Some data will need to be manually added or adjusted in Lightspeed and Vital. Follow the instructions below for each item:
Real Estate (Vital)
Your Real Estate data will be migrated from NetSuite to Vital in its current format. However, it may need restructuring to meet your business needs. Here are the best practice setups for real estate, provided in two scenarios:
Basic Real Estate Agent Set-up (no C/O)
Advanced Real Estate Agent Set-up (Achieve C/O)
Basic reconstruction steps:
Follow these steps to fix the structure in Vital for a basic Real Estate Agency setup:
Download this NetSuite Report to view your current Real Estates
In Vital, navigate to the Contacts area
Search for the Real estate company, e.g. "Ray White Coogee"
Ensure it is set up as a company
Verify the contact information as the billing contact information, as they will receive the invoice and job sheet.
If no individual property owner is set up and they need to receive the job sheet, add their email address as a CC
Link to pool with the label ‘Agent/Strata’
(Optional) Search for or create the property manager if the PM is not the billing contact and their information is needed for reminders/notifications or technician site access.
Ensure it is set up as a company
Ensure the first and last name are filled with the property manager’s name.
Link the Real Estate Agent company contact as the parent with Label ‘Child’
Link to pool (if applicable) with the label ‘Other’
(Optional) Search for or create the tenant contact if the tenant needs to receive reminder/notifications, invoices (e.g for chemicals) or for technician site access.
Ensure it is set up as an individual
Link to the pool with the label ‘Tenant’
If there is no existing pool, toggle on ‘Create pool’ upon creation.
Link the Real Estate Agent as the parent with the label ‘child’.
Advanced reconstruction steps:
Follow these steps to fix the structure in Vital for an Advanced Real Estate Agency setup:
Download this NetSuite Report to view your current Real Estates
In Vital, navigate to the Contacts area.
Search for the Real estate company, e.g. "Ray White Coogee"
Ensure it is set up as a company
Verify the contact information as the basic/standard reception contact details.
If no individual property owner is set up and they need to receive the job sheet, add their email address as a CC
Optional: Search for or create the billing contact. This contact is needed for receiving the invoice and job sheet for the Real estate Agency
Ensure it is set up as a company
Ensure the company name field is in the format “[owner/landlord name] C/- Ray White Coogee”
Ensure the first and last name are filled with the main billing contacts details. These are used in the invoice email addressee field.
Link the Real Estate Agent company contact as the parent with the label ‘Child’.
Link to the pool (if applicable) with the label ‘Other’.
(Optional) Search for or create the property manager if the PM is not the billing contact and their information is needed for reminders/notifications or technician site access.
Ensure it is set up as a company
Ensure the first and last name are filled with the property manager’s name.
Link the Real Estate Agent company contact as the parent with Label ‘Child’
Link to pool (if applicable) with the label ‘Other’
(Optional) Search for or create the tenant contact if the tenant needs to receive reminder/notifications, invoices (e.g for chemicals) or for technician site access.
Ensure it is set up as an individual
Link to the pool with the label ‘Tenant’
If there is no existing pool, toggle on ‘Create pool’ upon creation.
Optionally link the Real Estate Agent, main billing contact or Property Manager as the parent with the label ‘child’.
By following these steps, you can ensure your data is correctly structured in Vital to meet your business needs.
Composite Products (Lightspeed)
Kits in NetSuite will not be migrated to Lightspeed. You will need to recreate them as Fractional Composite Products in Lightspeed. Follow the steps below to do this.
Steps to Recreate Composite Products:
Download the NetSuite Report:
Run this NetSuite Report to view your current kits,.
Navigate to Products in LightSpeed
Login to LightSpeed
Navigate to the catalogue section on the left-hand side,
Click on Products
Check for Parent Product:
Confirm that the parent product (the large product that the composite will pull from on a fractional basis) is available.
If the parent product is not available, create it.
Create the composite product
Click on Add Product
Fill in the product details such as name, brand, product category, etc.
Scroll down to the ‘inventory’ section
Click on Composite product
Choose whether the SKU should be automatically generated or if you want to enter a customised SKU.
Under the ‘Products’ section, search for and select the parent product.
Specify the quantity by adding the fractional amount it takes from the parent product e.g., for 1L of a 10L parent product, enter 0.1.
Under the ‘Price and loyalty’ section, enter the retail price.
Click Save to complete the creation of the composite product.
Client Pricing (Lightspeed)
In Lightspeed, client pricing is managed using Pricebooks, which differ from the client-level pricing management in NetSuite. Pricebooks allow you to create a pricing structure once and apply it to multiple clients. For example, you can create a Pricebook that offers VIP clients a 10% discount on chemicals.
More details in Lightspeed | Configuring and Managing Price Books