Purpose
Ensure all departments complete the required actions when a customer migrates from SedonaOffice Cloud to SedonaOffice On-Prem, maintaining accurate billing, Salesforce records, and system configuration.
Billing
- Open the associated Closed Won Opportunity in Salesforce.
- Review the approved Quote or Order Form.
- Confirm:
- Customer name
- Migration type
- Effective migration date
- Approved SKUs and pricing
- Open the customer account in Managely.
- Identify all active SedonaOffice Cloud SKUs.
- End-date all applicable SedonaOffice Cloud SKUs effective the day prior to the approved SedonaOffice On-Prem go-live date.
- Verify no SedonaOffice Cloud SKUs remain active after the end date.
- Add all approved SedonaOffice On-Prem SKUs exactly as listed on the approved Opportunity or Quote.
- Set the effective date for all SedonaOffice On-Prem SKUs to the approved migration date.
- Verify before saving:
- SKU numbers
- Descriptions
- Quantities
- Billing frequency
- Pricing or RMR
- Save all billing updates in Managely.
Invoice handling
- Review whether an invoice has already generated for the SedonaOffice Cloud service period.
- If an incorrect invoice has generated, void the invoice if no payment has been applied.
- If payment has been applied, follow standard credit or refund procedures.
- Generate or rebill the invoice using the approved SedonaOffice On-Prem SKUs effective the approved start date.
- Validate the invoice before posting.
- Confirm:
- Correct billing dates
- Correct service platform
- Correct billing amounts
- No duplicate billing
Required internal notes
- Add internal account notes documenting:
- Date SedonaOffice Cloud SKUs were end-dated
- Date SedonaOffice On-Prem SKUs were added
- Invoice action taken
- Related Opportunity number
- Related Quote number
- Name of the person completing the updates
Operations
- Down-sell the SedonaOffice Cloud contract in Salesforce.
- Update the software designation in Salesforce from SedonaOffice Cloud to SedonaOffice On-Prem.
- Confirm Salesforce reflects the customer’s active SedonaOffice On-Prem subscription.
Project Management Office
- Provision and activate the customer’s SedonaOffice On-Prem environment.
- Confirm the customer has successfully transitioned to SedonaOffice On-Prem.
- Decommission the SedonaOffice Cloud environment only after confirming the migration is complete.
Completion checklist
- Confirm SedonaOffice Cloud SKUs have been end-dated.
- Confirm SedonaOffice On-Prem SKUs have been added with the correct effective date.
- Confirm billing has been validated.
- Confirm invoice corrections have been completed, if applicable.
- Confirm Salesforce has been updated.
- Confirm the SedonaOffice On-Prem environment has been activated.
- Confirm the SedonaOffice Cloud environment has been decommissioned.
- Confirm Salesforce, Managely, and invoicing are aligned.
