1. Define the decision problem before the software
“Buy ERP” is not a project objective. State which operation is delayed, which information is entered twice and which decision management cannot make. Assign a process owner and an acceptance decision-maker. Without a measurable objective, an impressive demonstration can distract from the actual need.
2. Map current work and data
Follow one order through delivery and payment. Include returns, partial deliveries, cancellations and price changes. Identify owners of product, customer and accounting data. Migration does not automatically fix duplicates. Use authorised or synthetic test data rather than confidential records.
3. Prioritise testable requirements
Separate mandatory needs, later phases and nice-to-have features. Replace “we need reporting” with a decision, fields, reporting period and refresh frequency. Write a test scenario for each requirement so suppliers can be compared consistently.
4. Demonstrate your own scenario
Ask suppliers to create, approve and fulfil the same order and connect it to payment. Record separately what is standard, configured, custom-built or dependent on an external integration. An unseen capability is not a verified capability.
5. Consider total cost and exit
Ask about licences, implementation, migration, integrations, training, support and later changes. Establish data export formats and access arrangements when the contract ends. The lowest initial quote may not have the lowest total cost.
6. Test the transition
Reconcile record counts and balances during a trial migration. Test roles, approval limits and exception scenarios. Train users before go-live and ask them to demonstrate their actual tasks in the new system.
7. Agree acceptance before rollout
Document the pilot, outstanding issues, cutover, fallback arrangements and support responsibilities. An available module is not proof that the team can use it. Acceptance should include scenario evidence, reconciliation and user confirmation. This checklist is not a product endorsement or a performance guarantee.
Next step with SBT
Discuss requirements, selection criteria and a staged rollout through ERP implementation support. If workflows remain unclear, start with business analysis.