Bevica Select Project Kick-off
Kick-off guide for Bevica Select implementation: roles, environments, training plan, data migration, and go-live steps in Dynamics 365 Business Central.
You need a shared plan and clear roles from day one. This kick-off keeps scope tight and delivery predictable.
Bevica Select is a packaged implementation approach. It uses a defined scope, a go-live-ready company, and templated processes.
It focuses on rapid deployment through standardised setup, templated data migration, a clear project plan, and a guided training schedule, ensuring customers adopt Bevica’s best‑practice processes rather than designing new ones from scratch.
The approach reduces risk. You validate processes in sessions, instead of running long test cycles.
Project team and roles
Your project team consists of a:
Consultant(s) - who are your Bevica/Business Central experts and will guide you through the technical detail of the project.
Project Manager - who will oversee delivery against the timeline and budget, run fortnightly progress meetings and be on-hand to facilitate any issues.
The roles required on your side are:
Project Sponsor - someone who is accountable for project delivery, securing resources needed and able to make key project decisions when necessary.
Finance Super User - someone who ensures that the financial side of Bevica is setup and fit for purpose.
Operations Super User - someone who ensures that the operational side of Bevica is setup and fit for purpose.
Users - people who need training before go-live.
Bevica Select implementation approach
A Bevica Select installation project is typically made up of the following activities:
System setup - your Bevica system is already set up. Your licences and nominated users should be set up too. Your production environment contains two companies: Production and Bevica Training.
Project kick-off - we'll confirm the plan, prerequisites, and immediate actions.
Training - through a programme of self-training modules and consultant led training sessions, you will soon develop the knowledge to navigate the system and benefit from its rich functionality.
Familiarisation - Super Users need to make sure they are comfortable running the day-to-day processes in Bevica so we encourage them to play in the system alongside the self-training modules.
Data Migration Training - we will show you the tools and areas of the software you need to be familiar with in order to migrate your data.
Data Migration - the production company already holds the majority of the information you need to go-live. After checking the setup areas of the system, you need to prepare and import your customers, items and sales prices alongside your vendors. Data Migration here, also includes identifying how you will collate your open items for the go-live date itself.
User Training - once your project team is familiar with Bevica and your data has been migrated, you can create a training company containing your own data so you can train your Users.
Open Items - on the day prior to go-live, you'll need to prepare and import your live open stock quantities/values. Your customer, vendor, bank balances and trial balance will also need to be imported but usually at a later date.
Go-live - the big day!
Post go-live support - making sure your Bevica system is running smoothly for a month following go-live, before you are transferred over to our Support team. We will setup a handover meeting so you can meet the team.
Environments and companies
You have two environments: Production and Sandbox. During the installation project, you will normally be working in Production. Once you have gone live with the system, you should use the Sandbox environment to train, explore queries and issues that you may experience.
In the production environment, Bevica Select has two predefined Companies:
Bevica Training - is a pre-configured training company with demo data.
Production - is a go-live company with all the required base data.
These have already been created for you and can be viewed within Bevica by navigating to Companies.
For more information, see Creating new Bevica companies.
Users and licensing
There are 2 primary licence types: Full Bevica User and Team Member:
Licence
Scope
Full Bevica User
Full users have complete access to Bevica within the Microsoft licence terms.
Team Member
Team users have read only access to Bevica. There are a limited number of features they can interact with; editing existing contacts, customers, sales and purchase documents.
Other licence types are available, see here:
Your chosen number of initial licences have been setup and assigned to your nominated users. They should now be able to access the system. Should you require further licences during the project, please liaise with your Project Manager.
Training plan (self-training modules and consultant-led sessions)
Training is split into four areas:
Introduction - how you navigate the system, create records, search, answer queries etc.
Finance - the basics needed to ensure that all the financial information being created is correct and used appropriately.
Operations - creating & managing items, customers and vendors so that orders and invoices can be created.
Setup - how to manage some of the setup tasks.
For each area, there are self-training modules which are essential to complete in advance of each associated consultant led top-up session via Teams.
For each self-training module, there are articles which guide you through how to use Bevica. Whilst following the training guides, you are encouraged to play around in the system. Please use the 'Bevica Training' company to do this.
Introduction
Self-training: Introduction to Business Central (Est. 2.5hr)
Self-training: User familiarisation (Est. 1.5hr)
Finance Session 1: General Ledger Part 1
Self-training - Finance Overview (Est. 1hr)
Self-training - General Ledger - Part 1 (Est. 8hr)
Consultant led - Finance Session 1 - General Ledger Part 1 (Est. 2hr)
Finance Session 2: Sales Ledger & Purchase Ledger
Self-training - Purchase Ledger (Est. 4hr)
Self-training - Sales Ledger (Est. 4hr)
Consultant led - Finance Session 2 - Sales & Purchase Ledger (Est. 2.5hr)
Finance Session 3: Cash Management & General Ledger Part 2
Self-training - Cash Management (Est. 2hr)
Self-training - General Ledger - Part 2 (Est. 5hr)
Consultant led - Finance Session 3 - Cash Management & General Ledger Part 2 (Est. 2hr)
Operations Session 1: Inventory & Purchasing
Self-training - Inventory (Est. 4hr)
Self-training - Purchase Order Processing (Est. 3hr)
Self-training - Simplified Purchase Order Process Diagram (Est. 15mins)
Consultant led - Operations Session 1 - Inventory & Purchasing (Est. 2hr)
Operations Session 2: Sales
Self-training - Sales Order Processing (Est. 3hr)
Self-training - Simplified Sales Order Process Diagram (Est. 15mins)
Consultant led - Operations Session 2 - Sales (Est. 2hr)
Operations Session 3: Return Orders & Transfer Orders
Self-training - Working with Sales Return Orders (Est. 1hr)
Self-training - Working with Purchase Return Orders (Est. 1hr)
Self-training - Working with Transfer Orders (Est. 30mins)
Consultant led - Operations Session 3 - Returns & Transfers (Est. 1hr)
Data Migration & Configuration
Self-training - Configuration Worksheet (Est. 1hr)
Self-training - Excel Template Data Migration (Est. 1hr)
Consultant led - Data Migration & Configuration (Est. 2hr)
Setup & Administration
Self-training - Setup & Administration (Est. 2hr)
Consultant led - Setup & Administration (Est. 1hr)
Optional training sessions
Finance: Fixed Assets
Self-training - Fixed Assets (Est. 5.5-7.5hr)
Consultant led - Fixed Assets Finance Session (Est. 1.5hr)
Operations: Fine Wine
Self-training - Working with Private Reserves (Est. 3hr)
Consultant led - Operations Session 3A (Est. 1hr)
Operations: Warehouse Integration
Self-training - Warehouse Integration (Est. 2hr)
Consultant led - Warehouse Integration Session (Est. 1hr)
Operations: Assembly Management
Self-training - Assembly Management (Est. 3hr)
Consultant led - Assembly Management Session (Est. 1.5hr)
Data migration and importing your data
Data migration is a key part of a system installation. Getting your old data into Bevica in a way that it can be used successfully moving forward.
There are two types of data we look at:
System and setup data - most of this is already there in the Go-live Production company.
Core data - this is information specific to your business, i.e. items, customers, vendors and sale prices.
During the Data Migration training, your consultant will show you how to use RapidStart (Configuration Packages). This contains data templates for uploading data into Bevica Select. We will also walk you through key configuration in your Production company, including dimensions and accounting periods.
See here to get started: Configuration Worksheet and Excel Template Data Migration
User familiarisation (process validation)
User familiarisation is an important part of your project. During the early stages users can familiarise themselves with the processes in the training company. After the data migration training you will create a test company based on your configuration and imported data to follow transactions and data through the system. It is recommended this test company is created a month before go-live to give users time to process day to day transactions and be fully familiar with the system. For more information, see User Familiarisation Project Phase.
Go-live and opening balances
On the day prior to go-live, you should be in a position to import your stock opening balances. Once these are imported and signed off, you are live on Bevica! Other opening balances can be uploaded at the same time or at a later date:
Sales Ledger opening balances
Purchase Ledger opening balances
Bank opening balances
Trial Balance
Post go-live support
The first day of using Bevica in a live environment can feel daunting but your consultants will be on-hand to support you.
Your consultant(s) will continue to provide support for 1 month following your go-live date, after which, we will transfer you across to the support team. Your consultant will remain available to the support team for any required escalation.
Project management and governance
Your Project Manager will work closely with you and your consultant(s) from project initiation through to project completion. They will kick-off the project, plan project activity, manage the demand and supply of resources, manage project risks and issues, monitor progress and act as a key point of contact for any non-technical queries.
Your Project Manager will schedule fortnightly meetings, via Microsoft Teams, to review project progress and address any issues or queries that you have. They will create and maintain a project plan and RAID log to help control the project, and where possible, create a collaborative working space in Microsoft Teams.
Summary
You will work to a fixed Bevica Select scope and a guided delivery plan.
You will train in Bevica Training and implement in Production.
You will migrate core data, then prepare open items for go-live.
Next steps
Schedule consultant-led training sessions.
Confirm licences, users, and access are correct.
Agree a fortnightly progress meeting slot and attendees.
Start self-training modules in the Bevica Training company.
Begin the configuration worksheet and gather migration data.
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