Guide to the introduction of new ERP software

What data is stored in ERP software?

There is no general answer to this question because there are many corresponding software programs on the market and each ERP software sets its own focus, also with regard to the data managed. As a rule, ERP software contains a CRM (Customer Relationship Management) for managing customers, addresses, contacts and appointments, a product management system and a Invoiceto write quotations, invoices and other documents. Many ERP systems also have other database modules such as a Project managementdocument management or even a Cash book for accounting.

Switching from old software or a new system?

When a new ERP system is introduced, the first fundamental question is whether or not data should be transferred from an old or other system. In the course of the subsequent process analysis, it will also become clear for individual processes whether they already existed in the company or whether they are new processes. When developing new processes, the scope for freedom is generally somewhat greater, as the implementation of older processes is usually based on the existing process. 

Checklists for the introduction of new ERP software

In the following, we have compiled some checklists that can be used for a structured introduction of new ERP software. The more questions that can be clarified in advance, the smoother the introduction or migration from another system will be.

Please also remember to familiarize your employees with the new software in good time, as they will be expected to work with it in the future. In the past, it has proven helpful to have at least one employee who is more familiar with the software during the planning phase.

Checklist for general conditions

First of all, a checklist should be drawn up for the introduction of the new ERP software, in which basic points are recorded:

• Use of the software on a single workstation or in Network with multiple users?
• Sharing in the network with FileMaker Server or with FileMaker Pro*?
• If FileMaker is available, are all versions at least version 17?
• Do the operating system versions of the computers allow the installation of the required FileMaker version?
• A dedicated computer (Mac, Windows, Linux) must be available for FileMaker Server.
• Does the server have the operating system required by FileMaker Server?
• Should access via the Internet be possible? If yes:
  • Does your router support dynamic DNS and port forwarding?
  • What is the bandwidth of your Internet access to which the server is connected?
• Which SSL certificate should be used with FileMaker Server for data encryption?
• If possible, switch off all automatic updates on the FileMaker server and install them manually from time to time. Do not install any "auxiliary tools" such as "MacKeeper" or similar.
• For best performance, both the server and all clients should be connected to the network via cable. If possible, use at least one gigabit switch.

* Sharing function has been discontinued by Claris for future versions.

Checklist for ERP software functions

The next step is to draw up a checklist of the functions within the ERP software. To get a feel for any missing fields or functions, it is best to download a demo version of the ERP software and take a close look at the software. ERP software must fit the company's philosophy and processes, so it is important that you take a detailed look at your desired ERP software before purchasing it. This will automatically give you an overview of any components that may be missing for your purposes.

• View the new ERP software as a test version, try out the functions.
• Search for any missing fields or functions for your own processes.
• Print out the desired documents with test data. Take a look at the print layouts and make a note of any changes that need to be made.
• Should an online store be connected?
  • If yes: Is it a WooCommerce-, Shopware- or Gambio-store?
  • If not: Does your online store system have a REST API?
• Are labels or similar to be created with label printers? Are print layouts available in this format?
• Should data from old or other systems be transferred to the new ERP software? If so, see the checklist for data transfer.
• Process analysis: If you want to integrate more complex new processes, we recommend that you first carry out a process analysis in which the process flow is noted down in simple keywords. You can use our PDF form in this guide for this purpose. 

Checklist for data transfer

If data from old software or other software systems is to be transferred to the new ERP software, it is advisable to clarify the following questions in advance:

• What data can be exported from the other software?
• In which format is the data exported from the other software? Are umlauts, special characters etc. correct in the export file?
• Does the exported data need to be reformatted or exported before it can be imported into the new ERP software?
• Should data be imported on a recurring basis? If yes:
• Is direct access to the other system possible, e.g. FileMaker, SQL or ODBC?
• Can the other software automatically store export files in a directory?
• Should data other than contact addresses and articles also be imported?

The gFM-Business ERP software supports the import of contact addresses in the CRM and product data in the Article management from files and online stores. If other data, such as document data, is also to be imported into the invoice, a data import must be carried out manually with FileMaker Pro.