Sample Implementation Plan

Sample Implementation Plan

All Orders 4.X

The following are a sample implementation plan.   Some of the steps may not apply to you particularly if you are new to QuickBooks.    

Preparing QuickBooks

1.      Inventory Parts must be enabled in QuickBooks:  Within QuickBooks, go to the Edit menu and select Preferences.  From the left side panel select Purchases & Vendors.  On the Company Preferences tab, check "Inventory and purchase orders are active".

2.      Having the correct account: Set up the correct account in QuickBooks. The following are examples:

a.       Inventory Asset  - Other Current Asset: This account is used to track the values of inventory on hand.  QuickBooks will create this account the first time an "Inventory Part" item is entered.  This account should be used exclusively for Items.  Do not post journal entries directly to this account, otherwise report totals (e.g. Balance Sheet) will not reconcile with the Inventory Valuation report.   To adjust inventory quantities or values in QuickBooks use Vendors ? Inventory Activities ? Adjust Quantity / Value.   

b.      Sales ? Income: This account is used to record the sales side of invoices. When an item is sold its sales price multiplied by the quantity sold is posted to this account.  NOTE: For items that are not sold (e.g. components), this account will never be used, although it is required by QuickBooks.

c.       Cost of Goods Sold - Cost of Goods Sold: This account is used to record the cost side of invoices for ?Parts? and ?Assemblies?. When an item is sold, its average cost is multiplied by the quantity sold and then posted to this account. NOTE: for items that are not sold (e.g. components), this account will never be used, although it is required by QuickBooks.

d.      Cost applied to finished goods ? Expense:   This account is used for non-inventory items,  service and other charges when included on a bill of materials.  See the following URL form more information on how All Orders handles non-part production costs.

3.      Clean up the lists by:

a.       Making inactive

b.      Deleting

c.       Merging

4.      Determine the correct Item Types: 

a.       If you want to track quantities the items should be set up as either ?Parts? or ?Assemblies?.   You can change a Non-inventory part to a Part or Assemblies. (CAUTION: When an item is changed from a Non-Inventory Part to an Inventory Part, all the purchases of that item from the beginning of time will be placed into the Inventory Asset account.  That result may be undesirable because it may affect prior year's profit and loss.  To avoid this, In QuickBooks do File -> Archive and Condense before changing the item's item type.  Note however that all detail for the period will be lost that is archived and condensed.   Another alternative is to change the name of the old item and then make it inactive.

b.      All Orders does not sync groups, you can use the import utility to create an Item of type ?Kit?.

5.      Create a parts numbering system that can grow.   See the following article for suggestions.

6.      Use the Item Group within All Orders as categories and avoid sub items in QuickBooks.

7.      Create Lists that cannot be created in All Orders

a.       Sales Reps

b.      Terms

c.       Item Sales Taxes

d.      Sales Tax Codes

8.      Adjust your opening quantities and values:  We suggest that you make any necessary adjustments in QuickBooks prior to creating an All Orders file. The total quantity in QuickBooks should reflect the total for all locations. For example, if HQ has quantity of 4 and WHSE has quantity of 5, QuickBooks should show 9. DO NOT CREATE AN ITEM FOR EACH LOCATION. If your items have serial or lot numbers, then the QuickBooks quantity will reflect the total of all serial /lot # in all Locations. When an Item with a pre-existing quantity is created in QuickBooks, your new All Orders company file will create an adjustment.   You can then add serial #s and transfer items between locations.

Preparing All Orders

The following assumes that have installed All Orders and have already created an All Orders company file.  

  1. Users:  Create a list of users that will use All Orders together with restrictions that you may be placed on their user access.   You  will use the information when Managing Users.

  1. Preferences:  You will have already selected a number of preferences during initial setup. However, this is but a small portion of All Orders' total settings. To gain access to all the available preferences, choose Preferences from the Company menu.   Preferences will affect your workflow and user interface.

  1. Profile Lists:   The profile lists consist of entities such as Item Groups (categories), Units of Measure, and production Steps that should be considered before creating the main entities (Items, Vendors etc).   For example, if you are a manufacturer, you will want to create a ?Step? before creating a Bill of Materials.

  1. Locations:   If your business consists of multiple Locations, All Order can track them. A locations can consist of a warehouse, store, vehicle or area. You can also create bins (e.g. shelves or other storage areas) within each Location. 

  1. Items, vendors and customers: If not already done so by QuickBooks,   import your items,  vendors and customers using the import feature.

  1. Setting the lot/serial # option.   Before you start creating transactions in All Orders go through your items and indicate if they require lot or serial #s (?Other? tab on the Item Editor).   To set this value you should have either no transactions or only 1 opening Adjustment.   If you have an opening quantity, then prepare the lot/serial #s that correspond to this Quantity and use the quantity.  You can also import these lot/serial # using the import feature.

  1. Opening quantities:   If not already done by QuickBooks,  create opening quantities using the ?Qty Adjustment? entry screen or import feature.

  1. Reports, Forms and Labels: Customize your reports, forms and labels to suite your company?s needs.



Beginning to work with All Orders


1.      Do a number of transactions from start to finish.

a.      Purchase order ? Receive

b.      Sales Order ? Ship Doc

c.      Work Order ? Finish

d.      Adjustments

e.      Transfer

2.      Run the same transactions in your existing system



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