ERP Go-Live Cutover Runbook Template for Acumatica and Sage
A go-live succeeds or fails on the runbook. This template gives you a time-ordered cutover plan covering freeze, backup, extract, load, reconciliation, smoke tests, a formal go or no-go decision and a rollback path, which you can export and adapt for any ERP move.
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Acumatica and Sage Go-Live Cutover Runbook Template
Cutover Runbook
Company: Acme Precision Ltd Source system: Sage 100 Target system: Acumatica Cutover lead: Project manager Freeze start: 2026-11-13 Go-live: 2026-11-16
Schedule
| Step | Task | Owner | Start | Done |
|---|---|---|---|---|
| 1 | Announce freeze; block new transactions in Sage 100 | Project manager | 2026-11-13 | |
| 2 | Final backup of Sage 100 and verify restore | IT | ||
| 3 | Extract master data, open orders, open balances | Data lead | ||
| 4 | Load into Acumatica in dependency order | Data lead | ||
| 5 | Reconcile trial balance, AR, AP, inventory valuation | Controller | ||
| 6 | Run business smoke tests: order, receipt, ship, invoice | Key users | ||
| 7 | Go or no-go decision at Sunday 18:00 | Steering group | Sunday 18:00 | |
| 8 | Open Acumatica to users and enable integrations | IT | 2026-11-16 |
Go or No-Go Criteria
Proceed only if the trial balance matches the source, open AR and AP agree to the control totals, inventory quantity and value are reconciled, and critical business transactions pass the smoke test.
Rollback Plan
Reopen the source system in read-write mode, notify users, and resume processing there until the issue is resolved.
Approvals
A starting template. Adapt the steps, owners and timings to your project plan, and rehearse the runbook at least twice before the real cutover.
Cutover readiness review
We can review your runbook and reconciliation approach before the go-live weekend.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the company, source and target systems, key dates and decision time, then edit the generated task list to match your plan. Assign a named owner to every step and record the actual start and finish times during rehearsals. Print the final version for the cutover room so everyone works from the same document.
Why these steps
The sequence follows the dependencies of a typical ERP cutover: stop change in the old system, take a verified backup, extract and load master data before open items, reconcile finance and inventory to control totals, then test real transactions before deciding. Reconciliation against control totals is the objective evidence the steering group needs to say go.
- Agree go or no-go criteria before the weekend, not during it.
- Test the rollback; a plan never exercised is a hope.
- Keep a communication log for users, suppliers and customers.
Common mistakes
Skipping rehearsals, leaving integrations and EDI partners out of the plan, and not freezing changes to prices and master data in the source are common. Another is declaring success before the first end-of-day and first invoice run. Plan hypercare for the first weeks and keep the runbook current as defects are found.
Frequently Asked Questions
How many rehearsals do I need?
At least two full rehearsals with production-like data, with the second run following the final runbook to confirm timings. More are justified for complex manufacturing data.
Who makes the go or no-go call?
The steering group or executive sponsor, using criteria agreed in advance and evidence from reconciliations and smoke tests, not the project team alone.
Does it work for any ERP?
Yes. The structure is generic. The source and target fields let you adapt it for Sage 300, Sage X3, Acumatica or other systems.
What about rollback?
Define the point of no return, the trigger conditions and the steps in advance. After users have entered significant transactions in the new system, rollback becomes much harder.
Netray can help automate reconciliations and data loads so the cutover steps are repeatable.
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