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Module Implementation and Setup

Learn about the tasks for implementing and setting up the Inventory module.

Define and Analyse Current Business Requirements

Review your current business processes in relation to inventory function. Analyse your requirements to determine how Greentree should be set up to support your business needs.

You should also review your existing reports to determine how Greentree reports will meet your needs.

Your Greentree consultant can help you prepare your business requirements definition, and help you to understand how Greentree will satisfy your process requirements.

Determine the Data Conversion Method

You must determine how you will transfer data (for example, item masterfiles and sales history) from your current system into the Greentree system. There are three ways to do this:

  • Enter data into Greentree (for example, items, sales history transactions) using a special transaction type;
  • Convert data from your current system into Greentree. If this method is selected, a data mapping exercise will be required (field mapping from old system to Greentree), and a conversion form will need to be developed;
  • Upload data into Greentree from Excel, using Greentree Desktop's FREE functions. If this method is selected, the required data must be extracted from your current system, and manipulated within Excel, before applying formulas to load data into Greentree Desktop.

The method you choose depend on the volume of your data, and your requirements in terms of historical data that must be retained during Greentree transition.

Review and Define System Setup Parameters

This task involves reviewing the Greentree system setup options, and determining which codes/parameters must be set up to support your business processes. These should be completed in this order:

Pre-requisites to defining IN Module Control Parameters

These codes must be setup before defaults can be assigned to the Inventory Module Control. They may not all be relevant, it will depend on your business requirements.

Define Inventory Module Control Parameters

When you have completed the setup outlined in (a) above, as it applies to your business, you can assign the Module Control defaults and parameters. Several of the options in Inventory Module Control relate to the use of modules that provide enhanced functions. The Related Modules section provides an overview of what these modules are used for.

Define Other IN Parameters

These functions also relate to the set up of the inventory module, so you should review them and complete set up as applicable (you cannot want to use all this function, depending on the outcome of your business process review):

InformationLocations can be created using Greentree Desktop's FREE Create Location function.

Assign IN Integration GL Accounts in General Ledger Module Control - Integration

Assign the Inventory Account and the Kitset Variance Account (if module is in use). These accounts is used if Greentree cannot find an account by searching through the hierarchy.

Set Up Items

Set up items, and assign details to each item. When new items are created, some details is taken from Inventory Module Control. The method for creating items in Greentree may be manual, automated using a customised conversion form, or automated using Greentree Desktop's FREE Create Inventory Item function.

Once items have been created, and basic parameters have been set up, there are several other areas that must be considered. These include:

InformationYou can set up several of the areas listed above using FREE functions.

Create & Reconcile Opening Balances

You can use the Inventory Excel FREE functions to create balances for inventory items once they have been set up. You will want to create the on-hand balance for each item (by location where applicable), and perhaps also the sales history, so that it can be used in inventory reorder processes, and be accessible using enquiry. You can set up special transaction types to accommodate the creation of opening balances - see Transaction Type Maintenance for details on how to do this.

Once on-hand balances have been created, and item costs have been set up, you should reconcile the inventory valuation in Greentree with the inventory valuation in your old system. You can use the Inventory Valuation Report in Greentree to assist with the reconciliation process.

Develop Procedures Documentation and Train Users

When you have set up the Inventory module to meet your business needs, you should update your process and procedures documentation as required, where the Greentree process or function differs from your existing system. You should train key people in your organisation to use the Inventory module.

See Also