How to choose an ERP system: criteria and questions

Key points

• Write requirements as workflows and outcomes.
• Use realistic data and exceptions in demos.
• Protect access and data export in the contract.

Begin with the reason for change

Write observable problems: an order is entered three times, stock cannot be promised, or the report arrives too late. These become outcome criteria.

Without an important measurable problem, selection turns into a comparison of menus and promises.

Describe workflows, not only features

Instead of writing inventory module, describe the case: a salesperson checks availability in two warehouses, allocates goods and promises a date. Include approvals and exceptions.

Separate mandatory, important and optional requirements. Every mandatory item needs a reason and an internal owner.

Build the shortlist

Check industry fit, localization, integration, hosting model and supplier capability. Eliminate options that miss a critical condition before spending time on demos.

Do not confuse product recognition with implementation fit. Product, partner and internal team all influence the outcome.

Run comparable demonstrations

Send the same scenarios in advance. Ask to see a normal order, change, cancellation, error and the management report that follows.

Avoid slide-only demos. Record what is standard, configured, developed or unavailable.

Evaluate integrations and data

Ask for API documentation, limits, authentication, logs and error-handling examples. Identify which applications stay and who owns every connection.

For migration, define sources, history, cleaning, validation and reconciliation. A technically successful import can still be wrong for the business.

Compare cost and contract

Calculate licenses, implementation, customization, integration, migration, training, infrastructure, support and change using the same volumes and period.

The contract needs deliverables, acceptance, responsibilities, security, backups, response times, ownership, data export and an exit process.

Check adoption before signing

Include the people who perform the work, but do not turn every preference into a vote. Observe whether important tasks can be completed and exceptions have a clear answer.

Choose a pilot or first stage that proves value without putting the whole business at risk.

Frequently asked questions