User Familiarisation Project Phase

Run the User Familiarisation phase for Bevica Select. Validate day-to-day processes in a test company and log issues before go-live.

As part of your Bevica Select project, you will need to undertake a user familiarisation stage. This is an important stage of the project which involves all key users processing test transactions, viewing the data flows, and understanding the records and posted transactions created.

The aim of the user familiarisation phase of the project is to:

• Ensure you can perform your day-to-day transactions in Bevica
• Ensure the data you have imported is complete and flows throughout the system without any error
• Understand how data flows through the system
• Understand the financial and other posted entries created for the different types of transactions you do
• Ensure dimensions and other data are flowing through the system as expected
• Understand where data sits so users are able to run key reports and view data in relevant pages

User Familiarisation in the Bevica Training Company

As part of the training phase of the project, users should be testing transactions and processes in the Bevica Training company, which contains Bevica demonstration data. Users can use this data or manually create new customers, vendors, items, etc., so that some of the data is more meaningful. They should use this company alongside the self-learning and training sessions until a test company has been created with your data in.

User Familiarisation with Your Data

As part of the data migration phase of the project, once you have tested the various data imports you will be doing at go-live, you should create a test company which contains all of your data configuration (e.g., dimensions, additional charges) plus your migrated data (customers, vendors, items, ship-to addresses, prices, etc.). This should be created at least 1 month prior to going live so users can fully understand their processes and any process or data issues are identified prior to going live.

Steps to create the user familiarisation company:

1. In your live company, populate as many of the configuration worksheet steps as possible, including dimensions and any additional charges if you are using the Distribution Cost Management add-on.
2. Take a copy of this company to create a test company and import any bulk data relevant to you into the test company, e.g., customers, vendors, items, ship-to addresses, sales prices, purchase prices, sales discounts. It is advisable to take copies of this company after each bulk data import you do in case a file errors so you can roll back easily. Do not import data into the live company at this stage.

If you have an open inventory file ready to import, take a further copy of the test company with your data in it and import an open inventory file. This is the only open balance file you must import at go-live, so it is important to test this and to get the import correct. If users are testing on imported open inventory, then any issues with the import will be spotted at this stage and can be resolved prior to going live.

If you do not have an open inventory file to import, take a further copy of the test company and give this to users to start processing transactions on. Then import the open inventory file when you have this ready. Note this should be tested in advance of going live so users can process transactions on the imported data.

You must not use your live company for the user familiarisation stage as this company must not have any transactions until you go-live. If you need to make any configuration changes during the user familiarisation stage, please remember to do this in both your live company and the test company.