craftinteractive
ERP Migration · Data Strategy · ERPNext
What We Migrate—and What We Leave Behind—When Replacing an ERP
A practical guide to data selection, data cleansing, historical records and ownership decisions during ERP migration.
Data selection Data cleansing Historical records ERPNext
Replacing an ERP system is often viewed as a technology upgrade. However, one of the most important decisions happens before implementation begins: what information should move into the new ERP, and what should remain behind?
Over the years, businesses accumulate customer records, supplier information, financial transactions, inventory details, purchase histories, employee records, operational documents and spreadsheets. Transferring everything does not automatically create a better business environment.
At Craft Interactive, we believe ERP migration should begin with a clear data strategy. The objective is to establish a reliable, relevant and manageable data foundation for future operations—not simply move information from one platform to another.
The migration principle Successful ERP migration is not about transferring everything. It is about deciding what the new system genuinely needs.
01 · Data selection
What Should We Migrate?
The first step is identifying the information the business needs to continue operating effectively. Some records are essential for daily activities, while others are needed for reporting, audit references or historical analysis.
01 · Master Data
Customer and supplier records, product and service information, item codes, units of measurement, Chart of Accounts, warehouse and location details.
02 · Financial Data
Opening account balances, outstanding customer invoices, supplier payables, unpaid bills, credit notes, bank balances and relevant tax and accounting records.
03 · Operational Data
Open sales orders, pending purchase orders, active projects and work orders, current inventory quantities, and batch or serial number information where applicable.
04 · Employee & Administrative Records
Employee master information, department and designation details, relevant leave and attendance balances, subject to access and retention requirements.
The actual migration scope depends on the organisation, its existing ERP, operational requirements and the design of the new system.
02 · Data rationalisation
What Should We Leave Behind?
A new ERP should not become a storage destination for every problem accumulated in the previous system. Some records may be outdated, duplicated, incomplete or no longer relevant to current operations.
- Duplicate customer and supplier profiles.
- Discontinued products and inactive item codes.
- Obsolete employee records not required for operational migration.
- Test transactions and demonstration entries.
- Incomplete or incorrectly classified records.
- Temporary spreadsheets and redundant data imports.
- Old operational records that do not need to be available in the new ERP.
Important distinction Leaving information behind does not mean deleting it. Historical records may still need to be retained for accounting, audit, contractual, regulatory or business-reference purposes.
Classify records into three groups: data to migrate, data to retain in a controlled archive or legacy environment, and data that may be securely disposed of when permitted.
03 · Data quality
Data Cleaning: Fix the Foundation Before Moving It
Data migration is an opportunity to correct problems that may have existed for years. Moving inconsistent data into a new ERP simply transfers old problems into a new environment.
Duplicate records
Identify multiple profiles belonging to the same customer, supplier or product, and agree how records should be consolidated.
Inconsistent naming
Standardise customer names, item descriptions, units and category structures to make information easier to search, report and maintain.
Incomplete information
Identify missing mandatory fields, invalid contact details and incomplete master records before migration.
Incorrect classification
Review account groups, item categories, tax classifications and other important mappings.
Data accuracy
Validate financial balances, inventory quantities and outstanding transactions against approved source records.
Data cleansing should involve the relevant department owners. Finance should validate financial information, procurement should review supplier records, and warehouse teams should confirm inventory data.
04 · Historical information
Historical Records: How Much History Should We Carry Forward?
One of the most frequently discussed migration decisions is whether to transfer the entire transaction history. There is no universal answer. The decision should reflect reporting requirements, retention obligations, audit needs, system capabilities and the cost of maintaining historical access.
A · Full Historical Migration
Transfer the complete agreed historical dataset. This may support extensive historical reporting and transaction-level references, but requires additional mapping, validation and testing.
B · Opening Balances & Outstanding Transactions
Transfer approved opening balances and operationally relevant transactions such as unpaid invoices, pending purchase orders and open sales orders.
C · Selective Migration with Archiving
Move essential master data, opening balances and active transactions into the new ERP while retaining older records in a secure, accessible archive or legacy environment.
A business may need recent transaction history inside the new ERP while older records remain available through a controlled archive. Define how users will retrieve archived information and who is responsible for maintaining access.
05 · Accountability
Who Owns the Data? An Important Decision Before Migration
Data ownership is not just a technical question. Different departments may maintain different versions of the same information. Before migration, the business should establish who is responsible for validating and approving each dataset.
| Data Category | Responsible Department |
|---|---|
| Customer records | Sales / CRM |
| Supplier records | Procurement |
| Financial balances | Finance / Accounts |
| Inventory and item masters | Warehouse / Operations |
| Employee records | HR |
| System permissions | Management / IT |
The organisation should clarify who can approve changes, who can access sensitive information and who is accountable for data quality after implementation. Where external implementation partners are involved, document responsibilities for data access, confidentiality, security and control of business records.
06 · Migration methodology
Our Recommended ERP Migration Approach
We recommend treating migration as a structured business process rather than a one-time technical activity.
- Data Assessment.
Review the existing ERP, spreadsheets, databases and other information sources. - Migration Scope Definition.
Identify what needs to move, what needs to remain accessible separately and what may be eligible for disposal. - Data Cleansing.
Remove duplicates, correct inconsistencies and validate critical information with the responsible departments. - Data Mapping.
Map existing fields, account structures, item codes and transaction categories to the corresponding structures in the new ERP. - Test Migration.
Run a controlled migration and validate record counts, balances, relationships and sample transactions. - Business Validation.
Obtain approval from finance, operations, sales and other relevant department owners. - Final Migration and Reconciliation.
Execute the approved migration, reconcile key balances and records, and maintain a documented cutover and rollback plan.
Before you sign off Agree on what successful implementation means: measurable acceptance criteria, tested workflows, reconciled data, trained users and a defined support plan.
07 · Business readiness
A Better ERP Starts with Better Data
Replacing an ERP system provides an opportunity to rethink how information is organised, maintained and accessed across the business. The goal should not be to recreate the old system exactly as it was.
Instead, businesses should use the transition to establish cleaner master data, clearer ownership, more consistent workflows and a reliable foundation for future growth.
At Craft Interactive, we approach ERPNext implementation with this broader perspective. From understanding existing systems and preparing migration requirements to configuring workflows and supporting users, we believe every successful ERP journey begins with understanding the business behind the data.
YOUR NEXT STEP
Planning to replace your existing ERP system?
Start by understanding what your business needs to retain, improve and leave behind. Explore how we can help you plan your ERPNext implementation.
