Purpose
Ensure all departments complete the required actions when a customer migrates from SIMS to Stages, maintaining accurate billing, Salesforce records, and financial 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 QuickBooks Online.
- Identify all active SIMS SKUs.
- End-date all applicable SIMS SKUs effective the day prior to the approved Stages go-live date.
- Verify no SIMS SKUs remain active after the end date.
- Open the customer account in NetSuite.
- Add all approved Stages SKUs exactly as listed on the approved Opportunity or Quote.
- Set the effective date for all Stages SKUs to the approved migration date.
- Verify before saving:
- SKU numbers
- Descriptions
- Quantities
- Billing frequency
- Pricing or RMR
- Save all billing updates in NetSuite.
Invoice handling
- Review whether an invoice has already generated in QuickBooks Online for the SIMS 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 in NetSuite using the approved Stages SKUs effective the migration date.
- Validate the invoice before posting.
- Confirm:
- Correct billing dates
- Correct service platform
- Correct billing amounts
- No duplicate billing between QuickBooks Online and NetSuite
Required internal notes
- Add internal account notes documenting:
- Date SIMS SKUs were end-dated in QuickBooks Online
- Date Stages SKUs were added in NetSuite
- Invoice action taken
- Related Opportunity number
- Related Quote number
- Name of the person completing the updates
Operations
- Down-sell the SIMS contract in Salesforce.
- Update the software designation in Salesforce from SIMS to Stages.
- Confirm Salesforce reflects the customer’s active Stages subscription.
Project Management Office
- Confirm the customer’s Stages environment has been provisioned and is fully operational.
- Verify the customer has successfully transitioned from SIMS to Stages.
- Coordinate decommissioning of the SIMS environment after the migration is confirmed complete.
Completion checklist
- Confirm SIMS SKUs have been end-dated in QuickBooks Online.
- Confirm Stages SKUs have been added in NetSuite 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 SIMS environment has been decommissioned.
- Confirm Salesforce, QuickBooks Online, NetSuite, and invoicing are aligned.
