# Prophet 21 Order to Cash Go-Live Test Checklist > Source: https://netray.co/tools/prophet-21-order-to-cash-go-live-test-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A test script outline for the order-to-cash cycle in Prophet 21 before cutover, from quote to cash application. ## Category epicor ## Erp Epicor Prophet 21 ## Industry Wholesale Distribution ## Audience - Project manager - P21 administrator - Finance lead - Customer service lead ## Tool **Kind:** checklist **Groups:** #### Quote and order entry **Items:** **Text:** Create a quote for a stock item and convert it to an order **Critical:** true Enter an order for a non-stock or special-order item Confirm customer ship-to and bill-to defaults load correctly **Text:** Test credit hold on an over-limit customer **Critical:** true **Text:** Test tax by jurisdiction and a tax-exempt customer **Critical:** true Enter an order with a customer-specific part number or cross reference Enter a drop-ship order and confirm the purchase order is created Test order entry with a salesperson who has restricted security #### Pricing and cost **Items:** **Text:** Verify list price, multiplier and contract price on sample items **Critical:** true Test quantity breaks at, below and above each break Test a price override and confirm approval rules fire **Text:** Compare gross margin on five orders to the legacy system **Critical:** true Check unit of measure conversion on price and quantity Test an expired contract price and confirm the fallback #### Allocation, pick and ship **Items:** **Text:** Allocate stock from the correct location **Critical:** true Create a backorder and confirm it releases on receipt Print or reprint a pick ticket Ship a partial order and ship the remainder later Test lot or serial tracked item shipment if used Test a branch transfer and confirm quantity in both locations Confirm carrier, freight charge and tracking number flow to the invoice #### Invoicing and receivables **Items:** **Text:** Invoice a shipped order and check totals against the order **Critical:** true **Text:** Confirm revenue, tax, freight and COGS postings to the ledger **Critical:** true Test a credit memo and a return to stock Apply a customer payment to an invoice and to account Run customer statement and aging, compare to legacy Test terms discount calculation on a paid invoice #### Documents, EDI and integrations **Items:** Print order acknowledgement, pick ticket, packing list and invoice with correct branding **Text:** Send and receive a test EDI purchase order and invoice **Critical:** true Check e-commerce or portal orders arrive with correct pricing Test email delivery of invoices Verify tax engine or freight rating connections if used #### Cutover readiness **Items:** **Text:** Open sales orders loaded and reconciled to legacy by count and value **Critical:** true **Text:** Inventory balances loaded and reconciled by location **Critical:** true **Text:** Receivable balances loaded and reconciled to the ledger **Critical:** true Users trained and security roles tested Rollback plan written and agreed Sign-off recorded by sales, purchasing, warehouse and finance **Scoring Note:** Do not go live with any critical item open. Record the tester, date and order number evidence for each completed test. ## Content **Intro:** Most distributor go-live problems appear in the order-to-cash path: wrong prices, stock allocated from the wrong place, invoices that do not match the ledger. This checklist lists the tests to run on real scenarios before cutover. **Sections:** #### How to use the checklist **Body:** Assign each group to a business owner rather than the project team: customer service for order entry, purchasing for drop ship, the warehouse for pick and ship, finance for invoicing and cash. Run each test with a real customer and item, write down the order number as evidence, and mark the item done only after the result matches the legacy system or the written expectation. **Bullets:** - One owner per group - Record order numbers as evidence - Retest after every configuration fix - Critical items block go-live #### Why pricing and margin come first **Body:** Pricing is the highest-risk area because errors are silent. A wrong multiplier or a missing contract price still produces an invoice. Compare gross margin on a handful of recent orders between the old and new systems, and examine every difference. Distributors often find stale contract prices and unit-of-measure errors this way. #### Reconciliation at cutover **Body:** Open orders, inventory by location and receivables must tie to the legacy system by count and by value on a frozen date. Record who ran each reconciliation and the variance. A small variance that is explained is fine. An unexplained one means the data load needs fixing before users enter new transactions. #### Common mistakes **Body:** Teams test only happy paths, skip returns and credits, and never test with a restricted user. They also forget printed documents, which customers see first. Add negative tests and run at least one full cycle with each security role. **Cta:** If you are planning a Prophet 21 cutover and want an independent review of your test scripts and data reconciliations, we can discuss it. **Faq:** #### How many test orders should we run? **Answer:** Cover every distinct scenario at least once rather than chasing a number: stock, special order, drop ship, partial ship, return, tax exempt, contract price, EDI. Most projects end up with a few dozen scripted orders plus parallel runs. #### Should we run a parallel period? **Answer:** Many distributors run a short parallel on a subset of orders to compare totals and margin. It costs staff time, so choose a bounded scope, for example one branch for one week, and define the comparison in advance. #### Who should sign off? **Answer:** Business owners from sales, purchasing, the warehouse and finance, not only IT. Their signature confirms the system supports how they work and that their data tied out. #### What if a critical test fails near go-live? **Answer:** Fix and retest, or delay. A failing pricing, tax or ledger posting test creates errors in every transaction after launch, which are costly to correct. Use your rollback plan if the issue appears after cutover. ## Search terms prophet 21 go live checklist, p21 order to cash testing, p21 user acceptance test, distribution erp uat checklist, epicor p21 implementation test, order to cash test scripts, p21 cutover checklist, erp go live test plan distributor --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json