Prophet 21 Order to Cash Test Checklist (Free)

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12 critical items still open - these are the highest-risk gaps.

Download checklist:

Quote and order entry

Create a quote for a stock item and convert it to an orderCRITICALEnter an order for a non-stock or special-order itemConfirm customer ship-to and bill-to defaults load correctlyTest credit hold on an over-limit customerCRITICALTest tax by jurisdiction and a tax-exempt customerCRITICALEnter an order with a customer-specific part number or cross referenceEnter a drop-ship order and confirm the purchase order is createdTest order entry with a salesperson who has restricted security

Pricing and cost

Verify list price, multiplier and contract price on sample itemsCRITICALTest quantity breaks at, below and above each breakTest a price override and confirm approval rules fireCompare gross margin on five orders to the legacy systemCRITICALCheck unit of measure conversion on price and quantityTest an expired contract price and confirm the fallback

Allocation, pick and ship

Allocate stock from the correct locationCRITICALCreate a backorder and confirm it releases on receiptPrint or reprint a pick ticketShip a partial order and ship the remainder laterTest lot or serial tracked item shipment if usedTest a branch transfer and confirm quantity in both locationsConfirm carrier, freight charge and tracking number flow to the invoice

Invoicing and receivables

Invoice a shipped order and check totals against the orderCRITICALConfirm revenue, tax, freight and COGS postings to the ledgerCRITICALTest a credit memo and a return to stockApply a customer payment to an invoice and to accountRun customer statement and aging, compare to legacyTest terms discount calculation on a paid invoice

Documents, EDI and integrations

Print order acknowledgement, pick ticket, packing list and invoice with correct brandingSend and receive a test EDI purchase order and invoiceCRITICALCheck e-commerce or portal orders arrive with correct pricingTest email delivery of invoicesVerify tax engine or freight rating connections if used

Cutover readiness

Open sales orders loaded and reconciled to legacy by count and valueCRITICALInventory balances loaded and reconciled by locationCRITICALReceivable balances loaded and reconciled to the ledgerCRITICALUsers trained and security roles testedRollback plan written and agreedSign-off recorded by sales, purchasing, warehouse and finance

Do not go live with any critical item open. Record the tester, date and order number evidence for each completed test.

Independent go-live review

Optional: have your test plan and reconciliation approach reviewed before cutover.

Optional. The tool and every export work without this. No spam.

How to use the checklist

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.

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

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

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

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.

Frequently Asked Questions

How many test orders should we run?

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?

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?

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?

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.

If you are planning a Prophet 21 cutover and want an independent review of your test scripts and data reconciliations, we can discuss it.

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Prophet 21 Order to Cash Go-Live Test Checklist