Prophet 21 Upgrade Checklist (Free, PDF/Excel)

0%

0 of 36 items complete

13 critical items still open - these are the highest-risk gaps.

Download checklist:

1. Planning and scope

Confirm current version, target version and the supported upgrade path with Epicor or your partnerCRITICALRead the release notes and list changes that affect your modulesName a project owner, a business lead per department and a technical leadCRITICALAgree the cutover window with sales, warehouse and finance, avoiding month end and peak seasonSet a budget for testing time, partner hours and temporary backfillCheck hardware, database and operating system requirements for the target version

2. Environments and backups

Restore a full copy of production into a test environmentCRITICALVerify that production backups restore successfully, not just that they runCRITICALDocument database size, growth and maintenance jobs before the upgradeMask or restrict sensitive customer and bank data in the test copyKeep a frozen pre-upgrade copy for comparison and rollback referenceConfirm licensing and user counts carry over to the new version

3. Customizations and reports

Inventory every custom report, form, trigger, DynaChange rule and user-defined fieldCRITICALRetire anything unused so you do not test or migrate dead itemsRetest custom reports against the new schema and sample dataCRITICALCheck any direct SQL views, stored procedures or Crystal-style reports for changed tablesConfirm third-party add-ons are certified for the target versionCRITICALRecord which customizations were changed or removed and why

4. Integrations and devices

List every integration: EDI, ecommerce, payment, tax, shipping, punchout, BI and warehouse scannersCRITICALTest each integration end to end in the test environment with real sample transactionsCRITICALConfirm API credentials, endpoints and certificates are valid after the upgradeTest RF guns, label printers and receipt printers with the new clientRoll out the new client or desktop software to a pilot group first

5. Testing and training

Write test scripts for quote, order, pick, ship, invoice, receive, return, AP and AR cash applicationCRITICALInclude month end, tax, and commission or rebate runs in testingCRITICALHave real users run the scripts, not only IT, and log defects with ownersRun a parallel check of key reports (inventory valuation, AR aging, open orders) old versus newTrain users on changed screens and publish a short what-changed guideDefine go and no-go criteria in writing before cutover week

6. Cutover and post go-live

Freeze changes and complete a final backup immediately before cutoverCRITICALDocument the rollback plan and the point beyond which rollback is no longer possibleCRITICALRun the upgrade rehearsal at least once with timing recordedVerify integrations, printing and scanning before opening to all usersStaff a floor-walker and a defect triage rota for the first weekReview performance, error logs and scheduled jobs daily for the first two weeksHold a lessons-learned review and update the runbook

Critical items are the ones that most often cause failed cutovers or a rollback. Do not schedule go-live until every critical item is done or has a written, accepted risk.

Custom report upgrade review

Optional: send your custom report and view list and we will point out the ones most likely to need rework.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Work through the six phases in order, ticking items as they are completed and flagging those that are not applicable. Critical items are marked because they are the ones that most often cause a rollback. Use it as a shared status page in project meetings and export the result to PDF for sign-off. Run the checklist twice: once at planning to scope effort, and again before the go and no-go meeting to confirm readiness.

Why the test copy matters most

An upgrade rehearsal on a real copy of production shows you timing, data issues and broken customizations before they affect the business. Restoring from backup also proves your backups work, which many teams have never checked. Insist that users, not just IT, test using their real daily scenarios, including edge cases like returns, special orders and drop ships. Anything that is only tested by the administrator will fail on the first real order.

Customizations and integrations

These are the two biggest sources of surprise. A report that reads a table directly can break if the schema changes. A third-party add-on may not yet support the target version. An integration may rely on a credential or endpoint that changes. Inventory them all early, prune what is unused, and test each with real sample transactions. If a vendor cannot confirm support for the target version, that is a schedule risk to raise immediately.

Common mistakes

Skipping month end testing is common, and the first close on the new version is the worst time to find a problem. Scheduling cutover at peak season or quarter end compresses the safety margin. Not writing down a rollback point means nobody knows when it is too late to go back. Finally, treating training as optional leaves users working around changed screens in ways that create data problems.

Frequently Asked Questions

How long does a Prophet 21 upgrade take?

It depends on version gap, database size, customizations and testing depth. The technical upgrade itself may take hours, while planning and testing commonly take weeks to a few months. Allow time for at least one full rehearsal on a production copy.

What breaks most often during an upgrade?

Custom reports, direct database views, third-party add-ons and integrations. Standard screens usually work, but anything built on assumptions about tables, fields or endpoints needs retesting. Inventory them early so they are not discovered during cutover.

Do I need a test environment?

Yes. Upgrading production without a rehearsed copy is the single biggest avoidable risk. The test copy proves timing, shows customization problems, and lets users practice before go-live.

When should I go live?

Choose a window away from month end, quarter end, year end and your seasonal peak, with leadership available for decisions. Many distributors upgrade over a weekend with a half-day buffer before Monday opening.

If you want custom reports and queries reviewed for upgrade impact, we can help analyse your exported report and view definitions and flag the ones that need attention.

Talk to an Expert Explore More Free Tools

Related Tools

Epicor

More Epicor tools

See all

Prophet 21 Upgrade Checklist