February 6, 2025 Meeting Notes

1️⃣ Sales Order & Project Flow Review

• Parent Opportunity (10-14 ABC Drive)

  • All child opportunities are in closed-won status to allow for sales order creation.

  • The project is linked to a parent sales order.

  • Note: Clicking on “See Projects” redirects to the parent sales order instead.

• Bill of Materials (BOM) Explosion

  • Converts install kits into individual components and aggregates similar raw materials.

  • Leaves only service items tied to child opportunities.

  • Warehouse staff can use this to determine what materials need to be gathered.

• Warehouse Shipment Process

  • Shipment is created → A pick is required to move components from storage to staging.

  • Pick Ticket Formatting:

    • Request to add a checkbox for quantity verification.

    • Plan to use the Lot Serial column instead.

    • Discussion about rearranging the unit of measure and blank column for clarity.

• Posting Transactions

  • Pick must be posted first before warehouse shipment can be posted.

  • Invoice from the parent sales order must be created and posted to record costs in the ledger.

  • The invoice remains at $0 and is not sent to anyone.

2️⃣ Handling Changes & Additional Shipments

• Changes to sales orders:

  • If components are added before picking, update the parent sales order.

  • If changes happen after picking, create a new warehouse shipment.

  • Limitation: Only one open warehouse shipment is allowed at a time.

• For extra components, new sales orders should be created as Parent Project Orders to ensure pricing is removed and costs are retained.

3️⃣ Installation Costs & Project Labor Tracking

• Subcontracted vs. Internal Install Crews

  • Subcontracted work: Handled via purchase orders (POs).

  • Internal labor: Tracked for cost analysis, ensuring proper job costing.

• Managing Purchase Orders for Installation

  • POs are created under a placeholder vendor ("Installers").

  • The actual vendor can be changed later.

  • If work is done by hourly crews, the PO remains assigned to "Installers" to reflect internal labor costs.

• Internal Labor Cost Tracking

  • Currently, time activities are used in QuickBooks.

  • Need a GoldFinch-compatible method to associate these costs without actual AP transactions.

  • Potential solutions discussed:

    • Using work orders to track internal labor.

    • Assigning costs to fictional internal crews for cost analysis.

    • Establishing GL account mappings for labor costs.

4️⃣ Purchase Order & Cost Allocation

• Install Fees Allocation

  • Need to ensure install fees are properly routed to the correct GL accounts.

  • Confirm whether account posting setups exist for service items.

• Automating Requisitions

  • Proposal: Auto-create requisitions for installation service items when a sales order is created.

  • Jodi noted that this is feasible but may not be prioritized due to the upcoming go-live.

5️⃣ Customer & Vendor Classification

• Customer Types Standardization

  • Parent Project Account Types:

    • Project (Fence Installation)

    • Snow/Lawn Services

    • Contractor

    • DIY Retail

  • Vendor Classifications:

    • Service Vendor (Subcontractors)

    • Goods Vendor (Material Suppliers)

• Customer & Vendor Import Process

  • Snow Removal & Contractor customers to be imported as Parent Project Accounts.

  • Retail customer handling was clarified (individuals vs. businesses).

🎯 Action Items