Most ERP delays come from data, not software. Clean masters and verified opening balances make go-live smooth; messy ones make every report doubtful.
What to migrate
| Data | Notes |
|---|---|
| Customers and suppliers | Remove duplicates, confirm GSTIN, state and contact details |
| Items and services | Unique codes, units, HSN or SAC, tax rates, categories |
| Opening stock | By item and location; batch and expiry if used |
| Opening balances | Ledgers, receivables and payables as on the cut-over date |
| Employees | IDs, salary structure, PF and ESI numbers, bank details |
| Open transactions | Open sales orders, purchase orders, pending invoices |
Step by step
- Decide the cut-over date, ideally a month or quarter start.
- List every source file and who owns it.
- Clean the data: duplicates, blanks, inconsistent spellings.
- Map each old column to an ERP field.
- Import a small sample and check it.
- Import in full into a test copy and reconcile totals.
- Freeze entries in the old system and load the final data.
- Run both systems briefly only for checking, then retire the old one.
Reconcile before you trust it
- Trial balance matches the old closing balance.
- Stock value matches the stock register.
- Receivables and payables match party-wise.
- Employee count and salary totals match payroll.
Typical data problems and fixes
| Problem | Fix |
|---|---|
| Same party under several spellings | Merge into one record using GSTIN or phone as the key |
| Items without units or tax rate | Fill before import; the ERP needs them for invoices |
| Negative stock in the old system | Investigate and correct the opening stock |
| Opening balances that do not tally | Reconcile ledgers party by party before go-live |
Tip: Do not migrate years of dead items and inactive parties. Bring over what you need to operate and keep the rest as an archive.
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