Twinfield Implementation Checklist

Template

• Create company from template 002 RSM template.

General Ledger

• Create import files for P&L, Balance Sheet and Reporting Structure and import
• Open reporting structure and change access rights so available to all users within the company
• Check general ledger against previous COA
• Send reporting structure to client for approval
• Approval given by client

Periods

• Delete all periods and enter new starting year as first year of data to be imported.
• Use auto fill to populate period names.
• Ensure all periods for which data will be imported are open.

System Accounts & Dims

• Update all VAT codes to show correct nominal code for VAT control account
• Update system accounts (General>Company>Settings)
• Dimension types - update names and formats of Dim 2 (KPL) and Dim 3 (PRJ)
• Import Dim 2 and Dim 3
• Set Default transaction line description to "FirstnameFirstLetter SurnameUpTo14Characters TS(For Timesheets)/EXP(For Expenses):SheetId Date:Weekending" e.g. "J Smith TS:123 Date:01/01/2025"
  • InTIME Team: Export.Twinfield.DetailLine.desc = "${detail.worker.firstname.getAt(0)+' '+org.apache.commons.lang.StringUtils.abbreviate(detail.worker.lastname, 14) +' '+detail.sheetLine.sheet.shortCode+':'+detail.sheetLine.sheet.id +' Date:'+detail.sheetLine.sheet.periodEndDate?.format('dd/MM/yy')}"

Bank

• Set up bank accounts including acc no and sort code
• Link bank to nominal account as a cashbook

Pay & Collect

• Set up payment type for each bank account

Supplier/Customer

• Agree cust/supp code with RSM InTime codes
• update dim type format for Accounts Payable and Accounts Receivable (may need to redefine post import to force existing codes in)
• populate supp import file and import
• populate cust  import file and import
• alternatively, manually enter suppliers and customers if small in volume

Transaction Type

• For transactions types purchase invoice and sales invoice set free text field 3 to Allowed from the drop down menu.

RSM InTime Integration

• Set up new user for integration "INTIME_CLIENT", use random password generator
• Email RSM InTime team with following details:

         > RSM InTime login details

         > Twinfield agency code (database code - usually same as PASO code)

         > Accounts Receivable nominal code

         > Accounts Payable nominal code

         > VAT control account nominal code(s)

         > List of accounts payable and accounts receivable references with names

         > List of sales and COS nominal ledger codes (Dim 1)

         > Names of Dim 2 and Dim 3

         > List of Dim 2 and Dim 3 values

Client Portal

• Obtain list of users from client with details of access levels
• Email RSM InTime support to request company to be set up on portal with details of users including Revas users.
• Check company has been set up correctly.
• Arrange webex with client users to show basic operations of portal.
• Release password reset emails and deliver portal intro.

Users

• Email client for details of which users should have what level of access in Twinfield and Basecone.
• Set up Twinfield users.
• Set up Basecone users.

Data Migration

• Import Monthly Movement TB's for the period September 2014 to 31st August 2015
• Run Y/E 31.08.15 routine on Twinfield
• Import Monthly Movement TB's for the period September 2015 to 31st January 2016
• Import opening debtors - individual sales ledger items o/s at 31.01.16
• Import opening creditors - individual purchase ledger items o/s at 31.01.16

Invoice Link

Go To Settings->Company Settings, Select Transaction Types.

1. Search for “Sales Invoices” and select. All highlighted in screenshot below: Under “Free text fields”, under “Free text field 3”, select Usage: “Allow”, Location: “Header”. Under “Document imaging”, Enter Name: “Invoice”, Link: https://<CLIENT SERVER>/twinfield/showInvoice/$FreeText3$
2. Search for  “Purchase Invoices” and select. All highlighted in screenshot below: Under “Free text fields”, under “Free text field 3”, select Usage: “Allow”, Location: “Header”. Under “Document imaging”, Enter Name: “Invoice”, Link: https://<CLIENT SERVER>/twinfield/showInvoice/$FreeText3$