Before going live with 1place, use this guide to review your company setup, users, customers, inventory, warehouses, transactions, integrations, and other key areas.
This guide is intended to help you confirm that 1place is configured to match how your business operates and that your team is ready to begin using the system.
Complete the sections that apply to your business. Some topics include links to detailed KBAs with step-by-step instructions.
1. Company and System Setup
Start by configuring the basic company and system information used throughout 1place.
Company Information
Before going live, verify that your company information is complete and accurate. This information may be used throughout 1place and on printed documents.
- Select the Gear icon.
- Select Settings.
- Under Settings Type go to Company.
- Select Company Details.
- Update the following company information:
- Company Name*
- Company Contact Name*
- Email Address*
- Company Website*
- Phone Number*
- Address*
- Take note of your Company ID. You may need this information when working with 1place Support or setting up integrations.
- Upload your Company Logo.
- Save your changes.
Products and Services
Before going live, review the Products & Services settings to make sure they accurately reflect how your business operates.
- Select the Gear icon.
- Select Settings.
- Under Settings Type go to Company.
- Select Products & Services.
- Review and configure the following:
Review:
Type of Business
- Type of Company
Industry-Specific Field Names
-
Alt #1
Alt #2
Services
We sell our services.
We track our services as Jobs (or Projects).
We install the products we sell.
Products
We sell Inventory.
We stock inventory.
We deliver the products we sell.
We buy inventory in "sea containers."
We need to catalog our items by Year, Make, and Model.
We assemble (bundle) some of the items we sell.
We assemble (bundle) some of the items we sell, but need to change the components on the fly.
We sell some items that have a LOT #.
We sell some items that have a SERIAL #.
We store and sell inventory in multiple warehouses.
We barcode or would like to barcode our inventory to scan items in and out of stock.
Record Numbering
Review how record numbers are generated for the different types of records in 1place.
For detailed instructions, see How to Set Up Record Number Settings.
Print and Document Settings
Review your print defaults and document settings before going live.
Confirm that:
Documents use the correct company information and logo.
The correct number of copies are configured.
Required printers are configured.
Print defaults are appropriate for each workstation or process.
For detailed instructions, see Print Settings.
2. Users and Security
Set up user accounts and make sure each employee has the appropriate access.
Review:
User accounts for all employees who will use 1place
Security Groups
Module Security
View, New, Edit, Print, and Delete permissions
Administrative access
Access to the modules and functions required for each user's role
Before going live, have users log in and verify that they can access the features they need.
For detailed instructions, see How to Set Up User Security.
3. Customer Setup
Configure customer defaults and review the information that will be used when creating and maintaining customer records.
Customer Settings
Review:
New Customer Defaults
Customer Auto Fill Profiles
Customer information requirements
Customer-specific settings
For detailed instructions, see How to Configure Customer Settings.
Customer Pricing
Review:
Default pricing methods
Pricing levels
Pricing templates
Customer-specific pricing, where applicable
4. Item and Inventory Setup
Review your item and inventory information before processing live transactions. Verify that item details, pricing, pictures, labels, and inventory quantities are set up correctly.
Review Items
Confirm that all items have been imported or created correctly.
- From the main menu, select Items. The item list displays the items that have been imported or created.
- Use the Search bar to find a specific item.
- Select an item to open its Item Details.
- Review the item information and confirm that the details are correct.
Review Item Pricing and Costs
Confirm that your item pricing and costs are correct.
From Item Details, select the Financial tab to review:
- List Price
- Item Cost
- Item Pricing
For more information, see Items - Pricing How To's.
Review Item Pictures
Confirm that item pictures are available where needed.
From Item Details, select the Pictures tab to view the pictures associated with the item. Add or update pictures as needed.
For more information, see Items - Pictures.
Configure Item Labels
If your business uses item labels, make sure the labels are configured before going live.
For detailed instructions, see Creating and Printing Item Labels - How To's.
Verify Inventory Quantities
Confirm that inventory quantities are accurate before processing live transactions.
From Item Details, select the Stock tab to review the item's inventory quantities.
The Stock tab also provides tools for managing inventory, including:
- Adjust Quantities in Stock
- Recalculate Quantities in Stock
- Recalculate ALL Quantities in Stock
- View Qtys by Warehouse
- View Default Bin by Warehouse
- Transfer Inventory
Review inventory quantities by warehouse and make any necessary adjustments before Go-Live.
5. Warehouse Setup
Set up your warehouses and the locations used to store, receive, pick, and ship inventory.
Review:
Warehouses
Warehouse types
Bins
Zones
Staging areas
Shipping and receiving locations
Stock transfer settings
Warehouse-specific settings
Scanner settings
For detailed instructions, see How to Set Up Warehouse Settings.
6. Sales and Order Entry
Review the settings used to create, process, and complete customer transactions.
Confirm that the following are configured for your business:
Configure Sales Order Settings to control how Sales Orders behave, including order quantities, printing, back orders, delivery fees, partially shippable items, and custom terms and conditions.
How to Configure Sales Order Preferences
- Select the Gear icon.
- Select Settings.
- Under Settings Type go to Sales.
- Select Sales Order.
- Review and configure the settings under Sales Order Preferences.
Sales Order Preferences
Tab All Fields
Select this option to be able to tab on all available fields when working with Sales Orders.
Auto-Fill Ship Qty With Order Qty
Automatically fills the Ship Qty with the Order Qty on Sales Order line items.
Prompt User to Mass Update Sales Order Qty Ordered to 0 for Back Ordered Items
Prompts the user to update the Qty Ordered to 0 for all back-ordered items when the user changes the Qty Ordered from a quantity to 0.
Prevent Duplicate Delivery Fee
Prevents a customer from being charged more than one delivery fee per day when the customer's delivery fee is greater than $0.
Auto Print Sales Order
Automatically prints the Sales Order when the Create Invoice & Print button is selected.
Auto Print Invoice
Automatically prints the Invoice when the Create Invoice & Print button is selected.
Auto Calc Net Available
Automatically calculates the item's net available quantity.
Prompt User to Split Line Items for Partially Shippable Quantities
Prompts the user to split a Sales Order line item when only part of the ordered quantity can be shipped.
Prompt User(s) to "PLEASE MOVE CASH NOW" on the Find Parts and Sales Order Screens
Displays a prompt when the customer's cash amount exceeds the configured threshold.
Enter the required amount in the field next to this setting.
After Adding an Item to a Sales Order, Auto Select the Sales Order Line Item "PO" Checkbox When the Item Is Out of Stock
Select Yes to automatically select the PO checkbox when an item added to a Sales Order is out of stock.
Make a Back Order When Converting a Sales Order to an Invoice
Select Yes to create a Back Order when converting a Sales Order to an Invoice if one or more line items have a quantity in the Qty BO field.
When an Item Is Selected on a Sales Order, Display Any Notes Entered in the Item > Special Notes Field
Choose how the item's Special Notes are displayed when the item is selected on a Sales Order.
How to Configure Custom Terms and Conditions
The Custom Terms & Conditions section allows you to add terms and conditions that are printed at the bottom of the applicable document.
- Under Custom Terms & Conditions, select the applicable Sales Order Type.
- Enter or update the terms and conditions.
- Save your changes.
How to Configure Invoice Terms and Conditions
The Invoice - Custom Terms & Conditions section allows you to add terms and conditions that are printed at the bottom of the Invoice.
- Enter or update the terms and conditions in the text editor.
- Save your changes.
Before Going Live
Review these settings with your sales and accounting teams to make sure the Sales Order workflow matches your business processes.
In particular, confirm:
- How quantities are automatically populated.
- How back orders are handled.
- How partially shippable items are handled.
- Whether Sales Orders and Invoices should print automatically.
- How out-of-stock items should be handled.
- Whether delivery fees should be limited to one per customer per day.
- Whether cash prompts are required.
- What terms and conditions should appear on Sales Orders and Invoices.
Quote settings
Invoice settings
Credit Memo settings
Payment terms
Payment methods
Sales Tax
Review your sales tax settings and applicable tax rates before processing live transactions.
Proper sales tax setup helps ensure that the correct tax rates and rules are applied to applicable transactions, including Sales Orders, Invoices, and Credit Memos.
For detailed instructions, see How to Set Up Sales Tax Settings.
Pricing templates
Freight and other charges
Customer PO# settings
Sales Rep settings
Sales Order document and print settings
7. Purchasing
The Purchase Order Settings control how purchase costs, PO line items, receiving, and related transactions are handled in 1place. Review these settings to make sure they align with your purchasing and receiving workflows.
When PO Cost Is Changed on a PO Line Item
Choose how 1place should handle changes to the cost of an item on a Purchase Order line.
Yes – Automatically update the item's cost for the related vendor when the PO cost changes.
Prompt – Ask the user whether to update the item's cost for the related vendor.
No – Do not update the item cost and do not prompt the user.
Other Settings
Automatically sort the PO Line Items in
Choose how Purchase Order line items are sorted. The available option shown is Alphabetical Order.
Prompt user to auto create new AP Bill in QuickBooks Online after the PO has been received in full
When enabled, prompt the user to automatically create a new Accounts Payable (AP) Bill in QuickBooks Online after the Purchase Order has been received in full.
DO NOT prompt User to auto SHIP received items on the related (linked) Sales Order after items are RECEIVED.
When enabled, users will not be prompted to automatically ship items on the related Sales Order after the items have been received.
Tab All Fields
Controls the Tab All Fields option when entering or editing Purchase Order information.
When PO is received, auto fill the 'Default' Bin Location on all PO Line Items where the Bin Location is empty.
When enabled, 1place automatically fills in the Default Bin Location for Purchase Order line items that do not already have a bin location when the PO is received.
Number of Decimal Places - for Cost fields
Choose the number of decimal places displayed for cost fields.
When List Price field on PO is changed auto update the List Price on the item record
Choose how 1place handles changes to the List Price on a Purchase Order:
Prompt – Ask the user whether to update the List Price on the item record.
Review the available options and select the behavior that matches your business process.
Saving Your Settings
Review each option and configure it according to your purchasing and receiving workflows. Save your changes after updating the settings.
8. Shipping and Receiving
Review the workflows used to receive, pick, transfer, pack, and ship inventory.
Confirm that:
Shipping methods are configured.
Shipping and receiving defaults are correct.
Picking settings are configured.
Packing and shipping documents are correct.
Item labels are configured.
Warehouse zones are configured.
Stock transfer settings are correct.
Receiving workflows have been tested.
Delivery settings are configured.
Required shipping and receiving documents print correctly.
Test the complete workflow using realistic transactions before going live.
9. Accounting and Payments
Review the financial settings that affect customer payments, accounts receivable, and financial periods.
Confirm that the following are configured:
AR settings
Payment methods
Payment terms
Receive Payments settings
Credit Memo settings
Customer statements
AR aging
Financial periods
Payment processing integrations
EBizCharge setup, if applicable
Test payment processing before going live if your business uses an integrated payment provider.
10. Integrations
Confirm that all integrations required by your business are connected, configured, and tested.
Review applicable integrations, including:
CCC
PartsTrader
Car-Part.com
EBizCharge
Other API integrations
For each integration, verify:
Integration credentials
Customer mappings
Item mappings
Pricing mappings
Warehouse mappings
Delivery area and ZIP code settings
Integration-specific settings
Test transactions
Do not move an integration into live use until the required connection and transaction testing has been completed.
11. Customer Portal
If your business uses the Customer Portal, review the portal settings and test the customer experience before going live.
Confirm that:
Portal settings are configured.
Portal branding is correct.
Login and Signup settings are configured.
Customer Portal users are set up.
Portal invitations have been tested.
Available customer features are correct.
Portal pricing is correct.
Portal invoices and orders are configured correctly.
Portal payment options are configured.
Portal search settings are configured.
Test the portal using a customer account before inviting live customers.
12. Reports and Documents
Review the reports and documents your team will use regularly.
Confirm that the required documents and reports are available and configured correctly.
Review:
Required reports
Report filters and defaults
Invoice and Credit Memo documents
Sales Order documents
Purchase Order documents
Picking and packing documents
Shipping documents
Item labels
Company logos
Printer assignments
Print or preview important documents before going live to verify that the information and formatting are correct.
13. OS Scan and Scanner Setup
If your business uses OS Scan, configure the scanners and test the workflows your warehouse and delivery teams will use.
Review:
Scanner users
Scanner permissions
Scanner settings
Picking settings
Receiving settings
Inventory settings
Shipping settings
Driver and delivery settings
Test required workflows using the actual scanners and representative inventory before going live.
14. Data and Migration Validation
After your data has been imported or migrated, verify that the information in 1place is accurate.
Review:
Customers
Vendors
Items
Inventory quantities
Warehouses and bins
Pricing
Customer and vendor mappings
Open Sales Orders
Open Purchase Orders
Open Invoices and Credits
Historical data, if applicable
Do not assume that imported data is correct simply because the import completed successfully. Review important records and compare them with your source data.
15. Final Go-Live Check
Before your Go-Live date, complete a final review with the users responsible for each area of the system.
Users and Access
Key users have successfully logged in.
Users have the appropriate security access.
Users understand their assigned responsibilities.
Core Workflows
Customer creation has been tested.
Item and inventory transactions have been tested.
Sales Orders and Quotes have been tested.
Invoicing has been tested.
Credit Memos have been tested.
Purchasing has been tested.
Receiving has been tested.
Shipping has been tested.
Inventory transfers and adjustments have been tested.
Payments have been tested.
Integrations
Required integrations have been connected.
Integration credentials have been verified.
Required mappings have been reviewed.
Test transactions have been completed successfully.
Documents and Printing
Required documents have been reviewed.
Printing has been tested.
Printers are assigned correctly.
Company information and logos appear correctly.
Customer Portal
If applicable:
Customer Portal has been tested.
Login and Signup have been tested.
Customer invitations have been tested.
Customer-facing features have been reviewed.
Data
Required customer data has been validated.
Required vendor data has been validated.
Item and inventory data has been validated.
Open transactions have been reviewed.
Pricing has been validated.
Final Review
Open issues have been reviewed.
Any known limitations or pending items have been documented.
Go-Live date has been confirmed.
Support process has been confirmed.
Key users know where to go for help after Go-Live.
After Go-Live
Continue monitoring your 1place environment during the initial Go-Live period.
Pay particular attention to:
User access and security issues
Customer and item data
Inventory quantities
Sales and purchasing workflows
Shipping and receiving
Payments
Integrations
Printing and documents
Customer Portal activity
Scanner workflows
Document any issues or questions that arise so they can be reviewed and addressed through the appropriate support process.
