TO-BE PROCESS DESIGN & ERP CONFIGURATION

 

TO-BE PROCESS DESIGN & ERP CONFIGURATION

This is where the real ERP implementation starts. You convert business requirements into automated workflows.

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1️⃣ TO-BE Process Design (Future State Mapping)

For every department:

✔ Define ideal workflow inside ERP
✔ Fix approval hierarchy
✔ Decide mandatory fields
✔ Identify business rules (credit limit, pricing, tax rules, tolerances)

Example – Sales TO-BE Flow

Lead → Quotation → Sales Order → Delivery → Invoice → Receipt → Reports

Output:
📄 TO-BE Process Document (signed by process owners)

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2️⃣ Master Data Structure Finalization

Decide how your data will be coded and structured:

Master	Must Decide
Item Master	Item Code format, UOM, HSN, Category, Batch/Serial
Customer	Territory, Payment terms, GST
Vendor	Approval, Rating
Chart of Accounts	Ledger groups, Sub-ledgers

Rule:

Bad master data = failed ERP

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3️⃣ ERP Configuration

Vendor configures modules according to TO-BE design:

✔ Chart of Accounts
✔ GST, TDS, tax rules
✔ Inventory & warehouse structure
✔ BOM & Routing (Manufacturing)
✔ Payroll structure (HR)
✔ Security roles & permissions

⚠ Tip: Configure first, customize later.

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4️⃣ Identify Customizations (Only If Needed)

For gaps not covered by standard ERP:

• Custom screens

• Additional fields

• Special approval rules

• Unique reports

Create a Change Request (CR) for each customization with cost + timeline.

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5️⃣ Integration Design

Define how ERP will connect with:

• CRM

• E-commerce portal

• Payment gateway

• External BI tools (Power BI/Tableau)

• Barcode / RFID / IoT machines

Prepare API / Integration diagram.

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6️⃣ Data Migration Strategy

Plan migration of:

• Item master

• Customer master

• Vendor master

• Opening inventory

• Open purchase orders

• Open sales orders

• Ledgers & trial balance

Decisions Required

✔ Who prepares data?
✔ Source system? (Tally, Excel, Legacy App)
✔ Validation rules?

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7️⃣ Testing Planning

Define test scenarios for each module:

✔ Sales order booking
✔ Purchase & GRN
✔ Payroll run
✔ Production plan & costing
✔ Tax reports

Output: UAT (User Acceptance Test) plan