Go-Live Checklist

Going live on a new accounting system is the one moment you only get to do once per set of books. This checklist takes you through it in order — from installing the package to cutting over to production — so nothing important is missed and your opening numbers are right from day one. It is written for the person leading the implementation: the administrator, controller, or implementation partner.

Before you begin — gather & decide

A smooth go-live is mostly preparation. Pull these together first:

• Decide single- vs. multi-currency. If any entity will transact in a currency other than your home currency, you are multi-currency. Decide now — it is set once, up front.
• Assemble your opening trial balance. Export the closing balances from your current system as of your planned cutover date. This is the backbone of Phase 3.
• List your entities. Every legal company that owns a set of books — with its home currency, accounting basis (accrual or cash), and fiscal-year start month.
• List your territories. The countries and regions you operate in. Every entity belongs to a territory, so you need at least one even for a single-country operation.
• List your users and their roles. Who does receivables, who does payables, who owns the ledger, who only reviews. This drives licences and permission sets — and your segregation of duties.
• Identify your countries of operation. These determine which tax and withholding packs you seed.
• Name the owner of the books. Decide who has authority to close periods and who signs off the close.

Phase 1 · Install & activate

• Install in a sandbox, then production. REDA never pushes the package to your production org — you install it, test it in a sandbox, and promote it when you are ready. See Installation & Upgrades.
• Activate your subscription. In the Financial Admin Console → Subscription tab, paste your licence key and click Activate. See Subscription & Plans.
• Assign user licences. Tick the REDA Financials AI box on each user who will post transactions. See License Assignment.
• Assign role-based permission sets. Give each user the v2 permission set for their role — and keep duties separated. The v2 sets are the ones to assign from version 1.610; the originals cannot be assigned to users on a Salesforce Platform licence. See Permission Set Assignment and Segregation of Duties & Security.

Phase 2 · Configure the foundation

This is the bulk of the work, and almost all of it happens in the Financial Admin Console and your master-data tabs. The Post-Installation Setup guide walks through each of these in detail — here they are as a checklist, in the order that works.

• Set your currency mode. Confirm single- or multi-currency in REDA Application Settings before entering any transactions.
• Seed the Global chart of accounts. This builds a standards-based chart — and automatically creates your global accounting defaults.
• Seed your country tax & withholding packs. Seed each country you operate in to load its tax jurisdictions, tax rules, and withholding (WHT/TDS) rules.
• Review your accounting defaults. Open Global Accounting Defaults and confirm each default GL account is the right one under your policy. The package guarantees the mapping is structurally valid; choosing the right account is your professional judgment.

• Define your territories. Create at least one; add sub-regions if you need them. Set territory-level accounting defaults where a region needs different accounts.
• Create your entities. For each legal company, set its territory, home currency, default GL accounts, accounting basis (accrual vs. cash), and fiscal-year start month.
• Configure document sequences. Set the numbering for each entity and document type (invoices, bills, receipts, payments, journals) — prefix, suffix, starting number, and whether the year is included. Do this before you issue the first document, so numbering is clean and audit-friendly from the start.

• Set up your products and services. Create your catalogue and attach fiscal profiles so tax resolves correctly on invoice and bill lines.
• Set up your bank accounts. For each account, set the cash GL account, currency, owning entity, and reconciliation defaults.
• Configure check stock & numbering. If you print checks, set the starting, ending, and next check number and the check-stock description on each bank account — the number then flows onto each disbursement automatically.
• Set up your customers and vendors. Create the Accounts, attach their tax profiles, and set defaults such as payment terms.
• Configure payment terms. Define your due-day terms and any early-payment discounts.
• (Multi-currency) Configure exchange rates. Set up your rate source and the daily rate sync so conversions and FX gain/loss post correctly.
• Configure PDF templates & branding. Set up per-entity templates, logos, and payment details for the documents you will send to customers and vendors.

Phase 3 · Periods & opening balances

• Generate your accounting periods. Create a year of periods for each territory, matching each territory’s fiscal-year start. Generate every fiscal year you intend to transact in.
• Load your GL opening balances. Post your closing trial balance from the old system as an opening journal entry, dated to your cutover. Debits must equal credits.
• Load open AR and AP items. Bring in unpaid customer invoices and unpaid vendor bills individually, so aging, statements, and applications are accurate from day one.
• Migrate your fixed assets. Load mid-life assets with their migration date, original cost, and opening accumulated depreciation so the schedule continues correctly rather than restarting.
• Reconcile the opening trial balance. Confirm every balance ties to your old system, account by account. Resolve any difference before moving on.
• Set your book-closure dates. Lock the periods before your cutover so nothing can be posted into them by mistake.

Phase 4 · Validate in a sandbox

Prove the system end to end before production. Run a real transaction through every cycle you use and confirm the accounting is correct. See Sandbox Testing Guide for how to set this up.

• Run a full receivables cycle. Sales invoice → post → cash receipt → apply, plus a credit memo. Confirm the customer balance and aging are right.
• Run a full payables cycle. Purchase order → purchase invoice → match → post → cash disbursement → apply, plus a vendor memo.
• Post journal entries, including an intercompany entry, and confirm the automatic offsets.
• Run a bank reconciliation end to end against a sample statement.
• Run a depreciation batch and confirm the entries post to the right accounts.
• Capture a period-end aging snapshot for AR and AP.
• Verify every posting hits the intended GL account. Spot-check the underlying accounting transactions and the GL Account Ledger.
• Verify tax and withholding. Confirm the right rates and accounts for each country you seeded.
• Verify multi-currency. Check conversions and FX gain/loss on a foreign-currency transaction.
• Verify your financial statements. Trial Balance, Income Statement, Balance Sheet, and Cash Flow should be correct and balanced; aging reports should match.
• Verify your documents. Generate invoices, checks, and statements as PDFs and confirm the branding and payment details.
• Do a trial month-end close. Walk the full Month-End Close Checklist once in the sandbox so the real one holds no surprises.

Phase 5 · Controls & automation

• Confirm segregation of duties. Make sure no one person can both record and conceal — separate receivables from payables, and keep whoever reconciles the bank distinct from whoever records cash. See Segregation of Duties & Security.
• Schedule your automated operations. On the Operations tab, schedule the jobs you rely on — recurring transactions, journal auto-reversal, exchange- rate sync, depreciation posting, aging snapshots, auto-apply, and OCR. Leave the rest to run on demand.
• Confirm audit logging and field history are capturing changes to the records and fields you need for compliance.
• Document your close policy. Write down who closes the period, in what sequence, and on what timetable.

Phase 6 · Cutover & go live

• Pick a cutover date — ideally the first day of a period, so your old and new systems split cleanly on a close boundary.
• Do the final opening-balance reconciliation as of the cutover date and confirm it still ties.
• Freeze the old system to new transactions so nothing is recorded in two places.
• Confirm every user has the right licence and permission set, and can log in.
• Brief and train your team on the workflows they will use day one.
• Start transacting in production. You are live.

After go-live

• Run your first real month-end close carefully, following the Month-End Close Checklist.
• Review your batch-job outcomes on the Operations tab — watch for any partial or failed runs.
• Reconcile your first month’s bank statements to confirm cash is clean.
• Gather feedback from your team and fine-tune defaults, templates, and schedules.

Where to go next

1. Your Setup Roadmap — the full setup sequence behind go-live.
2. Sandbox Testing Guide — validate everything before you cut over.
3. Month-End Close Checklist — your first close after going live.
4. Opening Balances Migration — load starting balances at go-live.
5. Trial Balance — confirm the books balance on day one.

Frequently asked questions