Key points
- A spreadsheet often acts as process, database and report at once.
- Data cleaning requires business decisions.
- Transition needs a clear rule for the official source.
Signs that spreadsheets became a limit
Files have copies called final and final new, formulas are known by one person, and departments report different numbers. One paste error can change stock or a customer promise.
Spreadsheets remain useful for analysis. The problem begins when they become a multi-user operational system without access rules, history or validation.
Inventory files and owners
List each file, location, editor, source, users, frequency and supported decisions. Include system exports and files sent by email.
Mark duplicate information and contradictions. Do not assume the newest copy is correct. The process owner must decide.
Turn columns into rules
For every field, define name, format, requirement, allowed values and source. Agree what active customer, closed order or available stock means.
Formulas often hide business rules. Document and test them before implementing them in ERP.
Clean and map data
Merge duplicates, normalize codes and separate information mixed in one cell. Preserve the relationship between old and new identifiers for verification.
Do not clean the only copy. Work from controlled exports, keep the original and record the applied rules.
Run trial migration and reconcile
Import a representative set, then check record counts, totals, balances, stock and relationships. Test the workflow using the data, not only how it appears on screen.
Repeat the migration after improving rules. A repeatable script is safer than a one-off manual operation.
Control the transition period
Set the date when ERP becomes official and restrict changes in old files. If running in parallel, define who enters data and how differences are compared.
Archive old files as read-only. After stabilization, confirm that required reports and exports exist without returning to the old workflow.
Relevant Webmate resources
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Frequently asked questions
Must every spreadsheet be imported?
No. Import data needed by workflows and obligations. Historical files can remain archived when accessible and verifiable.
Can we continue using spreadsheets?
Yes for analysis and controlled exchange. ERP should remain the official source for agreed operational data.
Who validates migrated data?
Process owners and responsible finance or operations staff, not only the technical supplier.
