Data migration is where many ERP projects run into trouble. Bad data loaded into a new system creates errors from day one and erodes user trust. This checklist helps you plan migration carefully.
1. Decide what to migrate
| Data | Usually migrated | Notes |
|---|---|---|
| Chart of accounts | Yes | Often redesigned, needs mapping |
| Opening balances | Yes | Trial balance at cut-over date |
| Customers and suppliers | Active ones | Include VAT numbers and addresses |
| Items | Active ones | With units, categories, barcodes |
| Open sales and purchase orders | Yes | Or close them before cut-over |
| Open invoices and bills | Yes | For ageing and collections |
| Stock on hand | Yes | By location, batch and serial |
| Fixed assets | Yes | Cost, depreciation to date |
| Transaction history | Rarely | Keep old system read-only for reference |
2. Assign owners
Every data set needs a business owner who is responsible for its accuracy, not just the IT team.
3. Clean the data
- Remove duplicates in customers, suppliers and items.
- Archive inactive records.
- Standardise names, addresses and units of measure.
- Validate VAT numbers, especially for B2B customers who will receive ZATCA standard invoices.
- Fix negative stock and unreconciled balances in the old system.
4. Map fields
Create a mapping document from old fields to new fields, including code conversions such as old account numbers to the new chart of accounts.
5. Build migration templates and scripts
Use the ERP's import tools or scripts. Keep them repeatable so trial runs are consistent.
6. Run trial migrations
Run at least two trial loads into a test environment. After each, check record counts, totals and a sample of records against the source.
7. Validate with key users
Finance confirms the trial balance and ageing reports. The warehouse confirms stock quantities and values. Sales confirms customers, prices and open orders.
8. Plan cut-over
- Choose the cut-over date, usually a month or quarter end.
- Freeze master data changes in the old system.
- Perform a physical stock count close to cut-over.
- Run the final migration, validate and sign off.
9. Keep the old system accessible
Keep it read-only for history and audits, for the retention period your auditors require.
10. Monitor after go-live
Track issues caused by data and fix them quickly. Small errors left unresolved multiply.
This checklist supports our broader ERP implementation guide. Our ERP consultants handle migration from spreadsheets, legacy systems and older ERPs.