System Implementation and Deployment Preparation

System Implementation and Deployment

This guide will walk you through the key stages of implementing and deploying the Highnix ERP system. The process includes Master Data preparation, migration, and General Ledger (GL) setup. Following the outlined steps ensures a smooth transition from your existing system to Highnix ERP.

1. Master Data Preparation and Migration

Highnix provides Excel templates to facilitate the migration of Master Data. Users must transfer their data from the existing system into these templates. Note that Highnix does not provide data migration services but will offer adequate instructions on how to transfer the data.

Key Master Data includes:

• Customer Master List: Includes customer names, addresses, contact details, etc.
• Supplier Master List: Details of suppliers.
• Product Master List: Information on products and services.
• Product Inventory Quantity: Current stock levels for all products.
• Chart of Accounts List: Includes account grouping and classification:
  • Asset, Liability, Equity, Income, Expense, and Cost of Goods Sold (COGS).
  • Important: The Chart of Accounts must be entered into the system before configuring the System General GL Setup.

2. List of Open Sales and Supplier Invoices

A list of all open sales and supplier invoices must be prepared as part of the implementation. These should reflect any pending transactions at the time of data migration.

3. Balance Sheet Setup

The Balance Sheet setup should exclude any open sales or supplier invoices, and you will need to reverse the corresponding amounts in Liability and Asset accounts.

For detailed instructions, please refer to the following link:

Highnix Data Migration and Initial Setup Guide.

4. Default Account Codes and System General GL Setup

As part of the implementation, several default account codes must be set up in the System General GL Setup. Below are the key account categories and their configurations:

General GL Accounts:

• Retained Earnings: Account for retaining profit from previous years.
• Profit/Loss Year: Account for the current year’s profit or loss.
• Exchange Variance Account (Realized): Used to account for exchange rate differences.
• Bank Charges Account: Tracks bank fees.
• Revaluation GL Account (Unrealized): Account for unrealized gains or losses from asset revaluation.

Customers and Sales:

• Default Credit Limit: (Default set to $1,000).
• Accumulate Batch Shipping: Option to accumulate multiple delivery shipping costs into a single invoice.
• Legal Text on Invoice: Custom text that appears at the bottom of invoices.
• Shipping Charge Account: GL account for shipping charges.

Customers and Sales Defaults (GL Account Codes):

• Receivable Account: GL account for accounts receivable.
• Sales Account: (Default is set to “Use Item Sales Accounts”). Follows the GL account set at the product item level.
• Sales Discount Account: Account for discounts given to customers.
• Prompt Payment Discount Account: GL account for discounts given to customers who pay early (optional).
• Quote Valid Days: Default validity period for sales quotations.
• Delivery Required By: Default delivery date for products (can be modified per Sales Order).

Dimension Defaults:

• Dimension Required By After: Number of days before a Dimension expires.

Suppliers and Purchasing:

• Delivery Over-Receive Allowance: Percentage tolerance for over-receiving delivered quantities.
• Invoice Over-Charge Allowance: Percentage tolerance for processing an invoice if the variance is within limits.

Suppliers and Purchasing Defaults:

• Payable Account: GL account for accounts payable.
• Purchase Discount Account: Account for purchase discounts received.
• GRN Clearing Account: Default setting is "No postings on GRN." If a GL posting for goods received is desired, select a GL account from the dropdown menu.
• Inventory Negative Inventory Allowed?: If checked, the system allows shipment even when stock is unavailable, resulting in negative inventory.
  • Important: Once this setting is enabled, it cannot be changed after transactions begin. Be sure that negative inventory aligns with your business operations.

Item Defaults:

• Sales Account: GL account for sales revenue.
• Inventory Account: Account for inventory assets.
• C.O.G.S./Expense Account: Cost of Goods Sold (COGS) or expense account.
• Inventory Adjustments Account: Account for adjustments to inventory.
• Item Assembly Costs Account: Related to manufacturing costs.

Manufacturing Defaults:

• Work Order Required By After: (Default is 20 days). If the Manufacturing Module is not implemented, leave the setting as default.