Date

Seq Task When Who

Completed
Two weeks
100 Review System Security for all users before
cutover

All processes and procedures should

be verified and formally tested on a
database configuration Two weeks
110 representative of the company before
configuration prior to any of the cutover
established procedures being used in
the live environment

Two weeks
All users need to be trained on Epicor
120 before
based on their areas of responsibility.
cutover

Two weeks
All hardware should be tested for
130 before
proper system connectivity
cutover

All necessary daily reporting should

be either addressed via Epicor Two weeks
140 standard reports or Crystal before
reports/forms and these have been cutover
tested.

Finalize and sign off of Chart of Week before

150
Accounts. cutover

Verify all module configurations in Week before

160
Company Configuration: cutover

Control Accounts defined completely Week before

170
and accurately (Imperative). cutover

Quote Configuration – date controls Week before

180
and quote form messages. cutover

Order Configuration – order options,

Week before
190 credit limit actions and “Save
cutover
Shipments for Invoicing” flag.
 Data Collection Configuration –
allowance for early/late clock-in and Week before
200
clock-out, idle time calculations, cutover
consider grace for labor detail.

Inventory Configuration – journal Week before

210
code, reason codes, print bar codes. cutover

Control Accounts Configuration – Week before

220
review accounts cutover

Field Service Configuration – review Week before

230
all fields cutover

Purchasing Configuration – starting Week before

240
purchase order number. cutover

Quality Assurance Configuration – Week before

250
review default settings cutover

Accounts Receivable Configuration –

Week before
260 default control accounts and starting
cutover
invoice number.

Accounts Payable Configuration – Week before

270
save Checkboxes cutover

General Ledger Configuration –

number of periods, current period, Week before
280
retained earnings account and which cutover
interfaces are turned on.

Week before
290 MRP Configuration – review dates
cutover

Week before
300 CRM Configuration– review defaults
cutover

Week before
310 Review all Job Cost Departments.
cutover

Review Accounts Payable G/L Master Week before

320
Account(s) settings. cutover
 If multiple accounts exist, review
Week before
330 Accounts Receivable Master Account
cutover
setting.

Week before
340 Review Bank Accounts.
cutover

Week before
350 Review Shift Master File.
cutover

Week before
360 Review Warehouse & Bin Records.
cutover

Review Shop Employee Master Files Week before

370
and Labor Rates. cutover

Week before
380 Review Production Calendar(s).
cutover

Review Resource Groups/Resources Week before

390
Master Files. cutover

Week before
400 Review Operation Master Files.
cutover

Review Supplier Master Files

Week before
410 especially A/P G/L Account and
cutover
Terms.

Review Customer Master Files Week before

420
especially A/R Account and Terms. cutover

Finish entering and auditing Part

Week before
430 Master File, Revision & Method of
cutover
Manufacturing.

Finish entering all Part “Average

Week before
440 Costs” via menu option “Cost
cutover
Adjustment”

Review Product Group Master Files Week before

450
and verify all general ledger accounts. cutover

Export Part Master File Information Week before

460
and confirm the following: cutover

Manufactured parts have correct Week before

470
Product Group & Part Class assigned cutover
 Purchased parts have correct Part
Week before
480 Class assigned and if applicable,
cutover
Product Group.

Confirm correct costing method is Week before

490
checked cutover

Week before
500 Review all Part Costs
cutover

Week before
510 Review Primary Warehouse & Bin
cutover

Review Inventory & Manufacturing Week before

520
Information cutover

Verify all Part Masters for items being Week before

530
backflushed are marked “Backflush” cutover

Review all Reason Codes and verify

Week before
540 General Ledger Accounts where
cutover
applicable.

Review if Shop Warnings will be used.

Week before
550 If yes, are the warnings activated
cutover
marked appropriately.

Continue to manufacture as many

Week before
560 parts as possible through Final
cutover
Operation

If any exiting inventory items are

Week before
570 questionable, make decision whether
cutover
to physically scrap.

Verify all parts at Outside Processing Friday

580 Suppliers including part number, before
assiciated legacy job #, and quantity cutover

Friday
Have plant ready for physical
590 before
inventory
cutover

Collect all legacy Job Travelers and Friday

600 note exactly the status of each before
operation on the documentation cutover

Friday
Process all Accounts Receivable Cash
610 before
Receipts
cutover
 Friday
Process all Accounts Receivable
620 before
Invoices & Credit Memos
cutover

Friday
Print “Final” Accounts Receivable
630 before
Aging in Legacy system
cutover

Friday
Process all remaining Accounts
640 before
Payable Invoices and Debit Memos
cutover

Friday
Prepare Final Accounts Payable Check
650 before
Run
cutover

Friday
Print “Final” Accounts Payable Aging
660 before
in Legacy system
cutover

Friday
Enter all day-to-day Inventory
670 before
Transactions in Legacy System
cutover

"Conduct Physical Inventory for

“Stock” items. On Inventory Tag, the
following information is “necessary”:
680 Saturday
• Legacy Part Number & New Epicor
Part Number • Epicor Warehouse •
Epicor Bin Number • Quantity"

When physical inventory is

completed, all tags need to be
entered into Legacy system AND
690 Epicor via “Quantity Adjustment”. Saturday
Generate Epicor “Stock Status
Report” and balance to Legacy Stock
Report – Quantity & Dollars

Load all open Sales Orders - only open

line items need to be entered. (All
completely satisfied sales orders can
700 be left out of the order entry Saturday
process.). Generate “Sales Order
Backlog Report” and balance to the
legacy system backlog report.
 Load all Open Accounts Payable items
through “Open Load” menu option.
Generate “Aged Accounts Payable
710 Saturday
Report” and balance to Legacy
System final Aged Accounts Payable
Report.

Load all Open Accounts Receivable

items through “Open Load” menu
option. Generate “Aged Accounts
720 Saturday
Receivable Report” and balance to
Legacy System final Aged Accounts
Receivable Report.

If client has Deferred Revenue, i.e.

Tooling Advanced Billing, and they
will want to enter Advanced Billing
Invoices to build this amount on the
730 Saturday
Sales Orders, after these invoices are
posted they will need to be adjusted
off to the same account that it was
posted to.

If any RMA’s exist in the Inspection

Area, then RMAs will need to be
740 Saturday
created and Receipt needs to be
completed

Conduct any remaining Data

750 Saturday
Collection Training
 "4. Create Epicor jobs for all Legacy
system jobs that are open at the close
of business on Friday. • NOTE: If
making direct to Sales Order, the
Sales Order must be entered •
Engineer, schedule and release the
jobs. • Print Job Traveler and attach
to Legacy job traveler • Generate an
Open Job Status Report to verify all
jobs have been entered • Deliver
Epicor Job Traveler to physical
Resource for Monday morning There
760 are two ways to enter In-Process Saturday
Jobs: a. Create jobs based on the
BOM and routing and complete all
operations up to the current status
and delete all material sequences
already issued. b. Create jobs
manually reflecting only the
remaining operations and materials
required for completion. A material
and operation sequence called
“Conversion Adjustment” would need
to be added to allow job adjustment
transactions."

After open jobs are entered, WIP

values from Legacy System need to
be entered into Epicor via “Job
Adjustments”. After all Job
770 Saturday
Adjustments are entered, generate
Epicor “Work In Process Report” and
balance/reconcile to the WIP balance
from Legacy System.
 After open jobs are entered, create
Purchase Orders for “all” jobs that
have an Outside Processing
(Subcontract) Operation(s). It is
780 Saturday
important these Purchase Orders are
entered as Subcontracting and are
attached to the correct Subcontract
Operation Sequence.

Create Purchase Orders for all other

790 Legacy System Open “non- Saturday
manufacturing” Purchase Orders

If new part numbering is part of the

Epicor implementation, relabel all
800 Saturday
Inventory Tags/Boxes with the new
part number.

"5. Finish entering General Ledger

information: • Write journal entries
to offset any GL impact of initial data
loading activities. The trail balance
needs to show all account balances as
zero before proceeding. • Enter
beginning balances as a single journal
810 entry in the last accounting period of Sunday
the last fiscal year. • Enter each
month’s activity as a single journal
entry in the appropriate accounting
period. • After this is complete,
generate a general ledger trial
balance and balance/reconcile to
your legacy system."

Verify the Inventory Interface

checkbox in the Company
Configuration is checked. The Capture
820 Sunday
COS/WIP routine needs to be run for
all cutover transactions residing in
Epicor.
 Generate a General Ledger Listing so
a reversing journal entry can be made
830 for the general ledger journal entry Sunday
made during the capture process in
the above step.

ALL OF THE ABOVE ITEMS NEED TO

BE DONE BY SUNDAY NIGHT IF A
GOOD CUTOVER IS EXPECTED FROM
A FINANCIAL ASPECT. Care should be
taken that all beginning balance
loading transactions be done prior to
840 Sunday
turning on the inventory interface to
the general ledger. If any of these
transactions occur after the go-live
date, manual journal entries will be
required to reverse the conversion
related transactions.