Evolution Platform: Transforming Your Outlet Configuration

The first step is schedule your transformation and nominate your Service Outlet details. You can do this through our Calendly booking system here.

Please note that the calendar booking is simply to secure your spot for our team to perform your transformation in the backend. It ensures that both our team and yours are aware of the scheduled date when the transformation will occur, and it reminds you not to perform any transactions in your systems at that specific time.

All transformations will occur outside of your operating hours, after 6PM local time.  You do not need to be online or do anything at the time of your transformation. Our team performs the actual transformation in the backend, and you will receive a confirmation email once the transformation is complete.

It's important to inform your team about the following items in relation to this process. This proactive communication will help avoid confusion and ensure everyone is aware of the changes and what processes to use moving forward.

• New Outlet Appearance: You will see a new Service Outlet appear in your account. This is a normal part of the configuration process.
• System Activity Restriction: All transformations will occur after 6PM local time. It's crucial that no one performs any work within any of your systems (Vital, LightSpeed or Xero) after this time, and until you receive a confirmation email that the transformation is complete. Allow for 2 hours of downtime, however it most likely will be completed within an hour. 
• Outlet usage: After transformation process, you will still see the "Van level" outlets in your account. We cannot delete or remove these outlets until all of the COGS adjustments have been completed. It is important that you do not utilise these outlets after the transformation has taken place, as they will deleted once the COGS adjustments is completed.
• Stocktake Mindfulness: It's crucial that no stocktakes are in progress for the van outlets on the day of the transformation. As long as any existing stocktakes are either fully completed or not generated, you should be fine. We recommend ensuring all van-related stocktakes are finalised or discarded well before the scheduled transformation time.
• Technician Outlet Mapping & Transfers: 
  • Technicians' logins will be automatically mapped to the new service outlet. When they log in the following morning, they should be able to continue their work like normal, with no additional IT work required from your end.
  • While the old van outlets will still be visible in certain historical reports or drop-downs for admins during the COGS adjustment period, the van-level outlets will be removed from the technician roles' view for new transfers.
  • If a technician starts a transfer (marks as 'sent') but it's not 'received' by the cut-off, it will not be counted in the transformation process. If this stock is subsequently received into a van-level outlet after the transformation, we would suggest performing a transfer from the service outlet to that van outlet(s) at the end of the week to ensure inventory accuracy.
• Impact on Vital Job Invoices:
  • Any Vital jobs completed before the transformation date but invoiced after will have their revenue and COGS posted correctly to your new service outlet. This is precisely why all stock is moved to the service outlet as part of the transformation.
  • For batch invoices where jobs span before and after the transformation date, the system will handle this by associating all items on the final batch invoice with the new service outlet. The key is that all underlying jobs are correctly captured within the system.

You do not need to be online or do anything at the time of your transformation. Our team performs the actual transformation in the backend, and you will receive a confirmation email once the transformation is complete.  

On your scheduled transformation date our team will perform the following actions:

• Snapshot your product and inventory data: We will download your current product catalogue and inventory valuation reports to ensure all your products, their current stock levels and average costs are accurately captured before the transformation begins. This includes details like stock on hand, average cost per product for each outlet, and inactive products.
• Consolidate your van-level inventory: We will calculate the total inventory quantities and average costs from all your "Van level" outlets. This combined inventory and cost data will then be imported into your designated Service Outlet, and the stock in your individual van outlets will be zeroed out.
  • Important: Stock quantities and costs from any "retail" store outlets are not included in this consolidation.
• Update Vital Mappings: Your Vital User mappings will be updated to automatically link invoices to your new Service Outlet for seamless syncing with LightSpeed.
• Update LightSpeed User Mappings: Your LightSpeed User mappings will be updated to automatically remove the van-level outlets for all users except admins.
• Re-name all Van Outlets. All individual "Van level" outlets will be renamed with a prefix of "ZDUN -" to indicate they are no longer in use.. 
  • Important: These outlets can not be permanently delete until all of COGS adjustments have been completed.
• Verify data accuracy post-transformation: A new inventory valuation report will be downloaded after the transformation to confirm that the closing inventory and inventory values align with the pre-transformation data, ensuring accuracy.

Once the transformation is complete, an email will be sent to the Franchise Partner/s confirming that the transformation process is complete.