customer.
-> Add a customer.
-> Review the options on the tab ”Setup / Job default values”.

-> Add contact persons.
-> Consider system variable: “#416: “Allow advanced users to automatically create new debtor from customer data”
Note: Customers, debtors and contacts can be imported to the system if necessary.
 
Suppliers
 You add suppliers and their contact persons through the Resources book. As with customers, there is a special relationship with suppliers and creditors in the system. Suppliers are used to raise purchase order (on jobs), and creditors (in finance) are used when you receive the invoice. The lists of suppliers and creditors don’t need to be the same, as you will typically have creditors added in the finance (used for both job costs and for operational costs) and only suppliers in the Resources book to be used for jobs. When a supplier invoice (voucher) is added to the system, an approval workflow can be applied to ensure that the approval process is handled digitally.
-> Add a supplier.
-> Add contact persons.
 -> Setup voucher approval workflow.
Note: Suppliers, creditors and contacts can be imported to the system if necessary.
 
Job numbers
 Unless changed, WorkBook starts out with job number “1000”. Job numbers can only consist of numbers (no letters or special characters). A special job number range can be set per Customer if desired.
-> Set job number range
Note: Jobs can be imported to the system if necessary.
 
System variables
 Apart from the various setup screens that have been described above, WorkBook is also configured by changing different system variables. In total, there are more than 900 system variables available, but only the ones that we know typically changes from company to company, are listed below. You can see the description for each individual variable in the system.
#12: “Allow advanced user to insert invoice number”
#106: “Allow user to create invoice type “Partial invoice””
#109: “Allow advanced users to change default price list on job”
#130: “Allow advanced users to move jobs between customers”
#141: “Allow advanced users to move hours”
#278: “Supplementary description is required on all time entries”
-> Change system variables.
 
Sales invoice sequence
 Sales invoice number is the number that the system applies to a sales invoice, once it is marked as finalized. You can configure the system to use a number that starts with a prefix and ends with a suffix and can furthermore be generated with month and/or year included automatically.
-> Set up sequence for sales invoices.
 
Payment method
on sales invoice
 The payment method is used to define one or more set of standard texts on sales invoices regarding bank information, interest calculation etc.
Debtors – to which sales invoices are issued – are assigned to a given payment method.
-> Apply payment methods.
 
Design
The default layout on Price quotes, Purchase orders and Invoices can be adjusted to match the design template for the company. In addition, the logo and letterhead must be added using a “watermark” template. The template must be in PNG format (A4 (300 DPI) – 2480×3508 pixels) or (Letter – 2550×3300 pixels). A WorkBook consultant will take care of the changes noted, and apply them to the system accordingly.
-> Change design using the report editor.
Download watermark example – A4.
Download watermark example – Letter.
 
  
Additional approval workflows
 You can apply additional approval workflows as needed.
-> Apply additional workflows.
  
Accounting periods
 It’s possible to close/open accounting periods which serves the purpose of allowing or disallowing users to enter entries (time, expenses, materials etc.) to a specific period.
-> Apply accounting periods.
  
Folders
When you add a new prospect, customer or a job, the system is able to automatically apply a predefined folder structure and add it to your local file server. A WorkBook consultant will apply the desired folder structure to the system.
-> Read about folders and files.

 

Finance setup

  
Chart of Accounts
WorkBook contains a standard Chart of Accounts which can be used by most companies. Accounts can be added and deleted (if there are no postings) and of course also renamed. If another Chart of Accounts is desired, it can easily be imported via Excel. Upon import, the accounts must be thoroughly reviewed with respect to:
1. VAT/Tax code – i.e. the code that determines the level of deduction of VAT/Tax related expenses.
2. ”Use in creditor invoice management” – i.e. the possibility to choose the individual account when using the Creditor invoice management module.
3. Map accounts to expense entries.
-> Info on the chart of accounts
  
VAT/Tax
 If chart of accounts has been imported, VAT/tax accounts has to be set up in the VAT/tax settings.
  
Opening balance
 Discuss how the opening balance should be established, in particular the opening WIP balance. Line up how it is to be executed.
  
Posting configuration
WorkBook has a very flexible structure which enables almost all desired principles regarding posting of the job related items.
1. Which criteria for revenue recognition should be used?
The invoice criteria where all purchases and sales invoices go directly to P/L regardless of types and job status? Or the production criteria with automatic handling of WIP?
2. Assuming the production criteria should external purchases be activated at cost or sales price incl. profit?-> Set it up according to desires.
  
Activity based posting
It is possible – based on Activities – to split turnover and external costs to different finance accounts. These work as exceptions to the rules defined under “Posting configurations”.
Set it up according to wishes.
NOTE! System variable 434 should in this case be set to ”Allowed”.
  
VAT/Tax exceptions based on activities
 VAT codes can be set up on Activities hence determining the VAT/Tax handling when using these Activities. For instance, to be used if selected services are sold without VAT/Tax.
  
Goods & Services
System variable 640 can be activated if extended features related goods/services information regarding import/export is relevant. It can be setup on the individual Activity whether this is to be considered Goods or a Service in general.
It can be set up so that Goods/Services information must be supplied by the user when using certain VAT codes indicating import/export.
  
Dimensions
WorkBook contains a large variety of standard dimensions which can be analyzed upon. Furthermore, user-defined dimensions can be created without limitations.
1. Which dimensions are important to the company?
2. Are there dimensions or KPI’s in the current reporting that needs to be continued?
-> Discuss dimensions and make adjustments if relevant.
-> Setting dimensions
-> Using dimensions
  
AR/AP groups
 Set the AR/AP posting groups which are deciding the control account that the corresponding debtors and creditors will go to.
-> Setting up AR/AP groups
  
Holding accounts
Holding accounts are merely shortcuts to appoint finance accounts – like Cash, Bank, Credit cards etc. They have the important ability to be chosen instead of a creditor in the Creditor invoice management – with the effect of crediting directly to a finance account and not a creditor.
-> Setting up holding accounts
  
Creditor and cheque payments
 Discuss and set it up if relevant.
  
Voucher sequences
A voucher sequence can be defined and used on every journal type that exists in the system. It is recommended to define and attach separate voucher sequences for Creditor invoices and Personal expenses (if they are to be used).
-> Line up desires regarding voucher sequences – for instance based on a continuation of the current sequences.
-> Setting up voucher sequences
  
Journal types
 Journal types are reviewed and needs for different types of manual general ledgers are discussed.
-> Set up journal types.
-> Setting up journal types
  
Financial postings report
 Show how this tool works and set up a report showing gross profit. If WIP accounting is used also set up a report that shows the different categories of WIP in the balance.
  
Validate finance system settings
 Check that there are no setup errors.

 

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