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what to do when introducing an erp

Posted by loope at 2020-03-25

Published: 27.11.2019 `1244; Author: Guest Author `124; Last updated: 28.11.2019

More and more small and medium-sized enterprises are opting for the introduction of ERP software to make their business processes more efficient. For small and medium-sized enterprises in particular, cloud ERP systems are a flexible and cost-effective solution with low initial investment.

Plan your approach to the introduction of a new ERP system step by step. Your industry is certainly one of the most important pre-selection criteria when selecting suitable providers, as each industry has its own requirements.

The system selection

What branch is your company active in?

Are there industry-specific software solutions? Which ERP system can cover the functions required by your industry? Is there any software that covers all functionalities? Which provider then offers you the possibility to implement your ideas and wishes within the framework of individual programming for your company?

Prepare a needs analysis for your ERP system:

Talk to all departments or employees involved and determine the respective needs of the new software. Prioritize the demands. Are there KO criteria for system selection? What functions cannot you dispense with? What business processes can you use with the new system if necessary. automate and optimize? Make sure that old processes are not necessarily adhered to. Be open to change.

How many employees use the ERP system at the same time?

Does the number of employees using the system vary? Do you need fewer licenses than you think? With a flexible competitor-user license model, you set the maximum number of users who have to work in the system at the same time. For example, if 8 users log in and you only have seven licenses, a user would be logged out of the system. This license model is widely used especially for cloud ERP systems.

Are you already selling online or do you want to sell online in the future?

There are many ERP systems that already support you today in selling your goods to end customers or B2B customers fully automated via your online shop or different market places. If you want to be active in online commerce, it is extremely important to select an ERP system with sufficient experience in this field. If you are already "only selling online", make sure that your current online sales channels can all be easily connected. Do you also want to connect a stationary store to the ERP system? In this case, it is important that the ERP system provides an integrated online cash register.

The Providers Analysis

Search a selection of ERP systems that match your requirements, industry and budget. Compare the features offered and make a preselection of your top 3.

The test phase

Set up test accounts for two to three predefined systems. Look at webinars or let an employee guide you through the functions of the program. Find out if you feel good about the software and the look & feel of the system fits your company. The more you test, the more you feel about the software. Even if testing takes a long time, it'll pay off in the end. What is the service of the provider already? Does he already support you in the testing phase? How good is the accessibility? Important: Compare your needs analysis exactly with the test system.

The right implementation partner

Finding the right software is very important. Just as important is the implementation partner, who introduces the software to you, accompanies the analysis, optimizes processes and also performs training. Are you supported directly by the manufacturer or does the software introduction take over a qualified partner? Let us show you references. Ideally, the implementation partner should have already carried out projects in your industry, making sure you have a competent team at your side. Of course, you should also select the internal staff who are actively involved in the project. Ideally, the project team includes staff who can work with the system later. In order to achieve the greatest possible acceptance among the employees, the parties concerned should always be involved.

Selection and contract negotiation

Did you find the right system? Don't forget to compare the prices. What does a license cost? Do you need support with the facility? Do you or your employees want to use telephone support? Is there an online boarding and the possibility of employee training? How long does it take from the contract to commissioning?

The implementation

Data migration

Depending on whether only master data (source of articles, customer and supplier) or also movement data (invoices of the last three years) are taken from the old system, data migration can be very costly. How are the data transferred from the old system to the new? For example, do you want to clean up your data? Does the provider also offer support here, for example if several data tables have to be cumulated in advance or are to be cumulated?

The introduction of the new ERP system

Before using the new system, you should draw up guidelines for the new processes with the managers or persons involved, or if necessary. conduct internal training. Even if the preparation of the guidelines seems expensive, they will save you a lot of time in the future, especially when you are learning new staff.

About the Author

Selcuk Acar has been ERP specialist and CEO of EDIT Systems GmbH for fifteen years. With its Cloud ERP software reybex for small and medium-sized trading companies in the B2B and B2C sectors, it offers a flexible all-in-one complete solution with many interfaces: to payment and shipping service providers, Online shopping systems and marketplaces. From the invoice to the shipping table reybex automates important business processes. The cloud ERP system includes the modules: merchandise management, financial accounting, mobile storage app, CRM, an online cashier and project management.reybex can be conveniently tested for 30 days free.