December 10, 2024 Notes

Key Discussion Points and Action Items

1. Customer and Vendor Master Data Preparation

• Current State:

  • All customer records in UAT were created by LIDD for testing purposes; no vendor data currently imported.

• Action Items:

  • Export all customers and vendors from QuickBooks into Excel.

  • Cleanse the data to remove unnecessary or outdated entries.

  • GoldFinch will provide a template for additional required fields (e.g., tax fields).

2. Open Transactions and Historical Project Data

• Open Accounts Receivable (AR) and Accounts Payable (AP):

  • Open AR and AP data will be exported from QuickBooks and imported into GoldFinch during cutover weekend.

• Ongoing Project Data:

  • For ongoing projects, Fencescape to provide a report from QuickBooks for all in-process projects and future projects.

  • GoldFinch will create project ledger entries for these projects without linking historical orders or purchases.

3. User Access and Roles

• New Users:

  • Add Jerry as a retail manager user in UAT with a tailored profile and app for his specific responsibilities (retail orders, inventory, and purchasing).

  • Ensure Jerry’s access excludes financial data.

• Sales Team Licenses:

  • Salespeople will not require GoldFinch licenses; implement workarounds (e.g., triggers for mandatory GoldFinch fields such as tax area, tax liable).

• Permissions:

  • Restrict financial data access to admin-level users (Eric, Tania, Patrick).

  • Create role-specific apps for streamlined access.

4. Address Handling for Tax and Shipping

• Sales Quotes and Taxes:

  • Ensure sales quotes are based on shipping address for accurate tax calculations.

  • Implement alternate shipping address functionality in UAT for scenarios where there are multiple shipping addresses.

5. Inventory and Warehouse Management

• Warehouses and Bin Setup:

  • Main warehouse and overflow warehouse defined; all vendor shipments default to the main warehouse.

  • Eight bins to be configured in UAT for the main warehouse: Receiving, Staging Area, Outside, Shop, Mezzanine, etc.

  • No bin setup needed for the overflow warehouse initially.

• Inventory Movements:

  • Use bin movements for internal warehouse transfers.

  • Use transfer journals for movements between main and overflow warehouses.

6. Landed Costs

• Methodology:

  • Accrual-based landed costs will be used (e.g., a default 10% shipping cost).

  • Currency fluctuations will be managed by adjusting either the cost or the accrual percentage.

• Enhancements

  • Investigate a function to bulk-update landed costs or item prices by category.

7. Sales Pricing Adjustments

• Current Process:

  • Base price set manually with discounts applied based on customer tiers (20%, 22%, 25%).

• Enhancements

  • Implement alerts or automated functions for price adjustments based on cost increases.

  • Consider automation for adjusting standard base prices based on cost changes.

8. Sales Tax Configuration

• Tax Areas:

  • Tax areas for special cases (e.g., meals and representation) are correctly set up.

  • Adjustments will be made by the accountant during expense entry.

9. Expenses and Payments

• Current Process:

  • Expenses entered manually or imported from credit cards and bank accounts.

  • Payments handled via credit card, wire transfer, or checks; reconciliation performed by the accountant.

Follow-Up Actions

• Sarah and Jodi:

  • Discuss address handling and tax calculations with LIDD.

  • Ensure alternate shipping functionality is enabled in UAT.

  • Finalize bin configurations and landed cost setup in UAT.

  • Verify setup for Marie José’s GoldFinch access and create a customized app if needed.

  • Create a user profile in Salesforce for Gerard (Jerry) Snook, gerry@fencescape.ca.

  • Add overflow warehouse in UAT; 4140 Ramsayville Rd.

• Eric:

  • Prepare customer, vendor, and open transaction data for cleansing and import.

  • Confirm the number of open purchase orders to determine if manual entry or bulk import is needed.