Spreadsheet to MRP Migration Checklist
Spreadsheets run many small plants well until volume, SKUs or staff turnover make them fragile. Moving to an MRP succeeds when data is clean and the cutover is planned, and fails when teams import messy sheets and hope. This checklist covers the sequence.
0 of 32 items complete
13 critical items still open - these are the highest-risk gaps.
Scope and process mapping
Item master and units
Bills of materials and routings
Partners, orders and opening balances
Testing, training and cutover
Critical items are the ones that most often cause a failed or painful cutover. Do not go live with unchecked critical items.
Migration readiness review
Optional review of your item master, BOM and open order data before you import.
Optional. The tool and every export work without this. No spam.
How to use the checklist
Work through the groups in order. The first group clarifies what the spreadsheets actually do, since hidden logic such as colour coding, formulas and personal rules is the largest risk. Item master and units come next, because everything else depends on them. Tick items as completed and treat critical items as gates. Export the list and use it in weekly project meetings so that everyone sees the same status.
- Assign an owner and a date to every unchecked item.
- Review progress weekly, not at the end.
- Keep a log of data decisions for later audits.
Why data comes before software
An MRP calculates from item data, BOMs, lead times and inventory balances. If any of those are wrong, the system produces confident but wrong purchase suggestions and shortage lists, and users blame the software. Time spent standardising codes, units and BOMs usually pays back more than time spent comparing features. Plan for data preparation to be the longest part of the project, and have the people who know the product do the validation.
A realistic sequence
A typical small plant works through five steps: map the process, fix master data, load a test sample, run end-to-end tests, then cut over with a short parallel period. Opening stock should be counted at the cutover date, and open orders loaded from the same moment. Keep the old spreadsheets for reference but remove edit access to avoid two sources of truth. Expect the first month to be slower, then review exceptions rather than normal work.
Common mistakes
The usual errors are importing every legacy item, keeping informal unit conversions, loading opening stock before the count is final, and skipping the parallel period to save time. Another is trying to configure every feature at once. Launch with core flows: purchasing, receiving, production orders, shipping. Add scheduling, quality and costing refinements after the data is trusted.
- Do not migrate unreliable history just because it exists.
- Do not let two people own the item master.
- Do not skip operator training on scanning or issuing materials.
Frequently Asked Questions
How long does it take to move from Excel to an MRP?
For a small plant with clean data, expect roughly one to three months. The time depends mainly on BOM and item cleanup, stock counting and training. Complex routings, many SKUs or multiple sites extend it.
Should I run both systems in parallel?
A short parallel run, one or two planning cycles, is wise for the core flows. It catches data errors without risking deliveries. Avoid a long parallel run, because double entry exhausts staff and encourages abandoning the new system.
What data must be perfect before import?
Item codes and units, active BOMs, supplier lead times, and opening stock quantities. Small errors there multiply into wrong shortages and purchasing. Historical sales data and old closed orders matter much less.
Can I migrate in phases?
Yes. Many plants start with inventory and purchasing, then add production orders and scheduling. A phased approach reduces risk but needs clear boundaries so data is entered only once.
If you need help extracting and cleaning spreadsheet data or reconciling the first loads, Netray can support the migration.
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