(*) OneSource Training Outline ( step by step )

Minimum Training Prerequisites

• Is OneSource installed on customer server (or OneSource Cloud Server)?
• Have you made a list of which users will need to be trained on each system (assuming we don't 'repeat' training for each user but rather give training to 1 or more users or managers for each department).
• Can these users log into OneSource using their own log in (from their own computer, so they can perform Homework and Hands on Practice--IMMEDIATELY AFTER EACH TRAINING SESSION) 
• If data conversion is being performed, are the basic building blocks in place? (Customers, Suppliers/Vendors, and Inventory Item List)
• If the GL and Banking system is going to be used, is there a plan of action of when the Banking system will be cut over from any existing bank accounts?  Have checks and deposit slips been ordered?

OneSource Basics

Preparation for the Training Session

• Review Training Session Overview and Training Session steps
• If necessary, change default numbers (in Company Setup) OneSource Shortcut Keys
• Sales/Invoicing = Sequential
• Purchase Orders = Sequential
• Next Customer = 100 
• Next Sales Order = 100
• Next Purchase Order = 100
• If necessary, add this sample data.
• Test Customer A
• Test Supplier A  (Supplier)
• Test Supplier B  (Supplier)
• Test Vendor A  (Vendor)
• Test Vendor B  (Vendor) 
• Test-Item-A, Default Supplier - Test Supplier A
• Test-Item-B, Default Supplier - Test Supplier A
• Test-Item-C, Default Supplier - Test Supplier B
• Purchase Order 101 (for Supplier A)
• Add 5 of Test-Item-A
• Add 6 of Test-Item-B
• Purchase Order 102 (for Supplier A)
• Add 7 of Test-Item-C
• Receive the entire PO
• Sales Order 101, with
• Sell/Ship 1 of Test-Item-A
• Sell/Ship 2 of Test-Item-B
• Sell/Ship 3 of Test-Item-C
• (Now you and the Customer will have some sample data to demonstrate and practice with).

Training Session Overview (Just read almost word for word)

• Logging Into OneSource
• OneSource Menu Bar, common features, common menu icons all Menus
• OneSource Shortcut Keys
•  Common buttons
• Explanation of forms (screens) vs reports (printed documents)
• Explanation of records.
• How & when records saved.
• How to add records
• How OneSource reacts when entering invalid data.
• How to find records using the Simple Search screen
• How to find records using Lists
• How to sort records
• How to filter records
• How to print records
• How to open/print reports
• How to delete records
• How to close records

Training Session

• Explanation of OneSource Menu: How each menu is laid out and how each menu is similar to each other.
• Options for Adding Records (+ Keyboard Shortcuts)
• Options for Finding Records (+ Keyboard Shortcuts)
• Record Details (Each record has a single MAIN form).
• Lists of Records (Most records can can see in various types of Lists) (+ Keyboard Shortcuts)
• Other functions on the bottom of each menu.
• Menu item Icons (Adding Records, Finding Records, Detail Screen (Forms), Lists of Records)
• Explain the types of records managed under each menu. (Contacts: Customers, Prospects, etc, Sales: Quotations, Sales Orders, Invoices, Credit Memo's, etc)
• How FUNCTION keys work and are in a particular 'logical' order.
• Press Shift+F1 to show a list.   
• You have Customers/Prospects (F3) > 
• You need Suppliers to buy items from(F4) > 
• Customers wants you to Quote Items (F5) > 
• Quotes lead to Sales Orders (F6) > 
• Sales Orders lead to Invoices (F7) > 
• Invoices sometimes need to have a Credit Memo (F8) > 
• You need to Buy Items (on PO's) (F9) > 
• You need to Manage Items (F10)
• + Other Short keys on the Shift+F1 screen (Qtrl+K, etc)
• Customer Hands On Practice: 
• Let's look up a customer... (F3), 
• And a Sales Order... (F6), 
• An Invoice... (F7), 
• A PO... (F9), 
• An inventory item... (F10)
• The QPC screen
• Explain Common features and buttons on every screen.
• Look up Customer using Contacts Menu. 
• Explain buttons: New, Edit, Find, Print, Delete, Close
• Help buttons (will link to a single KBA explaining all of the features of that screen)
• Tabs (Contacts, Dashboard, etc)
• Magnifying glass buttons (use Sales History tab to open an Invoice)
• Forms, Screen, Reports - Whats the difference?
• Forms = Screen.
• Reports = Printed document (preview looks like a piece of paper)
• What Records are.
• While still on Test Customer A explain what a 'Record' is (and how other records can be related to them)
• Show records on Sales History tab (Sales Orders, and Sales Order Line Items)  
• Header records vs line item or related records
• Click Mag button on one of the Sales Orders 
• Explain what the Header is.
• Explain what the Line Item records are.
• How and when records are saved.
• Records auto saved when close screen.
• Records saved when click off 1 record to another record (like Sales Order line items)
• When on same record when press Esc key 1 time this will undo the last change on record.
• When on same record when press Esc key 2 or more time this will almost always undo ALL changes to record.
• Common ways to Add records
• From menu.
• From Shortcut keys.
• From New button (when already on record screen)
• From some automated processes, like Auto PO.
• Demonstrate what happens when trying to enter invalid data in a field, such as text in a date field (and how to get out of the loop by pressing ESC 1-2 times). 
• Common ways to Find records
• 1 record at a time (using the Simple Search screen)
• A group of records using List screens.
• How to Sort & Filter records
• Shift+F3 (to open Customer Lists).
• Explain right click sorting and filtering (and un-filtering) options.
• How to Print records.
• Using Print button.
• How to Print Reports.
• Using Report Selection Screen
• How to Delete records
• 1 record + related records.
• 1 record only (like items related to header record).
• Entire record (like entire record).
• How to Close records. 
• Close button or X button top right.
• How to open OneSource Knowledge Base (KBA) system.
• kb.onesourcesoftware.com  (Easiest way to remember is to think of www.onesourcesoftware.com and then just change the www. to kb.  The kb stands for Knowledge Base).

General Ledger

Data Preparation

• Prior to providing training on the GL we need to import (or hand enter) the Chart of Accounts (from old system)

Training Session Preparation

• Review Training Session Overview and Training Session steps

Training Session Overview

• Primary components of the General Ledger (GL) system in OneSource.
• Chart of Accounts
• Company Setup & Preferences - key GL Accounts used there.
• General Ledger
• Journal Entries
• Printing Journal Entries
• Financial Periods
• Batch Post GL Transactions
• With Batch Posting what is real time in OneSource and what is not.
• Which screens are related to the GL and which are not.
• Accounting / GL Reports
• Which reports utilize the General Ledger
• Additional OneSource GL Tools
• View Posted GL Transactions
• Batch Unpost GL Transactions
• Account Reconciliation
• Cost Analysis - AR
• Cost Analysis - AP
• Fixed Assets
• Year End 1099 System
• Payroll Link

Training Session

• The Chart of Accounts screen
• Open the Chart of Accounts screen
• Review 8 GL Account Type tabs (Tabs 1-3 related to Balance Sheet, tabs 4-8 related to Income Statement)
• Review each of the columns.
• Explain and add a few General Ledger Report Groups
• Review the Buttons on bottom of form:
• New, Edit/Lock, Delete, Find, Print
• Budget...
• Beg Bals...
• Merge Accounts
• Add a new GL Account. (Explain each field as you fill it in).
• (Asset) Account:199-10
• Description: Test Asset Account 1
• Click OK to save and close.
• Customer Hands On Practice: Add 2 additional GL Accounts:
• New (Asset) Account:
• Account:199-20
• Description: Test Asset Account 2
• New (Liability) Account:
• Account: 299-10
• Description: Test Liability Account 1
• New (Equity) Account:
• Account: 399-10
• Description: Test Equity Account 1
• New (Sales) Account:
• Account: 499-10
• Description: Test Sales Account 1
• New (COGS) Account:
• Account: 599-10
• Description: Test COGS Account 1
• New (Expense) Account:
• Account: 699-10
• Description: Test Expense Account 1
• New (Expense) Account:
• Account: 699-11
• Description: Test Expense Account 2
• Close 
• Edit account 199-20
• Change Description to Test Account 2 - To Merge 
• Merge GL Account 199-20 into GL Account 199-10
• Questions?
• The Company Setup & Preferences - General Ledger Tab 
• Open the Company Setup & Preferences screen.
• Explain sections on this tab.
• Explain how crucial it is to fill in these default accounts and how they are used to fill in GL Accounts if or when GL Accounts are missing on Inventory Items, etc
• Questions?
• The General Ledger screen
• Open the General Ledger screen.
• Assuming no GL Accounts have any postings show that the GL is 100% empty at this point.  
  (NOTE: We will come back to this screen over and over to watch how it fills up throughout the data conversion and training session proceed).
• Questions?
• The Financial Periods screen.
• Open the Financial Periods screen.
• Explain how Financial Periods are used to control when transactions (such as AR Invoices and AP Bills) can be added or edited. 
  (Note: Financial Periods help keep Financial Reports accurate and unaltered after printing and dispersing them to entities like the IRS, etc)
• Create a set of Financial Periods for the current year we are in and another set for the following year.  
  (Note: If customer is planning to enter any open Checks, AP Bills, or AR Invoices with dates from the previous year, make a set of Financial Periods for each year in the past needed).
• Questions?
• The Journal Entries screen
• Open the Journal Entries screen.
• Customer Hands On Practice:
• Add a journal entry:
• 199-10 for $100 (debit)
• 299-10 for $100 (credit)
• Reason: Test journal entry 1.
• Press Post, then Close.
• Add another journal entry:
• 199-10 for $200 (debit)
• 299-10 for $200 (credit)
• Reason: Test journal entry 2.
• Press Post, then Close.
• Repeat the process, 
• 100-10 for $300
• 200 for $300
• Note: Popup warning will appear because trying to post to AP account (rather than create an AP Bill)
• Select No, then click Close (a warning will appear again)...
• Note: Discuss how in some cases user must press ESC to remove invalid data. 
• Questions?
• The Printing Journal Entries screen.
• Open the Print Journal Entries screen.
• Put in the date range for the current date (so you can see the GL Entries that were created when posting the Journal Entries).
• Questions?
• Using the System Reports screen (to view additional reports linked to the GL)
• Open the System Reports screen. 
• Change the Report Category to Accounting reports.
• Review the list of reports (Balance Sheet, Chart of Accounts, Trial Balance, General Ledger, Income Statements)
• Explain: These are the ONLY reports in OneSource that are not based on REAL TIME data.  (The Balance Sheet, Income Statements, and other reports related to the data that gets posted in the GL Transactions.  All other Sales, AR, AP, etc reports do NOT rely on posting to the GL).
• Give brief explanation of the filtering tools on the top right and bottom right corners of the screen.
• Questions?
• The Batch Post GL Transactions screen.
• Open the Batch Post GL Transactions screen.
• Re-explain that certain transactions need to be posted to the General Ledger in order for the Financial Reports (Balance Sheet, Income Statement) to be accurate.
• Briefly explain which transactions end up under each tab. Note: The transaction types are listed in each type name).
• Explain the 2 buttons and 2 check marks on the form footer.
• Select 1 transaction on the Invoices from AR tab and then click on the Post Selected Transactions button.
• Click the Select All button and then click on the Post Selected Transactions button.
• Questions?
• Additional OneSource GL Tools (to use if or when necessary)
• View Posted GL Transactions
• Batch Unpost GL Transactions
• Account Reconciliation
• Cost Analysis - AR
• Cost Analysis - AP
• Fixed Assets
• Year End 1099 System
• Payroll Link

Next Steps...

• Create (or make any necessary edits to) all necessary GL Accounts.
• Fill in the each of the GL Accounts fields on the  (12) General Ledger section on the Company Setup & Preferences screen.
• Create a Beginning Balance Journal Entry from your older system (to make the OneSource Balance Sheet = to the Balance Sheet in your older system).

Links to Additional Training Resources 

• Using the Chart of Accounts screen.
• Using the General Ledger screen.
• Using the Journal Entries screen.
• Using the Batch Post GL Transactions Screen.
• Using the Batch UnPost GL Transactions Screen.
• How to Use OneSource - Additional General Ledger KBA's.

Banking

Data Preparation

• Prior to providing training on the Banking system, we want to 'set up' the bank accounts and enter beginning balance (using the Ending Balance -- from the Bank - on the most recent Bank Statement - before reconciling the account).

Preparation For the Training Session

• Create a test Vendor to pay. (Test Vendor 1. Select a default Expense and Default Di
• Review the Training Session Overview and Training Session bullet points.

Training Session Overview

Training Session

Next Steps..

• If you haven't already, create a new Bank Account for each of your existing bank accounts.
• Determine which of your bank accounts you want to buy pre-printed checks for and order checks asap.
• Enter the proper beginning balance and all outstanding items (items uncleared from your bank on your last bank statements) to get each bank account balance 100% in balance with what it truly is at the current time.
• GoLive on the OneSource Banking System. (In other words..begin using the OneSource banking system to manage your bank accounts--and keep it in balance moving forward).
• Contact your OneSource Project Manager (trainer) for training on the A/P system (so you can GoLive with the OneSource A/P system to enter, pay, and manage your Account Payable in OneSource). 

Links to Additional Training Resources

• Using the Check Writer screen ( for Checks, Deposits, and Adjustments )
  

Next Steps..

• Assuming your inventory has already been imported into OneSource, start hand entering all items that have been entered into your old system since exporting your Inventory Item list to import into OneSource.
• Review existing pricing methods and strategies.
• Determine if any new pricing methods will be employed.
• If desired, create new Product Pricing Groups.
• If desired, create new Custom Pricing Templates. 
• If desired, import 1 or more Supplier Item Lists to link their item prices and costs to your items.