Quick answer
ERP data migration is moving master data, open transactions, and balances from your old systems into a new ERP. The steps are: decide what to move, cleanse it, map fields, run trial loads, reconcile against the old system, and load the final data at cutover. Most migration problems come from dirty data and skipped reconciliation, not from the tools.
- Move what you need to operate, not everything you have ever recorded.
- Cleanse at the source before you load anything.
- Run at least two trial loads before the real one.
- Reconcile every load and get a business owner to sign it off.
What data should you migrate to a new ERP?
| Data type | Examples | Usual approach |
|---|---|---|
| Master data | Customers, suppliers, items, chart of accounts, employees | Migrate after cleansing |
| Open transactions | Open orders, unpaid invoices and bills, open purchase orders | Migrate at cutover |
| Balances | Trial balance, stock quantities and values, fixed asset register | Migrate at a period end |
| History | Closed invoices and old transactions | Often summary only; keep the old system or an archive for detail |
What are the steps in ERP data migration?
- Inventory your sources. List every system and spreadsheet holding the data, and who owns each one.
- Define scope and rules. Decide what moves, how much history, and the cut-off rules, such as inactive customers older than a set period.
- Cleanse. Remove duplicates, fix formats, complete missing fields, and standardise names, units, and tax codes.
- Map. Map each old field to the new structure, including new codes for accounts, items, or warehouses.
- Trial loads. Load into a test environment, review errors, fix at the source, and repeat.
- Reconcile. Compare counts and totals: customer balances, stock values, and the trial balance must match the old system.
- Cutover load. Freeze the old system, load final balances and open items, reconcile again, and sign off.
What does data cleansing involve?
- Merging duplicate customers and suppliers
- Retiring items with no stock and no recent movement
- Standardising units of measure, item descriptions, and addresses
- Checking tax registration numbers and tax codes
- Confirming bank details with suppliers through a trusted channel
- Agreeing a single chart of accounts across entities
How do you reconcile migrated data?
- Record counts per table, old against new
- Customer and supplier balances in total and for a sample of accounts
- Stock quantity and value by warehouse
- Trial balance by account at the cutover date
- Open orders and invoices by count and value
Each reconciliation should be signed by the business owner of that data, not only by IT.
What are the common ERP data migration mistakes?
- Starting cleansing too late
- Migrating every year of history without a reason
- Skipping trial loads to save time
- Fixing errors in the new system instead of the source, so they return on the next load
- No freeze period, so the old system changes during cutover
Data migration with Hudace
Hudace ERP is an AI-native, industry-specific ERP with finance, sourcing and procurement, supply chain, manufacturing, sales, service, and asset management on one platform. Xenon AI works across the modules, from drafting and reconciling to surfacing exceptions for a person to review.
Hudace plans migration from the first week of a project, with trial loads and signed reconciliations at each stage. Read the full ERP implementation guide or talk to our team.
Frequently asked questions
How much historical data should we migrate to a new ERP?
Enough to operate and meet reporting needs. Many businesses move open items and balances, plus summary history, and keep the old system or an archive for detailed lookups.
Who is responsible for ERP data migration?
The implementation partner usually provides tools and loads, but your business owners are responsible for cleansing and signing off reconciliations.
How many trial loads do we need?
At least two full trial loads, and more if error rates are high. Each should be reconciled.
Can we migrate from Excel to ERP?
Yes. Structure the data in the import templates provided, cleanse it, and run trial loads like any other source.
What is the cutover period?
The window between freezing the old system and going live on the new one, during which final balances and open items are loaded and reconciled.
What data is the hardest to migrate?
Inventory with batches or serials, open manufacturing orders, and fixed assets with depreciation history usually need the most care.