This guideline outlines the strategy and activities required to complete the implementation of Varibill successfully.
TABLE OF CONTENTS
- Assumptions and Constraints
- System Architecture
- Hardware and Software Requirements
- Implementation Steps
- Implementation Approach
- Implementation Tasks
Assumptions and Constraints
- Business Processes
- An existing invoice process is in place and roles and responsibilities have been defined.
- Products and prices have been established and recorded.
- Contracts are signed for products and services provided.
- Clients’ information is complete and recorded.
- Varibill Legal agreements have been signed which provides the client access to a valid license.
- Support agreements have been signed by the client.
- Source Systems provision products and/or services and may record usage.
- Implementation resources of the client are readily available for the duration of this implementation.
- Implementation may be affected by employees’ normal workload which may prevent them from completing the initial setup, training with and using the new application.
- The implementation may be affected due to duplication of effort when performing a parallel run with the existing invoicing process.
Hardware and Software Requirements
- All third party software, except where specifically noted, must be installed, configured and maintained by the client and falls outside of the scope of this implementation.
- The client will be responsible for licencing of all third party software required.
- All third party software must be on a version supported by the vendor.
- All third party software with which Varibill must integrate must have a vendor provided API available.
- Varibill setup and testing,
- Accounting connector implementation and testing,
- Implementation support.
Varibill follows an “instant-on” implementation methodology. Once Step 2 have been completed, Varibill is available for setup and configuration. It is up to the client to decide whether the existing billing software will be used in parallel or a direct cutover approach will be followed.
- Create Varibill Tenant
- Configure Varibill Tenant Account and create Subscription
- Business Analysis
- Review existing invoice master to determine how Varibill will be setup i.t.o. product master, products, selling prices, clients and contracts.
- Review existing GL Account and Inventory in the accounting system
- Client Configuration
- Configure Varibill
- Setup company information and Varibill related configuration.
- Create an email template for invoice emailing purposes.
- Create an invoice template. (Logo, Icons, Colours, etc.)
- Create users, setup roles and assign permissions.
- Create Product Masters and Products (products / services).
- Create Pricelists, Selling Rates and Cost Prices
- Create Clients and Invoice Groups. Existing debtors in the accounting system to be reviewed.
- Create Contracts
- Create Contract Terms
- Capture Contracts on Varibill
- Capture Contract Prices (custom rates) on Varibill.
- Capture fixed recurring billing by creating Contract Services
- Import Billing Data
- Import variable billing data via Source Collectors or File Upload (Data Import)
- Link Billing Data to Contracts
- Link data to Contracts by creating Client Identifiers
- On data import, a Billing Validation will indicate unlinked data, from where Client Identifiers can be linked to the relevant Contracts
- Process Invoices
- Process Pro-Forma invoices and confirm correctness.
- Pro-Forma invoices can be reversed, setups corrected and re-processed if required.
- Accounting System Third Party Integration
- Ensure the correct license has been purchased and activated on the Accounting System to allow for third party integration.
- Ensure the necessary SDK has been installed (if applicable).
- Dry Run (Optional)
- Integrate with a pre-production accounting system for invoice processing.
A successful implementation can be seen as one where:
- Varibill has been configured and can be accessed at the designated URL.Authorised users can setup:
- Product Masters
- Product Masters
- Selling & Cost Prices
- Sales Persons
- Contract Terms
- Contract Prices
- Contract Services
- Client Identifiers
- Authorised users can import billing data.
- Authorised users can maintain billing data.
- Authorised users can process billing to preview invoices, including error resolution where applicable.
- Authorised users can run the accounting connector to import invoices into the accounting system, including error resolution, where applicable.
- Invoices are updated with accounting system generated invoice numbers.
- The accounting system invoice and Varibill invoice totals match.
- Invoices can be viewed online, downloaded in PDF format, emailed to clients via Varibill.
- Invoices are produced for the correct customers, for the correct products, for the correct quantities at the correct rates.
- Client Identifiers marked as non-billable are correct.