We always build in some extra buffer time to account for minor delays, but significant delays at any step could potentially jeopardize the target go-live date. To help you plan for success in your implementation, I wanted to share five of the implementation tasks that seem to take more time than organizations expect, along with a few tips for maximizing your team’s efficiency during those steps.
- Data Preparation
If I could put data preparation on the list more than once, I would. While there are inevitably a few rounds of tweaking after the initial handoff, those typically only take a couple of days to resolve. The real time in data preparation is almost always spent cleaning up bad or inconsistent data. Many systems allow for a lot of freedom when entering data, which can cause a lot of issues when it comes time to scrub that data to bring it into NetSuite. There can also be data that needs to be acquired, should you have gaps in what you have captured in your legacy system. Last but not least, some systems (especially home-grown platforms) can be extremely challenging to export data from. Start working with your data as soon as possible to uncover any issues with data integrity or accessibility and take action on them before the data is due. Also, prepare a sample template with 10-20 records of each type so that you can get a sense of NetSuite’s formatting requirements and data structure before you do any intense data scrubbing.
- UI Forms
The user interface is at the core of how your users will experience NetSuite. In my experience, many organizations are inclined to use the native, out-of-the-box version of many forms when they initially review them. While I am all for leveraging as much native functionality as possible (especially at the initial go-live, so that users can get a sense of what changes may or may not be necessary), I also know that NetSuite was designed to be customized to meet the unique needs of each individual business. It’s for that very reason that NetSuite customization is so user-friendly – they intend it to be an ever-evolving platform that grows with an organization without the need for a team of developers on staff.
When reviewing the UI for each form, I highly recommend consulting with each functional group to identify what does and does not work within your current platform and to call out any gaps between NetSuite’s native forms and the information that your company needs to capture. Consider the way in which users enter data and be open to moving fields and tabs around in NetSuite so that you can best support their workflow. Not only does this make employees more efficient in their processes, it also makes it much easier for them to embrace NetSuite as their new system of record.
- PDF Templates
Like email templates, PDF templates are often overlooked because many ERP systems do not offer much in the way of customization capabilities (or only avail them to developers), so organizations are accustomed to having their PDF layouts dictated to them by their system. In NetSuite, however, PDF templates are highly customizable and leverage Freemarker and HTML code for pixel-perfect design capabilities. For some organizations, the freedom to be able to configure PDF templates in any way they envision can be overwhelming and can quickly become a larger undertaking than anticipated if they intend to design them from the ground up.
I always recommend using the default NetSuite advanced PDF template for each record type as a starting point, as it tends to cover the bulk of the data points that most companies want to include. Using that as a baseline, begin adding the information that your customers, vendors, and other contacts request most frequently so that you can reduce inbound communication. If you’re going to make substantial changes to the visual presentation of the template, come up with a consistent framework that you can use for all PDF types. This makes it much easier to design and maintain your PDF templates and provides a uniform brand experience.
- System-Generated Emails
Even in this day and age, many platforms still don’t offer a full range of automated transaction emails – and of those that do, many don’t allow you to customize the content. NetSuite gives you the ability to create HTML email templates for your transactions and can even be customized further to allow for unique distribution logic if your business process demands it. Because so many organizations don’t have custom email templates in their legacy systems, email design and content is often not on their radar. Sit down with your team to find out what information is most frequently requested by customers/vendors and make sure that you include that information in the body content of your emails. Scan your inbox for examples of emails that you have received and found to be effective and use those as a starting point for your own design. Also, spend some time developing a consistent header that can be used across all templates – it makes for a professional and consistent experience for everyone that you do business with.
- Open Transactions
Although it is one of the last tasks in your NetSuite implementation, the migration of open transactions should begin early in the process as they often require significant clean-up and/or reformatting. Many of the same concerns with general data preparation also apply here, but there are added dependencies that can make open transaction migration even more challenging. In particular, decisions made to develop uniform naming conventions for items, GL accounts, and entity records can have trickle-down impact here, since the data exported from your legacy system may need to be updated to match the data imported into NetSuite. Additionally, we recommend the use of dummy accounts payable and accounts receivable accounts when bringing in your open transactions, which will require some additional set-up. If you are working with a NetSuite partner they should configure this for you and guide you through how that will impact how you format your data, but it will require some changes to your data prior to import.
Just as I recommended when preparing other data types, creating templates with a few transactions of each type well in advance of the actual migration will help you to identify any formatting quirks or data issues that need to be addressed prior to your final import. Begin this process as early as is feasible so that you can get in a few rounds of adjustments without impacting your timeline.
Making the choice to embark on a NetSuite implementation is a huge decision for any organization, and being able to successfully hit key milestones is critical to going live on time. A good NetSuite implementation partner should help you to identify aspects of the process that may need additional attention or resources before there is any impact to your schedule, but it’s also helpful to keep an eye out for the tasks that tend to be especially time consuming so that you can be proactive when you tackle them.
Do you have questions about the NetSuite implementation process? Contact Concentrus today to discuss your ERP needs.
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