Migrating to MegaPro ERP
This guide outlines the recommended steps for moving your core business data (products, customers, and suppliers) from your old system into MegaPro ERP. A systematic migration ensures a smooth transition and data integrity.
1. Prerequisites and Data Integrity Check
Before you begin, ensure your MegaPro ERP environment is ready and your source data is clean.
The success of migration depends on the quality of your source data. Clean data before export, as it is much harder to clean within the import templates.
Environment Preparation
| Requirement | Description |
|---|---|
| Complete Setup | Ensure your MegaPro ERP instance is fully registered, verified, and has a valid subscription |
| User Preparation | Log in as a Super Admin and configure all necessary business locations and user roles |
| Data Cleaning | Review your old system’s data and correct any errors, duplicate entries, or inconsistencies |
Data Cleaning Checklist
Before exporting from your old system, verify:
- No duplicate product entries
- Product names are consistent and accurate
- Customer/supplier phone numbers are correctly formatted
- Email addresses are valid
- Categories and classifications are properly assigned
- Prices are up-to-date and accurate
2. Data Export Strategy
The core of migration involves exporting data into a structured format that MegaPro ERP can accept. You will primarily use CSV (Comma Separated Values) files.
A. Master Data Export
You need to export three primary types of master data. Use the export functions
within your old software and save the output as a .CSV file.
| Data Type | Required Fields |
|---|---|
| Products | SKU, Name, Description, Category, Purchase Price, Sale Price |
| Customers | Name, Phone Number, Email, Address |
| Suppliers | Company Name, Contact Person, Phone Number, Email |
B. Transactional Data
MegaPro ERP is not designed to directly import historical sales or purchase transactions.
Recommended Approach:
- Complete all final reporting in your old software
- Close your accounting period properly
- Preserve the historical transaction data in your old system for audit purposes
- Only import current stock levels and account balances into MegaPro ERP
3. MegaPro ERP Import Template Mapping
MegaPro ERP provides specific templates to structure your data correctly. You must copy the data from your exported CSV files into the structure required by MegaPro ERP.
Download Official Templates
Navigate to Import Settings
Go to Settings → Import Data in the MegaPro ERP Web application.
Download Templates
Download the official CSV templates for:
- Products
- Contacts (Customers & Suppliers)
Open Both Files
Open your exported files and the MegaPro ERP templates side-by-side.
Map Your Data
Carefully map and paste your data columns into the corresponding columns in the MegaPro ERP templates.
Field Mapping Example
| Your Old System | MegaPro ERP Template |
|---|---|
| Part_No | SKU |
| Item_Name | Product Name |
| Cost_Price | Purchase Price |
| Selling_Price | Sale Price |
| Customer_Name | Contact Name |
| Vendor_Name | Supplier Name |
Always review the template headers carefully. Column names must match exactly for successful import.
4. Inventory Synchronization
After importing your products, you must set the current physical stock levels.
Perform Physical Count
Count all inventory items in all your business locations.
Export Current Stock
Export a final, up-to-date inventory list from your old system showing the Current Quantity on Hand for every product/variant.
Access Opening Stock Feature
In MegaPro ERP, navigate to Products → Manage Opening Stock.
Enter Stock Quantities
Use the quantity from your physical count/final stock export to set the starting inventory level for each product and location.
Verify Entries
Double-check all quantities before saving — this establishes the official starting inventory from which all subsequent sales and purchases will be tracked.
Opening stock quantities are critical. Errors here will affect all future inventory calculations and reports.
5. Final Verification and Go-Live
Do NOT shut down your old system until you have thoroughly verified the imported data.
Verification Checklist
Verify Data Counts
Check the total number of products and contacts in MegaPro ERP against the numbers in your old system to ensure no records were lost during the transfer.
Spot Check Critical Data
Manually check 10-20 random products:
- Are the Prices correct?
- Is the SKU correct?
- Is the Opening Stock correct for each location?
Run Test Transactions
Process a small sale and purchase in MegaPro ERP to confirm that:
- Inventory levels update correctly
- Payment processing works
- Receipts/invoices generate properly
Official Go-Live
Once all data is verified and confirmed accurate, officially transition all operations to MegaPro ERP.
6. Post-Migration Advice
Data Archival
Do not immediately delete your old software. Keep the database archived for a minimum of one fiscal year to easily access historical sales data for reporting or auditing.
System Optimization
After the final data import, complete these steps:
| Task | Action |
|---|---|
| Clear Caches | Super Admin should run Clear: Cache in Admin Tools |
| Clear Config | Run Clear: Config to refresh all settings |
| Verify Sync | Ensure Web, Desktop, and Android clients pull the new master data |
| Train Users | Conduct training sessions for all team members on the new system |
Migration Summary
| Phase | Key Actions | Verification |
|---|---|---|
| Preparation | Clean data, setup environment | Environment ready, data cleaned |
| Export | Export products, customers, suppliers as CSV | Files saved correctly |
| Import | Map data to templates, import into MegaPro ERP | Record counts match |
| Inventory | Set opening stock quantities | Physical count matches system |
| Go-Live | Test transactions, verify all data | System operational |
| Post-Migration | Archive old data, clear caches | Old system preserved |
A successful migration typically takes 1-3 days depending on data volume. Plan accordingly and avoid rushing the verification steps.