VC Post Training Checks

Owned by Alan Gilchrist
Last updated: Jul 11, 2022
5 min read

This document is designed to provide you the final information which you need to check, install, and verify before you go live using Vision Commerce.

 

Getting Started

You need to be able to connect to Vision Commerce, we provide Vision Suite loader in order to do this, this windows application needs to be installed on your local personal computer, this provides you with the Vision Commerce icons which you have access to and it also checks the server for new updated each time you start the application.

VSL application install instructions

VSL can be downloaded from https://hub.visionlive.cloud/VSL/VisionSuiteLauncher.exe

The application will need to be downloaded to the desktop of the machine where Vision Commerce will be running from.

Once the application is on the desktop, double click it and it will prompt you “install vision suite launcher” press ok and the installation will complete.

Login into VSL for the first time

You will only need to log into VSL once and the details are saved.  If you move machine and re-install VSL you will need to log in again. The login details will have been provided in the go live email and will consist of a username (email address) and password.  Once you are logged into VSL you will see a Vision Commerce Icon, click on this and you are ready to login.

For information on how to get started in Vision Commerce please use the below link https://visionsoftware.atlassian.net/wiki/spaces/VC/pages/568459531

Your Username and Password

There are two sets of these for VSL where it is your email address and password, this is the secure item which connects you to the server, usually you only have to put these in once or if you re-install the VSL application.

The other username and password are for your Vision access.

Your company will be locked to have x consecutive licenses, where x is the figure you have agreed to have in your contract, you should only log on once and the system will revoke your previous session if you logon a second time, so DO NOT SHARE password. Usernames and passwords will be sent to each individual user.

You can have any number of people set up but only X are allowed on at the same time.   Once operational you can increase this figure on a permanent or monthly basis.

What to do when you logon for the first time

We setup your system ready for you to use however there are some final setup items that you need to carry out yourself once the system is ready to use these are

  1.  Check and update your bank account details

  2. Update the currency exchange rates

  3. Add any further users, and modify existing users into the groups you wish them to use

  4. Add Shippers to the system to allow you to place orders

  5. Update the duty rates table with the up to date duty rates.

  6. Add any other surcharges

  7. Add any other credit note reasons

  8. Add any other promotional reasons.

  9. Check your report options are what you expect them to be.

  10. In order to generate system price lists make sure that your user logon information has the correct people selected and their information filled in.

 If you are using some of the optional modules then check the following :

  1.  Check your LIVEX connection is working

  2. If you use dynamic product codes please check this is setup and running how you wish it to generate codes.

  3. Check the web extract is working

  4. Check inbound API is operational and you are receiving new customers and orders and if needed check the inbound API setup for auto creation

  5. Check your finance link to ensure you can pick up information from a customer and a supplier.

 

If we are importing your data then you need to check the data you provided us with and ensure that this is all correct as expected, this would include

  • Customers  (perhaps including contacts, delivery addresses)

  • Products

  • Suppliers

  • Shippers

  • Producers

  • Price Lists

In addition to this you need to also check some other areas of the system

  • Warehouse names are as you would expect.

  • Nominal Codes

 You need to check these and confirm if there are any issues at least 2 working days before you are due to go live, if you do not inform us then we will assume you are accepting the data we have imported as being correct, changes afterwards can not be made.

Wiki Information

You can find wiki information at the following address

https://visionsoftware.atlassian.net/wiki/spaces/VC

The information here should be in the same order as the main screens on the Commerce system therefor it should be relatively simple to find something.

If any questions remain after you read this then you can log a ticket on our support desk.

We will provide you with

  • 30 minute session following this email to help you get started

  • 30 minute session the day after you do live (within the first week)

Both of these are to help you find your way around the system.

 

Finance Links

You need to setup your finance system and once it is setup and working then we need you to provide us with some information so that we can establish the link

What we need from you

  1. Finance System you are using

  2. Whether you want to have Customers / Suppliers send to this when we join the systems (not always available)

We will walk you through how to connect to your finance systems api closes to the go live date

Nominal Codes

We have defaulted the nominal codes in Vision Commerce you will need to update these to correspond to the nominal codes you are using.

The following page is where this is setup

https://visionsoftware.atlassian.net/wiki/spaces/VC/pages/570490887

YOU MUST DO THIS BEFORE YOU PROCESS ANY TRANSACTIONS

 

Go Live

 

Depending on how you intend to go live we will either need to load your stocks from the warehouse either directly or indirectly or you may be starting from a clean system.

If you are starting from a clean system then you can let us know you are ready and begin using the system. (please see the pages on what you need to check)

If we are importing the stocks from your warehouse we will need 3 working days notice from when you sign off the system following your checks.  We will obtain the stock information directly from the warehouse at 0900 on the morning you go live and you will be provided with the system by 1100.  Please inform the warehouse NOT to land any new receipt OR dispatch any other orders during the 12 hours before the 11am go live time.

If we are loading in a file you provide us with then it is still the same 3 working days notice but this file needs to be perfect for loading, we will require this file at 1300 on the day in question, any delays the import will be cancelled.

Important Note

The usual issues with go live are missing products so PLEASE ensure all the products are loaded onto the system before we run the stock import, any products which are missing STOP the entire process and add delays.

 Training

For those customers on the standard direct import at this point training would have already been booked, for all others this is the point where we can arrange training.

Training has to be part of the original package in order to book it, otherwise you will need to look at the wiki site to see how you get started. 

You should review the key items

  • New Customers

  • New Products

  • Purchase Ordering process

  • Sales Ordering Process

  • EDI Warehouse process (if applicable)

If you now need training speak to us and we will arrange whatever you need.

 

Ongoing Support

Our main wiki site is located at the following link

https://visionsoftware.atlassian.net/wiki/spaces/GI

Within here you can access the wiki and also information such as

 

You can access the support site through the following portal

https://visionsoftware.atlassian.net/servicedesk/customer/portal/1

All tickets including questions need to be logged through this ticket system, we operate a strict first come ticket response however during triage should we identify a more urgent issue you will be moved up the queue.

 

The main service desk portal  https://visionsoftware.atlassian.net/servicedesk/customer/portalsWill allow you to access Requests for change, Support tickets

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