ERP Data Request Form Template
Most bad ERP reports start as a one-line request. This template forces the requester to state the purpose, the exact fields, the filters and the delivery format before an analyst writes any SQL.
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ERP Data Request Form Template
ERP Data Request
Requester: Priya Nair Department: Supply Chain Planning Request date: 2026-10-20 Needed by: 2026-10-27 System: Infor SyteLine 10
Business purpose
Review open purchase order lines more than 14 days past promise date to prepare the weekly supplier call.
Data specification
Fields required: PO number, line, vendor, item, ordered qty, received qty, promise date, buyer
Filters and date range: Open lines only, promise date before today minus 14 days, all plants
Delivery
Frequency: Weekly Format: Excel Sensitivity: Internal
Acceptance check
| Check | Done | Notes |
|---|---|---|
| Row count agrees with an ERP screen for a sample day | ||
| Totals reconcile to a known report | ||
| Requester confirmed the columns are what they meant | ||
| Access to the output limited to named users |
Approvals
Adapt the fields to your own intake process. If the data includes personal data or export-controlled technical data, route the approval through your privacy or trade compliance owner. This is a starting template, not legal advice.
Automate routine data requests
Optional: a short review of which of your recurring ERP requests could be answered directly from live ERP data.
Optional. The tool and every export work without this. No spam.
How to use the form
Fill the fields in the order shown. The business purpose matters most: it tells the analyst which grain of data is needed (order line, shipment, lot) and whether a one-off extract or a recurring report is the right answer. Export the PDF or Word copy and attach it to your ticket so the request, the approval and the delivery all live in one place.
- State the grain: one row per what?
- Name fields as they appear on the ERP screen
- Give filters as business rules, not SQL
- Pick a frequency honestly, daily jobs have a maintenance cost
Why the acceptance check exists
An extract that nobody reconciled is a liability. The acceptance table asks for a row count match against an ERP screen and a total tie-out to a known report. This is the same idea as a control total in a data migration: if two independent views of the same population disagree, find out why before the number goes into a meeting.
Sensitivity and access
Choose the sensitivity level up front. Cost, margin and payroll data usually need a data owner sign-off. Technical data on controlled programs may be restricted by your trade compliance rules, and personal data brings privacy obligations. The form does not decide any of this for you, it makes the question visible before the file is emailed around.
Common mistakes
Requests that say 'all data' or 'everything for last year' produce slow queries and unusable files. Requests with no end date get cached results that drift. Requests that skip the purpose get delivered exactly as written and then rejected because the business question was different. Keep the form short and specific.
Frequently Asked Questions
Who should approve an ERP data request?
The data owner for the subject area approves content, and your IT or analytics lead approves effort and access. For routine operational reports a team lead approval is usually enough. Sensitive data such as cost or personal data should always have a named owner.
Should every request use this form?
No. Quick questions that a user can answer on an ERP inquiry screen do not need a form. Use it for anything that needs SQL, a custom report, a recurring job or an export of sensitive data.
How do I handle recurring requests?
Mark the frequency, then register the result as a scheduled job with an owner and a review date. Recurring extracts that nobody owns are a common source of stale reports and wasted database load.
Can I edit the template wording?
Yes. Fields and headings are meant as a starting point. Keep the purpose, grain, filters, sensitivity and acceptance check even if you rename everything else.
If your analysts spend their week turning these requests into Excel files, we can help you put a governed, read-only natural language layer over your ERP so simple requests answer themselves.
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