Onboarding Journey

End-to-end setup and first-plan workflow for new ProFeT tenants.

Use this guide to take a new tenant from initial setup to a live forecast, production plan, and first budget cut.

Outcome

By the end of onboarding, you should have:

  • Master data configured (W&D, categories, SKUs, customers)
  • Commercial terms configured (retros, promos, trade spend)
  • A draft forecast reviewed and pushed live
  • Actuals flowing in for variance tracking
  • A production plan aligned to the forecast
  • A locked budget snapshot baseline
  1. Create categories and units in SKUs
  2. Configure W&D Setup
  3. Create SKUs and pack/shipping attributes in SKUs
  4. Define production options in Production Planning
  5. Create customers and assign customer x SKU coverage in Customers
  6. Configure terms in Retros, Promotions, and Trade Spend
  7. Build first draft in Forecast Builder
  8. Review and promote versions in Forecast Review
  9. Upload actuals in Actuals
  10. Use Reports for export/reporting outputs
  11. Generate and refine the production plan in Production Planning
  12. Finalise and lock a budget baseline in Forecast Review

Stage 1: Foundation Setup (One-Time)

1. Categories and Units

Start by creating SKU categories and unit definitions, because SKU setup depends on both.

Note: Units are currently being updated by Ryan and may change.

Done when:

  • Initial category list is complete
  • Required units are available for onboarding SKUs
  • Unit list has been revalidated after Ryan’s update

2. W&D Setup

Configure fulfilment methods, zones, and cost rate cards first. Other modules rely on these rates for margin and contribution calculations.

Done when:

  • Courier, pallet, and container methods reflect your operating model
  • Zone mappings and storage conditions are configured
  • Rate cards are complete for active lanes

3. SKUs

Create SKUs with all required operational data: units/case, pack size, weights, pallet/courier setup, and applicable defaults.

Done when:

  • Every SKU has complete operational attributes
  • SKU master data is sufficient for forecasting and production planning

4. Production Options

Define available production routes and constraints such as min/max runs, lead times, and safety stock approach.

Done when:

  • Each SKU has at least one valid production option
  • Lead time and batch constraints are validated by operations

5. Customers and Coverage

Create customer records, channel model, delivery/zone profile, and map which SKUs each customer carries.

Done when:

  • Customer list reflects active accounts
  • Customer x SKU mapping is complete for launch scope

6. Commercial Terms

Set retros, promotions, and trade spend allocation rules. Forecast financial outputs depend on these terms.

Done when:

  • Retro rules are configured for in-scope customers/SKUs
  • Promotional mechanics and expected uplift are captured
  • Trade spend lines are captured for the planning period

Stage 2: First Forecast Cycle (Repeatable)

7. Build Draft Forecast

Use Forecast Builder as the modelling workspace.

Recommended method order:

  • Assumptions-built model for new listings (preferred)
  • Manual monthly entry where assumptions are unavailable
  • Top-down annual target method only where supported in your tenant

Key checks before saving a version:

  • Customer model is correct (retail vs wholesale)
  • Listing live date and ramp profile are realistic
  • Seasonality is sensible (flat vs category defaults)
  • Financial outputs (GSV, NSV, COGS, W&D, contribution) are directionally correct

Then:

  1. Save a named version
  2. Compare against current live baseline
  3. Send selected version to admin review

8. Review and Promote Forecasts

Use Forecast Review to validate coverage and promote versions live.

Done when:

  • Required customer × SKU combinations have a reviewed forecast
  • Live promotions are applied for approved items
  • Budget/reference set expectations are agreed

9. Upload Actuals

Load recent sales so forecast variance tracking is based on real transactions.

Done when:

  • Upload validates with no unresolved customer/SKU references
  • Imported data appears in actuals history
  • Dashboard reflects updated actuals vs forecast

10. Run Reports and Exports

Use Reports to produce filtered extracts for finance and operations.

Done when:

  • Required customer/SKU/date slices are exported
  • CSV/TSV outputs are shared with downstream stakeholders

11. Build and Refine Production Plan

Generate a production plan from forecast demand and adjust for constraints.

Done when:

  • Proposed runs satisfy demand and safety stock policy
  • Material run sizes are practical for operations
  • No major stockout or overstock exceptions remain unaddressed

12. Lock Budget Baseline

Once forecast and production are agreed, take a budget cut from the approved version.

Done when:

  • Approved snapshot is marked as budget baseline
  • Stakeholders align on what is now the reference plan

Stage 3: Operating Cadence (Ongoing)

Repeat this cycle each planning period:

  1. Refresh actuals
  2. Review forecast variance
  3. Update assumptions and promotions/trade spend
  4. Re-run production plan
  5. Save new version and re-approve live plan if needed