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Phone: (+27) 087 049 0110 • Email: [email protected] • www.varibill.com

Varibill Implementation Plan Hosted

Last Modified: 2018/12/07 08:51

Version: 21.5

mailto:[email protected]

http://www.varibill.com/

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Table of Contents 1. Introduction ....................................................................................................................................................... 3

1.1. Purpose ...................................................................................................................................................... 3

1.2. System Overview ........................................................................................................................................ 3

1.2.1. Assumptions and Constraints ............................................................................................................. 3

1.2.2. System Architecture ........................................................................................................................... 4

1.2.3. Hardware and Software Requirements .............................................................................................. 5

2. Management Overview ...................................................................................................................................... 5

2.1. Description of Implementation .................................................................................................................. 5

2.2. Points-of-Contact ....................................................................................................................................... 6

2.3. Major Tasks ................................................................................................................................................ 7

3. Implementation Support .................................................................................................................................. 10

4. Appendix B: Acceptance Criteria ...................................................................................................................... 11

5. Appendix C: Data Take-On ............................................................................................................................... 12

6. Appendix D: References ................................................................................................................................... 13



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1. Introduction

1.1. Purpose This implementation plan outline the strategy and activities required to complete the implementation of

Varibill successfully.

1.2. System Overview Varibill is a billing system, which is offered as an on-premise or Cloud based Software-as-a-Service

solution. Varibill is equipped to cater for both recurring and usage-based billing and integrates with your

accounting system for the purpose of invoice processing.

Varibill is able to automatically collect data from heterogeneous source systems to bill according to the

quantities of products and services consumed by clients. This requires a once-off setup and possible

integration into various source systems. Once this initial setup is complete, the integration settings can

be managed via Varibill. This provides the client with the flexibility to integrate with as many source

systems as required and eliminates any manual intervention during billing processing.

1.2.1. Assumptions and Constraints

Assumptions

• Business Processes

o An existing invoice process is in place and roles and responsibilities have been defined.

o Products and prices have been established and recorded.

o Contracts are signed for products and services provided.

o 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.

Constraints

• Implementation may be affected by employees’ normal work load 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.



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1.2.2. System Architecture



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1.2.3. Hardware and Software Requirements 1. 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.

2. The client will be responsible for licencing of all third party software required.

3. All third party software must be on a version supported by the vendor.

4. All third party software with which Varibill must integrate must have a vendor provided API

available.

2. Management Overview

2.1. Description of Implementation

Project Scope

1. Training,

2. Varibill setup and testing,

3. Accounting connector implementation and testing,

4. Implementation support.

Approach

Varibill follows an “instant-on” implementation methodology. Once project scope items 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.



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2.2. Points-of-Contact

Role Name Contact Number Email Address

Varibill Implementation Consultant

Varibill Technical Support

Client Business Sponsor

Project Manager

Client Technical Support

Client Implementation Representative



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2.3. Major Tasks [Microsoft Project Implementation Template]

Task Description

Create Varibill Tenant Create and configure a Varibill tenant account.

Subscription For Tenant Create a subsrcription with licence code for Varibill use.

Provision Tenant Provide a usable Varibill Account to client.

Introduction to Varibill

Business Analysis

Invoice Master Review existing invoice master to determine how Varibill will be setup i.t.o. product master, products, selling prices, clients and contracts.

General Ledger Review existing GL Accounts in the accounting system

Inventory Items Review existing Inventory in the accounting system

Client Configuration

SPF DNS Amend SPF DNS record and include ‘email.varibill.com’ to the SPF entry. Validate the domain configuration against the SPF Record Lookup. The SPF record should look something like v=spf1 mx ip4:154.66.151.16/29 include:email.varibill.com -all

Configure Varibill

Tenant Details Setup company information and Varibill related configuration.

Email Template Create an email template for invoice emailing purposes.

Invoice Template Create an invoice template. (Logo, Icons, Colours, etc.)



https://en.wikipedia.org/wiki/Sender_Policy_Framework

https://mxtoolbox.com/SuperTool.aspx

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Task Description

Security

Roles and Permissions Setup roles and assign permissions.

Users Create users and assign roles.

Product Masters Create product groupings to which products can be allocated.

Product Groupings Create Product Groups.

Products Create products / services.

Prices (Pricelists, Selling & Cost) Setup pricelists, selling prices and cost prices for products.

Sales Team Create a sales team.

Clients Create clients.

Debtors Ledger Review existing debtors in the accounting system

Invoice Groups Create Invoice Groups per Customer.

Contracts

Create Contracts Terms Capture contract terms on Varibill.

Create Contracts Capture contracts on Varibill.

Create Contract Prices Capture contract prices on Varibill.

Create Contract Services Capture fixed recurring quantities on Varibill.

Import Billing Data Import variable billing data.



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Task Description

Create Client Identifiers Link billing data to contracts.

Process Invoices Process Pro-Forma Invoices and confirm correctness.

Clear Billing Validation Warnings Delete unused Contracts, Product Masters, etc.

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.

Pre-Production Accounting System Integration Optional: Integrate with a pre-production accounting system for invoice processing.

Provide the necessary license information as well as accounting system version information to the Varibill team.

Ensure an activated version of Windows is installed and updated.

Dry run Confirm Varibill setup correctness and integration with the pre-production accounting system.

Production Accounting System Integration Integrate with production accounting system for actual invoice processing.

Provide the necessary license information as well as accounting system version information to the Varibill team.

Ensure an activated version of Windows is installed and updated.

Go-Live



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3. Implementation Support Varibill has user guides that the implementation team can make use of. Alternatively, the implementation

team can contact the appropriate person as listed in 1.1 (points-of-contact).



../docs.varibill.com

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4. Appendix B: Acceptance Criteria A successful implementation can be seen as one where:

1. Varibill has been configured and can be accessed at the designated URL.

2. Authorised users can setup:

a. Product Masters

b. Products

c. Pricelists

d. Selling & Cost Prices

e. Sales Persons

f. Clients

g. Contract Terms

h. Contracts

i. Contract Prices

j. Contract Services

k. Client Identifiers

3. Authorised users can import billing data.

4. Authorised users can maintain billing data.

5. Authorised users can process billing to preview invoices, including error resolution where applicable.

6. Authorised users can run the accounting connector to import invoices into the accounting system,

including error resolution, where applicable.

7. Invoices are updated with accounting system generated invoice numbers.

8. The accounting system invoice and Varibill invoice totals match.

9. Invoices can be viewed online, downloaded in PDF format, emailed to clients via Varibill.

10. Invoices are produced for the correct customers, for the correct products, for the correct quantities

at the correct rates.

11. Client Identifiers marked as non-billable are correct.

Signed at ____________________________ on this ________ day of ________________ 20______ _____________________________________________ _____________________________________________

Full Names Signature For VARIBILL

Signed at ____________________________ on this ________ day of ________________ 20______



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____________________________________________ _____________________________________________

Full Names Signature For THE CUSTOMER

5. Appendix C: Data Take-On The Varibill account has been completely set up using the data taken on from the Customer’s existing

database for the billing period <<>> to <<>>. This includes:

1. Product Masters

2. Products

3. Pricelists

4. Selling Prices

5. Cost Prices

6. Sales Persons

7. Clients

8. Contract Terms

9. Contracts

10. Contract Prices

11. Contract Services

12. Client Identifiers

a. Billable

b. Non-Billable

Signed at ____________________________ on this ________ day of ________________ 20______ _____________________________________________ _____________________________________________

Full Names Signature For VARIBILL

Signed at ____________________________ on this ________ day of ________________ 20______ ____________________________________________ _____________________________________________

Full Names Signature For THE CUSTOMER



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6. Appendix D: References Document Name Description

Product Master Template Used to bulk import Product Masters.

Product Template Used to bulk import products, including selling prices and contract prices.

Sales Person Template Used to bulk import sales persons.

Client Template Used to import clients.

Contract Template Used to import contracts for clients.

Contract Price Template Used to import contract prices of contracts created in Varibill.

Contract Service Template Used to import contract service (Fixed recurring quantities) of contracts created in Varibill.

Billing Data Template Used to import the data for which invoices must be generated.

Client Identifier Template Used to import client IDs linked to contracts.

Implementation Project Plan Describes the implementation project, resources required, duration and start date.

Varibill Setup Process To describe the various entities to be created and the order in which it should be done.

Technical Information To be used to provide technical information required by Varibill to perform installation and configuration requirements.



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