Meeting Agenda: Infor Visual Implementation Review & Accounting Cleanup
Purpose: Address technical, procedural, and financial challenges of the ERP implementation. Priority focus is accounting cleanup after initial months without full oversight. Now ~3 months into go-live.
1. Accounting Integrity & Financial Reconciliation (Top Priority)
Context: Lacked financial oversight due to accountant’s absence. BDO engaged to help audit and reconcile.
Manual Invoice Backlog
- Best practice for reconciling two months of manual invoices into Visual.
- Linking invoices to jobs, labour, and materials for accurate final costing.
- Avoiding double-booking or bypassing job-level costing integrity.
Financial Setup Audit
- Validate Chart of Accounts, posting rules, tax codes.
- Identify initial setup errors or inconsistencies between modules.
- Confirm default accounts for WIP, variance accounts, and inventory clearing.
Foreseeable Risks
- Incorrect G/L postings from manufacturing/shipping transactions.
- Inventory valuation errors (avg cost vs FIFO).
- Unreconciled manufacturing or purchase price variances.
- Aging balance mismatches between Visual and the general ledger.
2. System Configuration & Tools
Invoice Emailing
- Configure Visual to email invoices as PDFs instead of .vx files.
- Mail server setup and default report format change.
Invoice Form Defaults
- Inconsistency between “Teal Printer” vs “Invoice Forms.”
- Need to standardize printing and emailing workflows.
Drop Tracking Macro
- Scope macro/trigger prompting saw operators to enter drop dimensions.
- Ensure drops returned to stock are visible for reuse & costing.
Other Configuration Gaps
- Security/permissions not fully defined for accounting & purchasing roles.
- No automated alerts for negative inventory or unposted journals.
- Inconsistent part maintenance (UOM mismatches, missing cost fields).
3. Job Costing & Purchasing Strategy
Purchase to Job vs Purchase to Stock
- Balance accuracy vs overhead of stock management.
- Impact on drop reuse & inventory accuracy.
Costing Migrated Jobs
- Reconciling material for jobs migrated as labour-only work orders.
- Backfilling accurate costs without corrupting reporting.
Managing Cost Volatility
- Policy for updating costs amid steel price swings (>100%).
- Revaluing inventory vs updating purchasing standards.
- Impact on quoting and backlog margin accuracy.
Early Warning Indicators
- Jobs with negative margins due to missed cost postings.
- Long-open POs not reconciled to receipts.
Shift Setup Weekends
- No shift setup for weekends but employees sometimes work.
- Need to allow wand-in on weekends.
4. Financial Controls & Forward-Looking Accuracy
Manufacturing Journals
- Establish review cadence for unposted journals.
- Immediate remediation of costing errors before close.
Job Closing Process
- Checklist to ensure material, labour, OSV fully captured.
- Confirm inventory issues & returns reconciled.
- Ensure postings complete with no variances.
Month-End Close Procedures
- Define cross-department workflow (accounting, purchasing, production).
- Timeline for reliable reporting within X business days of month-end.
5. Broader Implementation Growing Pains
- Inconsistent master data setup (parts, vendors, customers).
- Duplicate/conflicting numbering conventions.
- Lack of training & documentation for shop floor vs office users.
- Unclear ownership of ERP “superuser” role.
- Backlog in reporting customization (dashboards not reliable).
NORWELD
Infor Visual Implementation – Action Tracker
Action list derived from the Go-Live review and accounting cleanup meeting. Edit live — designed for meeting handouts and on-screen review.
| Issue / Task | Owner | Priority | Timeline | Notes |
|---|---|---|---|---|
| Enter 2 months of manual invoices into Visual, linked correctly to jobs/labor/materials | Accounting + BDO | High | Immediate | Confirm method avoids duplicate postings |
| Audit Chart of Accounts, posting rules, and tax codes | BDO + Internal Accounting | High | This week | Validate WIP, variance, and inventory accounts |
| Configure invoice emailing to send PDFs instead of .vx files | IT / ERP Admin | Medium | 2 weeks | Confirm mail server and report settings |
| Standardize invoice defaults (Teal Printer vs. Invoice Forms) | ERP Admin | Medium | 2 weeks | Align forms and defaults across system |
| Scope & build drop tracking macro for saw operators | Operations + IT | Low | Next month | Define user prompt & storage location in Visual |
| Decide purchase-to-job vs. purchase-to-stock strategy | Management + Purchasing + Accounting | High | End of month | Confirm best practice for costing and drops |
| Reconcile migrated labor-only jobs with material costs | Accounting + Production | High | Ongoing | Develop backfill method for accurate reporting |
| Policy for managing steel cost volatility (revaluation & quoting) | Management + Purchasing | Medium | Next review cycle | Align inventory valuation with pricing strategy |
| Establish routine for manufacturing journal review & posting | Accounting | High | Weekly | Build into month-end close procedures |
| Create job closing checklist (materials, labor, OSV, returns) | Accounting + Production | High | 2 weeks | Train job owners on process |
| Define month-end close workflow & timeline | Accounting + Management | High | This month | Target reporting within X business days |
| Assign ERP “superuser” role for ongoing configuration & data governance | Management | Medium | Next quarter | Ensure ownership of system controls |
| Standardize master data (parts, vendors, customers) | ERP Admin + Dept. Leads | Low | Ongoing | Eliminate duplicates & ensure UOM consistency |