MRP Vendor Demo Questions Checklist (Free)

0%

0 of 34 items complete

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

Download checklist:

Before the demo

Send the vendor one real BOM with 3 or more levels and ask them to demo itCRITICALSend one real routing with outside processing and a setup timeList your top 5 daily tasks and ask to see each in the systemCRITICALAsk who will attend from the vendor and whether they implement or only sellAgree what you will score and who scores it

BOM, items and routing

Shows multi-level BOMs with phantom or sub-assembliesCRITICALShows engineering change or revision control on a BOMShows scrap or yield percent on componentsShows alternate or substitute materialsShows units of measure conversion between purchase and stock unitsShows routing with work centers, setup time and run timeCRITICALShows by-products and co-products if you have them

Planning and purchasing

Runs MRP and explains how lead times and safety stock are usedCRITICALShows suggested purchase orders created from shortagesShows make-to-order and make-to-stock handled differentlyShows reorder points or min/max rulesShows supplier lead times and minimum order quantitiesShows how a late purchase order changes the plan

Inventory and traceability

Shows lot or serial tracking from receipt to shipmentCRITICALShows barcode scanning on a phone or handheldShows multiple locations or binsShows cycle counts and stock adjustments with a reasonShows how consumption is posted (manual or backflush)

Shop floor and costing

Shows shop floor time tracking by operation and operatorCRITICALShows actual versus standard cost per jobShows work in progress valuationShows how outside processing is purchased and receivedShows production scheduling by capacity

Integration, data and commercial terms

Shows integration with your accounting packageCRITICALShows an API or webhooks and documents the limitsShows how to import items, BOMs and open orders, and who does itGets a written price including users, modules, implementation and supportCRITICALAsks for the data export and exit terms in writingAsks for two reference customers in your size and industry

Tick each question the vendor answered clearly in the demo with your own data. Unanswered critical items are reasons to ask for a second session.

Want a second opinion on your MRP shortlist?

Optional: an expert reviews your answers and flags risks before you sign.

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

How to run the demo

Send one real multi-level BOM and one real routing a week ahead. During the session, ask the vendor to enter your data live rather than click through a script. Keep the same questions across vendors and tick the items they actually show, not describe. Use the critical flags to decide which gaps end the evaluation and which can be worked around.

Share real data before the call
Ask to see each task done live
Score right after each demo, not a week later
Bring one operator, not only managers

What separates the tools

Cloud MRPs for small plants differ most in depth rather than breadth. Some are strong at inventory and orders with light production, while others handle routings, scheduling and traceability. Open source options such as Odoo and ERPNext give more flexibility but need an implementer. The checklist forces the differences to the surface: lot tracking, capacity scheduling, multi-level BOMs and outside processing.

Reading the results

Count the ticked critical items per vendor first, then the total. A vendor that misses two or more critical items needs a clear workaround plan or should drop out. Ask for the answer in writing when a feature is described as coming soon. Pair this checklist with a total cost view, since user count, implementation and add-on modules often change the ranking.

Common mistakes

Letting the vendor drive the agenda, judging on screen design, and forgetting integration with accounting. Another is evaluating on features you will not use in the first year. Write down the five processes that cost you the most time today and weigh those before anything else.

Frequently Asked Questions

How many vendors should I demo?

Three is usually enough for a small plant. Narrow a longer list with a short written questionnaire and public pricing first. More than three demos tends to blur the differences and delay the decision, while fewer than two leaves you with no negotiating position.

Should I give vendors my real data?

Share one representative BOM and routing with sensitive prices removed. It is the quickest way to see whether the tool fits your process. Use a short confidentiality note if the part data is proprietary, and avoid sending customer lists or full price files.

What is the most important question?

Ask the vendor to run your most complicated real job end to end: BOM, purchase, receipt, production with time tracking, finished goods and shipment. Any gap in that chain will hurt after go-live, whereas gaps in rare reports can usually be handled outside the system.

Does open source remove the need for a vendor?

No. Odoo and ERPNext have no license fee for community editions, but you still pay for hosting, configuration, data migration and support. Compare total cost including implementation hours, not just the subscription line.

If you want an independent view of your shortlist and the migration effort, Netray can review it with you.

Talk to an Expert Explore More Free Tools

Related Tools

ERP Migration & Selection

More ERP Migration & Selection tools

See all

Small Manufacturer MRP Vendor Demo Question Checklist