Implementation checklist

The Checklist tab has every step of the customer's move from connection to go-live, in order, and how many are done.

About 55 seconds, narrated, with captions. Sample company, made-up data.

The order

The customer's data: connected, covered by a paid project, and their full data arrived.
The plan: what's in the way cleared with the customer (the blockers report), how much history converts, every account and segment decided, the opening balance ready, and a plan version frozen.
Config: the setup in the customer's Sage Intacct company, and each of your partner defaults.
Dimensions: dimension values and the chart of accounts, what the records need first, the document sequences Sage Intacct numbers customers, vendors and fixed assets from, and each module's numbering set to them; then vendors, customers, fixed assets and the other records transactions use; then Sage Intacct's IDs linked back to GP's (see Record IDs); then the vendors' tax IDs, 1099 setup and payment details, which go from the customer's server.
GL transactions: the opening balance entry (after the fixed assets, which now go in at go-live with the other records), then GL history.
Subledger open transactions: open payables and receivables (with the reclass by customer and vendor), bank accounts, and the checks and deposits outstanding on the cutover date.
Testing: turning on smart rules, smart events and approvals (after the loads), the tie-out and the customer's sign-off.
Cutover and go-live: GP's modules frozen, GP's final close, Sage Intacct's books closed through the start date, go-live, and the 1099 balances after go-live.
Budgets, last (Budgets).

Steps wait for the ones before them where the order matters: the records wait for the document sequences; GL history, open items and the reclass (and the vendors' details and 1099 balances) wait until every customer and vendor they name has its Sage Intacct ID linked; the opening entry waits for the fixed assets when Sage Intacct assigns their IDs. A waiting step says what it waits for and can't be ticked off by hand.

Ticking steps off

Steps done elsewhere in the application tick themselves off, like a frozen plan version or a load that created everything. Tick the rest off as you do them: who ticked it and when are kept. A processor for the customer ticks steps off. The steps that were on the Sage Intacct setup tab before 0.4.0 are here, with what you'd ticked.

Putting things into Sage Intacct

A step that puts data or configuration into Sage Intacct has its Export files, from the latest frozen version, and how to import them.
A configuration step says how to set it up by hand: where in Sage Intacct and what to set.
The dimension values and chart of accounts step has More info: it lists exactly what it would add to the customer's company (it never changes or deletes anything there). Then Run it now adds it through Sage's API. It needs the customer's company on the Sage Intacct setup tab.
Each partner default's step has the file to import with this customer's values filled in. Fill in its placeholders on the step and choose Save; untick Part of this customer's setup to leave it out, or change whether a rule or event is turned on after loading (Turn on after loading).

A customer without Sage Intacct Web Services

When the customer hasn't bought a Sage Intacct Web Services license, nothing can go into their company through the API. On the customer's Connection tab, tick This customer doesn't have Sage Intacct Web Services: do everything by import files (for each environment; an Approver's, in the security log). Then:

Nothing here calls Sage Intacct: Compare, Create, Tie out, Run it now and the test sign-ins are hidden, and each step offers its import file instead (Records has one for each kind of record, and Before records has the product lines and a list of the terms, types and journals to enter by hand).
The checklist still works, by hand. Each step that ticked itself after a load or a tie-out says which file to import, where in Sage Intacct, and Check it by hand: the record count or total to compare with a Sage Intacct report, such as the trial balance on the day before the start date or the AP aging on the cutover date.
Every file is in Sage Intacct's CSV import format (Company > Setup > Import data), which imports much faster than the New import service. Fixed assets are the exception: the newer Fixed Assets module's assets are imported only through the New import service, with its Fixed Assets: Assets Create workflow, so that file is in its format.
Vendor tax IDs, 1099 setup and bank details are in the files only when the customer allows their data to be downloaded (see The customer's Sage Intacct sign-in). Otherwise they're entered by hand.

Large files

Sage Intacct's help says to keep complex CSV imports to 5,000 lines or fewer. Every download is split at 5,000 lines (change it under Settings > Your defaults, 100 to 10,000, if an import still fails). A journal entry or a document is never split across files. A file over the limit downloads as a zip of numbered files, file 1 of 3 and so on, each with the header row, and a check totals file with each one's lines, entries and totals. Import them in order.

The order of switch-ons

Smart rules, smart events and approvals from your partner defaults go on after the loads. A rule, event or approval that's on while data loads fires on every record the loads create: it sends emails, refuses entries or holds them for approval. So each smart rule or event's file imports it off, whatever its Turn on after loading says. Its step says whether to turn it on after loading or leave it off. A custom package that turns rules or events on as it's imported has a warning on its step. A setting ticked Set after loading in your defaults (an approval setting is ticked when it's imported) says to set it after loading.

Smart rules, smart events and approvals are turned on, under Testing, lists what to turn on. It waits until GL history and open payables and receivables are done.

The cutover calendar

The checklist has a cutover calendar for each Sage Intacct environment. When the customer is in a project, every company in the project shares it. Set these dates:

the planned go-live;
when each GP module freezes: the last check run in Payables Management, the last deposit of Receivables Management cash receipts, the last payroll journal, and the last entries in Payables Management, Purchase Order Processing, Receivables Management, Sales Order Processing, Inventory and Fixed Asset Management (set only the ones the customer uses);
GP's final close;
the day Sage Intacct's books are closed through the start date.

Below the dates, Fixed assets go live in Sage Intacct on shows when Sage Intacct's Fixed Assets module goes live, the general go-live unless you set a later first of a month (it's the same setting as on History and open items and the Fixed assets pages). Assets carry their accumulated depreciation through the day before; Sage Intacct depreciates from this date. When it's later than go-live, the checklist has a Fixed assets go-live phase after go-live: set the Fixed Assets module's go-live date in Sage Intacct (by hand: Ledger Doctor doesn't set it), load the fixed assets, then the balances by asset. The GL history's incremental runs cover the months between, so GP's sunset date comes after it. More

The calendar lists them in date order, the ones not set last. Each says whether it's done (its step is ticked off), overdue (the day has gone and its step isn't done), today or upcoming. A freeze date after GP's final close, or Sage Intacct's books closing before it, is warned about.

The cutover steps wait for their dates: you can't tick them off by hand before then.

GP's modules are frozen waits for the last freeze date.
GP's last period is closed and final balances are in waits for GP's final close, and then for data prepared on a later day than the close. It comes with the next daily package, or ask for fresh data the day after. Then compare it with what's loaded: the trial balance, open payables and receivables, and the bank balances. Loading only what changed isn't in Ledger Doctor Partner yet, so import the differences by hand.
Sage Intacct's books are closed through the start date waits for its day.
The 1099 balances wait for go-live.

GP's sunset date and modules that stay in GP

Go-live is when the customer starts using Sage Intacct for production. GP's sunset date is when GP is finished for the company, and it matters more for ending things. GP is often still used after go-live: one more round of check runs in Payables before converting, so little or no open payables come over, or depreciation run in Fixed Assets for a while before the assets move, with its GL entries still coming from GP until then.

Under the calendar, each company has its own dates, for each Sage Intacct environment:

GP's sunset date: GP's last day for this company. It's on or after go-live (the day go-live was ticked off, or else the planned go-live). It's optional until go-live is set; then the calendar asks for it.
A date for each module that moves later than go-live: Payables, Receivables, Fixed Assets, Cash Management and Inventory. Each is after go-live and on or before GP's sunset date. Leave a module blank if it moves at go-live.

A module's conversion steps wait for its date, and say why. Its open items are as of that date.

Payables: open payables and the 1099 balances (so they include GP's last payments).
Receivables: open receivables.
Cash Management: the checks and deposits outstanding on the cutover date.
Fixed Assets and Inventory have no step of their own: the records step says to create them in Sage Intacct after their date.

On History and open items, the open items' date starts at the modules' date when Payables, Receivables and Cash Management share one. GP's open items come as of one date, so when they differ, ask for each module's open items after its date. GL history can run past go-live up to the latest module's date: asking for it says which module is still in GP.

In Production, Ledger Doctor Partner tells myledgerdoctor.com GP's sunset date and the modules' dates, the same way it tells it go-live. If myledgerdoctor.com can't be reached or refuses it, the date isn't saved: try again. The customer's Ledger Doctor shows GP's last day on its Migration page. After that day it deletes the Sage Intacct sign-in you sent it and takes no new sign-ins or data requests for the company. So Ledger Doctor Partner stops offering Ask for fresh data, asking for the history and open items, and sending the sign-in, and offers to end the connection. Nothing ends by itself. In Implementation the dates stay in Ledger Doctor Partner.

Go-live

Tick Go-live off with the day the customer went live. It can't be a day still to come. In Production, Ledger Doctor Partner tells myledgerdoctor.com, and the customer's Ledger Doctor shows it on its Migration page. Their Ledger Doctor license isn't changed: it runs until it expires. Go-live can't be after GP's sunset date, or on or after a module's date, on the calendar. If myledgerdoctor.com can't be reached or refuses it, go-live isn't ticked off: try again. Unticking go-live takes the notice back. In Implementation (the test migration) nothing is sent.

Bank accounts tick themselves off once each one is in Sage Intacct, the 1099 balances once their tied file is downloaded for the environment (Sage Intacct has no API to read them back, and the step can't be ticked off by hand while a row is refused), and budgets once each one picked is in and tied.