SAP Business One Go-Live Cutover Checklist

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

Download checklist:

Data readiness

Item master loaded, reviewed and signed off by operationsCRITICALBusiness partner master loaded with payment terms and tax detailsCRITICALBills of materials loaded and spot-checked against engineeringCRITICALPrice lists and special prices loaded and tested on sample ordersWarehouses, bin locations and default warehouses per item group setBatch and serial managed items flagged correctly before stock is loadedCRITICAL

Opening balances

Trial balance agreed with the old system at the cutover dateCRITICALOpen A/R and A/P invoices loaded by due date and reconciled to control accountsCRITICALPhysical stock count completed and valued stock matches the opening journalCRITICALOpen sales orders and purchase orders loaded with remaining quantitiesOpen production orders either closed in the old system or recreated with issued quantitiesPosting periods opened and previous periods locked

Configuration and security

Numbering series, document settings and default accounts confirmedCRITICALAuthorizations tested by role, with a user from each departmentApproval procedures configured and tested with real thresholdsTax codes and withholding set up and tested on sample documentsCRITICALPrint layouts and PDF layouts for key documents approvedSuperuser rights limited and the manager password changed from the defaultCRITICAL

Integrations and reports

Every integration tested end to end with production-like dataCRITICALService accounts and licenses assigned for each integrationKey reports and queries validated against old-system figuresDashboards, alerts and scheduled reports configuredEDI, banking and e-invoicing connections verified where used

Cutover execution

Cutover plan with owners, times and rollback decision point agreedCRITICALOld system frozen and final extracts taken and archivedCRITICALFull backup of the new company database taken before the final loadCRITICALDry-run of the load completed with timing recordedGo or no-go meeting held with signed-off criteria

Training and hypercare

End users trained on their own scenarios in a copy of the live dataCRITICALQuick reference guides for order entry, receiving and production issuedDaily issue log with owner and severity set up for the first weeksSupport roster agreed between company and partnerFirst period close planned with finance and partner supportCRITICAL

Tick each item that is complete. Any unticked critical item should be resolved or consciously accepted before the go-live decision.

Second opinion on your cutover plan

Optional: a short review of your cutover plan and hypercare approach.

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

How to use it

Review the list with the project manager and finance lead two to three weeks before the date, assign an owner to every unticked item and rerun it at the go or no-go meeting. Critical items are those whose failure produces wrong money or wrong stock on day one. Print or export the result and attach it to the sign-off.

Why balances come first

Opening balances set the base that every later report depends on. Agree the trial balance, open invoices and valued stock with the legacy system on the same cutoff date, then freeze that date. A stock value that differs from the opening journal will show up in the first month close as unexplained variance, and unwinding it live is expensive.

One cutoff date for GL, AR, AP and stock
Count stock, do not trust the old on-hand figure
Reconcile control accounts before releasing users
Keep the old system read-only for audit

Common mistakes

Loading open production orders without issued quantities creates false shortages. Leaving default users and superuser rights in place is a control gap. Skipping a dry run means the real load is also the first timing test. And ending support on day three removes help just when the first month-end shows what was missed.

Frequently Asked Questions

How long before go-live should the cutover plan exist?

At least four weeks for a manufacturer, so the dry run and the stock count fit. The plan should list the tasks, owners, durations and the rollback decision point with a time attached.

Should we go live at month start or mid-month?

Most teams prefer the first working day of a period, since the opening balances then match a period boundary and the first close is cleaner. Mid-month is possible but needs careful handling of open documents.

Can we run the old and new system in parallel?

Briefly for reporting reconciliation, yes. Running both for transactions doubles the work and creates conflicting master data, so choose one system of record per process from the cutover date.

What does hypercare usually cover?

Daily triage of issues, fast fixes to configuration and layouts, extra training and support through the first period close. Two to six weeks is typical, set by the size and number of sites.

Netray works with Business One partners on reporting and AI over live ERP data after go-live, read-only and on your servers, if that helps your first months.

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