How to Migrate from QuickBooks to ERP (Signs, Plan, common mistakes to avoid)

QuickBooks has long been trustworthy accounting software for small businesses, but as these organizations grow into the medium category, they run into certain issues. QuickBooks’ rigidity and limited scalability make it a poor fit for a developing business. If you need to use spreadsheets and other software to complete tasks and experience slow reaction times, your QuickBooks system has reached its end of life. Enterprise resource planning (ERP) software is now available to you.

In every manner, ERP software outperforms QuickBooks, providing complete capability, agility, and scalability to support corporate growth.

While you are planning on migrating to the ERP from QuickBook, do you think you are prepared? Let’s find out.

Have you ever tried shifting the house or office? Packing, loading, unloading, and still, something goes wrong. Why? It happens because something went wrong during the process. We learn our lessons from others and avoid repeating those mistakes again or for ourselves if it’s our first time.

Similarly, migrating your QuickBooks to ERP requires some extra attention too. Now, you need to know if you really need to migrate from QuickBooks to ERP. If yes, then how to do it and how to avoid mistakes?

Top Signs you need an upgrade QuickBooks to ERP 

Do you hear your accounting team complaining and ranting about the business complexities? Well, we know businesses are not getting any easier. Businesses thrive with constant scaling. If you are not growing, you are probably going to hit rock bottom which is not good for business in digital times. Sounds scary?

Considering business complexities along with the benefits of ERP, we have gathered information on all the signs warning you to upgrade QuickBooks to ERP.

  • Manual data importing & unreliability
  • Storage Limitations Leading to Performance Slowdown
  • Falling Short of Industry Best-Practices
  • Lack of Manufacturing & Inventory Capabilities
  • A Barrier to Fast Decision Making

No. QuickBooks is a software application that can be used to track sales and income, manage payroll, and prepare for tax season. However, ERP systems allow you to keep track of all of your company’s assets, not just its financial assets.

QuickBooks is most commonly used by businesses with 10-50 people and revenue of $1 million to $10 million.

For many businesses, QuickBooks has become the industry standard for small business financial management software. Although it can be a good fit for small firms at first, it can rapidly become the torment of your finance team’s existence once you reach rapid growth. An upgrade from QuickBooks can relieve your finance team’s anguish and help you set up your company with the systems it needs to support its growth and expansion.

upgrade

QuickBooks to ERP migration Process

Planning for a migration? Well, before that you might have considered going for ERP software integration with QuickBooks, but it requires compatible ERP and it can be tough. However, the migration is a bit more convenient. So, how to migrate QuickBooks to ERP? Let’s check out the process.

In comparison to ERP data management, QuickBooks data management is generally straightforward. ERP solutions provide a broader range of features than QuickBooks. This can be difficult to understand when attempting to calculate things like inventory value depreciation.

To begin, identify which aspects are critical to the company. You might think of something like this:

  • Inventory stock levels, cost, and lead times
  • Existing customer orders including deadlines
  • Current balance sheet
  • Existing vendor orders
  • Plants, plant equipment, and assets

The successful migration of relevant data to your ERP system is critical to the success of your integration. It can be complicated because most ERP systems include features that QuickBooks does not.

Missing data can lead to inaccurate reporting, and data loss is common during migrations. If you use mission-critical stock but do not account for it in the new system, for example, it will not reorder on time or appear in a report.

These can result in expensive delays and even damage to a company’s reputation.

The utilization of trained teams is the solution to data migration challenges. Good ERP software companies will have their own and will be happy to walk you through the process. Some people may take care of it individually at first and then train others.

When their own data is being moved, make sure department leaders are present. This is an excellent opportunity to sanitize data and save time in the future. The data that will be discarded will be chosen by your department heads. It’s pointless to migrate data that isn’t relevant.

Following the completion of the data migration to the new system, you should consider the additional options available to help you manage your business more efficiently. Tell your support staff what you want to see and how you want the system to function. As a result, they should instruct you on how to use and configure the system.

Permissions for responsibilities and job positions should be organized in a hierarchical fashion. They can be changed later if necessary. Allow enough time for the new system to become established. Use a test system for final checks. This should entail the second round of data cleansing, using the same procedures as before.

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The planning step clearly shows the significance of the staff training.

When the system goes online for the first time after training, expect teething problems. It’s critical to give your team your complete support and to instill trust in them. Switching from one system to another, especially one as complex as an ERP, can be intimidating.

You should quit utilizing the old system only when you and your team feel confident. Do not make a hasty transition to the new ERP-based system. It’s not a sprint; it’s a marathon. You don’t want to make a mistake and destroy your reputation as a result.

migration Process

Top 5 Mistakes for and how to avoid them

Finally, moving from the Quickbooks to ERP? Great choice. However, there are plenty of organizations complaining about ERP. It is not because they got the wrong RP, but they made mistakes during the migration process and now it is in a bad situation. If you don’t want to end with bad results, avoid the following mentioned mistakes for good.

Moving from QuickBooks to an ERP system necessitates transferring existing financial data to the new ERP system.

Because it is simple to map data erroneously or wrongly move data to the new ERP system, the migration of master data, opening balances, and transactional data should not be done lightly or delegated entirely to automated migration wizards. As a result, begin with thorough data migration planning.

Failure to clean and evaluate data prior to conversion is a common mistake that many businesses make when transitioning from QuickBooks to ERP.

Inadequate data can lead to migration delays, cost overruns, and the expansion of the scope of a financial system transfer project. The good news is that most ERP systems include import templates and data cleansing tools to help you clean up your data right away. Make use of the resources at your disposal.

Failure to evaluate important requirements throughout the process is one of the most common mistakes firms make while converting from QuickBooks to ERP. During implementation, functionality and processes developed during the planning stage are “lost,” limiting the utility of the final product.

When companies assume that ERP systems perform the same way as QuickBooks, they typically run into problems. They subsequently neglect to test their assumptions about how the new ERP system would work, resulting in errors and inaccuracies that are significantly more difficult to fix later.

Spending additional effort during the requirements phase to explain exactly how the old system functioned in QuickBooks, as well as what processes and configurations are required from the new ERP solution, will help you avoid both of these problems.

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ERP systems can accomplish a lot more than QuickBooks, which is likely one of the reasons your company is switching from QuickBooks to ERP. Some firms, on the other hand, fail to consider how this additional functionality, if not anticipated at the outset, can cause problems later.

Understanding the complexities and new opportunities offered by an ERP system and making essential adjustments during migration, rather than subsequently, will help you avoid making this error. Don’t just copy and paste what you’ve been doing into the new ERP system.

Businesses should not attempt the move on their own, especially when it concerns financial information.

The third major blunder made by businesses when migrating to ERP is attempting to handle the full migration process on their own. This is the time when you need a consultant who understands and has experience with the process you’re working on. When preparing your QuickBooks to ERP transfer, talk with your ERP vendor or employ a trained ERP expert.

QuickBooks

Not sure? Get in Touch

Hopefully, the guide was helpful. Yet, if you have questions or concerns, we at DFSM are ready to help anytime. Our certified team members understand today’s business challenges and are ready to provide the best solution for your ERP migration process. So, be it desktop enterprise solution or cloud solution, just let us know your needs and we will manage it further. And if you want to know how D365 is helpful for supply chain management, warehouse management or inventory management, we would be happy to assist you.

Contact DFSM

Improve your financial operation with Dynamics 365 FO

In today’s market climate, success cannot occur without leveraging technology to handle your finances globally, track performances in real-time, automate and simplify functions, protect your potential business results and optimize your productivity.

How is Microsoft Dynamics 365 Finance helping in boosting financial performance?

 

With regulatory features spanning 37 countries and 42 languages, Microsoft dynamics 365 finance & operations integration enables companies to compete internationally by adapting locally to diverse workforces and evolving laws. With the individual search study, Dynamics 365 Finance is GDPR-ready, assisting organizations in responding to data topic requests.

  • Electronic reporting: Global electronic reporting includes configurable e-invoicing, making it simple to adjust to regular regulatory changes.
  • Workspaces: New features in D365 Finance and Operations offer workspaces, each with rich analytics views and processes customized to the user’s position. Workspaces provide real-time visibility into overall results, including drill-through and transaction data. Hundreds of pre-built reports provide a comprehensive view of business processes across several dimensions.
  • Legal Support: Customizable tools make it easier to produce end-of-month reports by supporting local and international rules.
  • Enhance your financial decision-making: Dynamics 365 Finance predicts the future by using historical evidence. AI-driven insights, machine learning, and predictive analytics provide strategic insights into future cash flow, allowing for better decisions, behavior, and outcomes.
  • Predictive financial insights: Predicting when customers will pay is a big challenge for businesses. Slow and infrequent payments limit cash flow and impede both long-term planning and regular results. Dynamics 365 finance forecasts when invoices will be billed by evaluating customer payment history. It also provides companies with techniques to increase the likelihood of receiving payment on time.

“Our brand has very strong growth plans, and we needed an ERP system that could flex with it.” – Director of an IT, apparel brand.

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Unify and automate your business processes

With tools including vendor invoice automation, vendor partnerships, and quote to cash, budget preparation, budget tracking, cost management, and recurring invoices, Dynamics 365 finance simplifies financial operations. The use of a common map of accounts simplifies intercompany movements and routine financial consolidations.

Organizations can easily incorporate external data and automate approvals with configurable data management software. Dynamics 365 finance integrates closely with Office 365, allowing you to work seamlessly with Outlook, Skype, and Excel.

Dynamics 365 Finance enables mobile flexibility with applications such as cost tracking, vendor invoice approvals, vendor collaboration, and more. These apps often operate in offline mode, which is useful when there is little to no internet access.

“One nice thing about Dynamics 365 is that I can take a Laptop out on the production floor or do whatever I need to do off a hotspot. That’s the positive side of the cloud. I can be anywhere and be connected.” – ERP Manager, automotive manufacturing.

Get in touch

 

Dynamics 365 enables companies to compete both globally and locally. It creates true business value by optimizing accurate and timely regulatory reporting and intelligent and predictive insights that are contextualized and supported by machine learning data, enabling efficiencies, new market opportunities, and innovation.

Accelerate into the future of global business by partnering with DFSM for its implementation. Get to know about the Microsoft dynamics 365 finance & operations prices along with the implementation procedure. Start today by getting a Microsoft dynamics 365 finance & operations trial.

invoice automation d365

11 ways to monitor your ROI in ERP

When planning an ERP project, one of the first tasks is to measure the return on investment (ROI)( check our Free ROi calculator) that new technologies and efficient processes can bring to your organization to make it more productive.

At the most basic level, more productive outputs will result in reductions in operating, inventory, and labour costs thus providing the most direct return on investment. However, there are also advantages that are indirect.

You can streamline your ordering process, eliminate physical inventory, improve production quality, and make scheduling more efficient. Improving operational data access allows for more precise material preparation, manageable reporting, new dashboards, and better, data-driven decisions. It will also increase customer loyalty, improve supply chain coordination, enhance delivery efficiency, and other factors that can all contribute to ROI.

Dynamics365 ROI

UNDERSTANDING THE VALUE OF ERP ROI

Dynamics-365 erp

If you are wondering what’s the ROI for Microsoft Dynamics 365, let us help you. The ROI will serve as the basis for the rationale of your project. It will assist in the availability of apps and will have areas of focus and assessment, helping you to determine the progress of your transition.

FORECAST THE COSTS OF YOUR ERP:

The quest for possible ROI begins with these 11 key process areas when your company sets out to make the business case for a better or entirely new ERP solution:

Financial Management

 

Management and the entire company benefit greatly from greater trust in financial statements and analysis, faster information access, quicker closing and period-end operations, and efficiencies generated by the reduction (or elimination) of outside-the-system spreadsheets.

Forecasting

 

Comprehensive Sales & Operations Planning (S&OP) skills include greater knowledge and analysis. It is possible to more accurately predict demand, make more informed decisions, rely on trends, and, most importantly, manage sales demand more quickly, precisely, and proactively. Besides, it is easy to navigate market transitions, volatility, and economic shifts.

Inventory Management

 

Efficient forecasting and better visibility into sales demand allow more effective inventory management, lower carrying costs, and better visibility into slow-moving and dead inventory. 

Pricing and Margin Management

 

Efficient pricing tools boost margin/profit analysis, allowing for better strategic positioning and, when combined with Product Lifecycle Management (PLM) analysis, providing information that can be used to manage product portfolios better and drive higher profitability.

Product Development

 

PLM enables successful management of product lineup and mix, as well as R&D expenditures, and the identification of products that no longer fulfil the company’s strategic objectives.

Production Management

 

Better capacity planning is made possible by enhanced production management capabilities and the ability to perform a thorough analysis of production bottlenecks, routing times and material movement, staff utilization, plant and equipment utilization changes, maintenance schedules, and system uptime.

Quality Management

 

QM tools enhanced product output visibility, RMA root cause analysis, visibility into rework operations, and better information on raw material quality supplied component goods and third-party services.

Sales Management

 

Customer Relationship Management (CRM) capabilities allow detailed sales performance analysis and provide valuable insight into customer purchasing trends, customer demographic data, sales activities, and sales performance.

Supply Chain Management

 

Improved inventory management allows for improved management of the entire supply chain, resulting in lower logistics costs, more efficient supplier/vendor management (and higher performance), shorter lead times, and data that can be used to help strategic procurement and vendor negotiations.

Warehouse Management

 

WMS technologies increase speed and accuracy by using high-efficiency and control pick-up/put-away, barcoding, and routing.

E-Commerce

 

Enabling direct-sales platforms and enhancing current e-commerce performance and customer experience provides a major competitive advantage and costs savings. A strong e-commerce capability leads to increased customer loyalty, repeat purchases, improved forecasts, and higher margins. Besides, re-organizing warehouse operations to support efficient pick-pack-ship will result in better efficiency, especially in a less-than-case-order setting.

The next step is to measure the return in these – and other fields, which is a major challenge. An outside ERP advisor like DFSM can assist with market benchmarks by implementing Dynamics 365 marketing ROI.

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