NetSuite Migration Tips and Tricks from The Experts

Choosing between the different ERPs available in the market can be overwhelming, especially with so much at stake in the decision. However, choosing NetSuite is the best decision for its comprehensive, cloud-based platform that seamlessly integrates ERP, CRM, and e-commerce, applications while providing real-time data visibility and scalability as your business grows. Its robust customization capabilities and automation tools streamline operations, enhance efficiency, and support global business management. However, a shared database is at the core of every ERP system. Employees depend on the same, consistent set of information. When implementing ERP software, an organization has to move data from older systems into this database.

The data migration process can be complex and time-consuming. It is important to plan carefully and do it right. Our team of experts is ready to guide you with your NetSuite migration journey to ensure your new ERP is all that you want it to be and more.

Let us first understand what is data migration.

What is Data Migration

ERP data migration is the transferring of data from its origin to the ERP system’s database. It involves moving data from different systems, formats, and storage types into a single, common structure.

Before the implementation of ERP, some departments may leverage systems set up to support only their specific functions, such as standalone accounting or human resources applications, while other groups may rely on general-purpose tools such as spreadsheets. For successful data migration, organizations need to adopt a disciplined approach, which includes examining, extracting, cleaning, and transforming the data from all of these applications before importing it into the database.

The data migration process is crucial for ensuring that the data in the new ERP system is precise and complete. A well-thought-out data migration strategy can help to keep the entire ERP implementation project on time and within budget. It is also an opportunity to weed out obsolete and redundant data within the organization’s older systems.

Potential Challenges in Data Migration

ERP data migration can multiple challenges:

Data Redundancy and Integrity

Different departments may store their copies of data about the same customers or products—but that need not mean that the data is identical. Each department may label data differently. For example, they may store customer contact details in different formats. Simply importing every record from each departmental system into the ERP database, can lead to problems such as inaccurate or duplicate customer lists.

Data Migration Cost

The cost of extracting, cleansing, and restructuring data adds up to a significant part of the overall ERP implementation budget. Even if you are simply moving data from an older ERP system to a newer one, the cost of data migration can add 10–15% to the overall cost of the new system.

Stakeholder Buy-in

The businesses’ top managers have different priorities, and ERP data migration may not be on their list. However, buy-in from the top management is necessary to avoid internal conflicts. Management backing is essential to ensure all groups cooperate to produce a single, reliable data set.

Regulatory Issues:

Several industry-specific regulations impact the way organizations can store and use data. Thus, complying with such regulations is crucial.

Tips to Ensure a Smooth NetSuite Data Migration

To help the organization through the complex process of moving your data to the ERP system, it is crucial to create an ERP data migration strategy that encompasses various key elements:

Familiarize Yourself with the Data Migration Journey

Your current systems hold invaluable information – customer records, inventory lists, financial transactions, operational details, and so much more. Start by identifying each data source that you are migrating to NetSuite and carefully map those sources to the corresponding fields in the new system. Start with the following steps:

Step1: Inventorying data sources

Set up a comprehensive inventory of all data migrating to the new NetSuite ERP system.

Step 2: Defining data flow routes

Map the data sources to their corresponding fields in NetSuite.

Step3: Defining a clear scope for the migration

Prioritize critical data such as customer accounts and financial records. Consider a phased approach for large or intricate journeys.

Step 4: Choosing your tools and methodology

NetSuite offers a toolkit of helpful instruments like Import Assistant and SuiteQL to assist with data transfer.

Assembling the Data Migration Team

Set up a team of skilled staff members with an in-depth knowledge of both your current systems and the complexities of NetSuite. Involve key stakeholders from various departments such as sales, finance, and operations to ensure you take different perspectives into consideration.

Cleaning and Refining Your Data

Remove inconsistencies and errors within that source data. Remember, clean data is the fuel that powers a smooth transition. We suggest the following

Address Data Inconsistencies and Errors

Before migrating, identify and correct any errors, duplicates, or inconsistencies in your source data, This step usually requires some combination of data validation tools, manual cleaning efforts, or data enrichment services.

Format for Success

Standardize the data formats to match NetSuite’s preferred language. This may involve converting currencies, unifying date formats, and mapping fields correctly.

Decode the Mandatory Map

Not all data fields in NetSuite are optional. Familiarize yourself with mandatory fields and complex data mapping scenarios to prevent complications during migration.

Choosing Your Migration Path

There is more than one way to migrate your data. Thus, before beginning the migration, you need to choose a plan that works for you.

Direct Imports

For simple migrations, direct import tools such as CSV files and the Connector SuiteApp are excellent.

iPaaS Solutions

For complex migrations that involve different source systems, iPaaS – Integration Platform as a Service works best. It is very helpful in managing different data challenges.

Extract and Load

With this straightforward approach, you can extract data from QuickBooks or some other straight-forward ERP apps and then load it into NetSuite directly. However, with this approach, you lose the opportunity for data validation mid-process.

Extract, Transform, and Load (ETL)

This is a thorough approach where data transforms either in-stream or after being temporarily stored. This method is best for fine-tuning and error checking, as the data can be cleaned and modified before being integrated into NetSuite.

Step-by-Step Data Migration Process

Begin the data migration process once you have selected the data migration method.

Step 1: Data Extraction

Begin by identifying and extracting data from the existing systems, and ensure that the data is good to go. For example, while migrating from older CRM systems, extract customer details, sales history, and interaction logs by using tools that are compatible with the old system’s formats.

Step 2: Data Transformation and Mapping

Clean your data before you start the process of data migration. This involves resolving inconsistencies and mapping source fields to NetSuite’s format.

Step 3: Authentication and Testing

Before going live, test your data for accuracy and completeness. Do perform trial runs with various subsets of data, such as segments of your product catalog. This ensures that the data is correctly displayed in NetSuite.

Step 4: Cutover and Go-Live

Implement your plan, while closely monitoring data integrity and system performance. We recommend that you schedule this transition during a period of low activity.

Step 5: Post-Migration Activities

After migration, continue to monitor data quality and address any discrepancies. Also, offer ongoing training to ensure you continue using NetSuite as effectively as possible.

Conclusion

The process of data migration will most likely be a time-consuming one, but with these tips, the process need not be too complex. If you follow these steps then you should be able to move your data from a legacy system to NetSuite with ease. With Aretove, you can access the industry-best cross-functional teams that handle everything involved in your move to NetSuite – whatever that may entail. So, let’s talk to make sure your pending move to a game-changing ERP helps your business reach its potential.