Issue/Symptom/Question

Which WOs and Maintenance Contracts need to be created for Go-Live?

Applies To

Data Conversion

Go-Live Cutover from Existing System

Resolution/Fix/Answer

For Work Orders, here are the requirements if it should be setup in PENTA at Go-Live:

1.  The WO exists but was not been executed/performed or additional work will be charged to the WO after Go-Live
2.  The WO has costs that will be billed after Go-Live
      -  The WO costs will be loaded and the costs will not be marked as previously billed

If the WO has been completed and final billed in current year, here are the options:

1.  Create a conversion WO to record all the costs and billings for current year for each OU,
2.  Or, Create/Load all of the WOs that had Activity in current year,
      -  All Costs loaded to these WOs will then need to be marked as not billable
      -  All billings will be recorded against the WOs, even if no longer in Open AR
3.  Or, Leave the billings balances in a "Sales Clearing Account" or "Sales Conversion Account".  When the year ends, these Account balances will be closed to Retained Earnings with the fiscal year close
      -  The costs will be associated with a WO or sit in a Cost Clearing Account
      -  The Account balance is established when the Trial Balance is loaded

For Maintenance Contracts, here are the requirements if it should be setup in PENTA at Go-Live:

1.  The Go-Live occurs during an Active Coverage Period of the contract
2.  The Coverage Period expired but the final Invoice has not been issued

If the MC has expired and all invoices issued for current year, here are the options:

1.  Create a conversion MC to record/link all the completed WOs and billings with from current year for each OU,
2.  Or, Create/Load all of the MCs that had WOs with Activity in current year to link the WOs to and billings to,
      -  All billings will be recorded against the MC, even if no longer in Open AR.  
      -  The costs will be associated with a WO or sit in a Clearing Account
3.  Or, Leave the billings balance in a "Sales Clearing Account" or "Sales Conversion Account".  When the year ends, these Account balances will be closed to the Retained Earnings with the fiscal year close.
      -  The costs will be associated with a WO or sit in a Cost Clearing Account
      -  The Account balances are established when the Trial Balance is loaded

If the volume of MCs and WOs that are active at Go-Live is low, then the MCs can be keyed into PROD a week or two before Go-Live.  Depending on the decisions above, the WOs and MCs keyed into PENTA can be deleted (if completed and billed prior to Go-Live) or have the status updated.  Low volumes don't justify the hours/cost of building an automated conversion routine for the master record setup.  The Cost and Billing Transaction loads will likely be automated, as the volume is often 'X' times the Master Record.