Most ERP implementations that go wrong do not fail because of bad software. They fail because the business was not ready. Data was not clean. Staff were not trained. Opening balances were wrong. Processes were not agreed before go-live.

This checklist is built from what we have seen go right — and wrong — in dozens of ERP implementations.

Phase 1: Data Preparation (Weeks 1–3)

  • ☐ Export your complete customer list from your current system. Remove duplicates and inactive customers.
  • ☐ Export your complete supplier list. Verify GST numbers and payment terms.
  • ☐ Export your item/product master. Standardise units of measure. Set selling prices, purchase prices, and tax rates.
  • ☐ Confirm your Chart of Accounts. Decide if you are using the default or customising it.
  • ☐ Get your opening balances from your accountant: customer outstanding balances, supplier balances, bank balances, stock value.
  • ☐ Do a physical stock count. You need an accurate opening stock figure.
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Phase 2: Configuration (Week 3–4)

  • ☐ Install DEBMEDIA ERP on the server machine.
  • ☐ Enter company profile: name, address, GST number, logo, financial year.
  • ☐ Set up user accounts and roles for each team member.
  • ☐ Import customers, suppliers, and items using the Excel import templates.
  • ☐ Enter opening balances (customer balances, supplier balances, bank balances) as of your go-live date.
  • ☐ Enter opening stock quantities via Inventory → Stock Adjustment.

Phase 3: Training (Week 4)

  • ☐ Train sales team on: Sales Invoice, Sales Order, Customer Receipt, Sales Return.
  • ☐ Train purchase team on: Purchase Order, Purchase Invoice, Supplier Payment.
  • ☐ Train accounts team on: Journal Entry, Bank Reconciliation, Trial Balance.
  • ☐ Run a mock go-live day with test transactions. Verify that accounts, stock, and reports all update correctly.

Phase 4: Go-Live

  • ☐ Take a full backup of your old system data before cut-over.
  • ☐ Confirm opening balances one last time with your accountant.
  • ☐ Start entering live transactions from go-live date only. Do not backdate historical data unless your accountant specifically advises it.
  • ☐ Keep your old system accessible (read-only) for reference for 3 months.
  • ☐ Schedule a review meeting 2 weeks after go-live to address any issues.

Common Go-Live Mistakes to Avoid

  • Wrong opening balances. Inaccurate opening receivables or payables means your reports are wrong from day one. Get your accountant to sign off before go-live.
  • Skipping the stock count. Starting with the "estimated" stock figure is a false economy. The reconciliation effort later costs far more than the time saved.
  • Insufficient training. Staff who are not confident in the new system will find workarounds or continue using old methods. Allow time for practice, not just a one-hour demo.