ERP Data Migration Checklist

List every data source

Old ERP, Tally, spreadsheets, portals, bank statements — write down everywhere your data actually lives.

Catalogue what data exists

Masters (customers, suppliers, items, chart of accounts) and transactions (invoices, payments, stock, GST).

Name the system of record for each

For every data set, decide which source is the master — so you never migrate two conflicting versions.

Note volumes and formats

How many records, and whether they export cleanly to CSV/Excel — this shapes your effort and timeline.

Masters first, always

Customers, suppliers, items, chart of accounts and tax setup are non-negotiable — everything else builds on them.

Clean start vs full history

Decide whether to bring opening balances only, or years of past transactions — more history means more cleansing and risk.

Set a cut-off date

Pick a clear go-live date; transactions before it become opening balances, transactions after it are entered live.

Agree what you will NOT migrate

Dead customers, obsolete items and stale data are best archived outside the ERP, not carried in.

Remove duplicates

The same customer or item entered twice becomes two ledgers in ERP — merge before you migrate, not after.

Fix errors and gaps

Missing GSTINs, blank contact details, wrong opening quantities — correct them at source while it's still easy.

Standardise formats

One convention for names, codes, states, units of measure and date formats so records match and group correctly.

Validate tax identifiers

Check GSTIN, PAN and HSN/SAC codes are present and well-formed so GST works from day one.

Map each field to the ERP structure

Decide where every old column lands in the new system — and flag anything with no home before you import.

Use the ERP's import templates

In ERPNext, export the Data Import template for each doctype and fill your cleaned data into it exactly.

Configure tax and GST first

Set up tax templates, HSN/SAC and place-of-supply logic before importing, so transactions calculate correctly.

Do a small test import

Load a handful of records first to catch mapping and format errors cheaply before the full run.

Import masters, then balances

Load customers, suppliers, items and accounts first; then opening stock and opening financial balances.

Tie opening balances to the trial balance

Your ERP opening trial balance must match your old system to the rupee — debits and credits both.

Reconcile outstanding AR/AP

Every open customer and supplier invoice should carry over so ageing and outstanding amounts are correct.

Reconcile stock and bank

Opening stock quantities and valuations, and bank/cash balances, must agree with your physical count and statements.

Spot-check a sample of records

Pick real customers, items and invoices and confirm each one landed correctly in the ERP.

Get department users to validate

The people who use the data daily will spot what a technical check misses — let them verify their own area.

Run a short parallel period

Where practical, run old and new side by side briefly so numbers can be compared before you fully cut over.

Formal sign-off before go-live

Finance signs off that balances reconcile and data is trustworthy — the gate you don't skip.