NetSuite data migration is an execution element that needs to be taken seriously as a mistake could result in permanent data loss or irrevocable data harm.
If you are using outdated or unwanted programs and have chosen to transfer your Customer Relationship Management (CRM) or Enterprise Resource Planning (ERP) activities to new software, then a formal migration procedure is a requirement. Thankfully, information mapping by NetSuite is fairly easy thanks to the built-in toolbox of NetSuite.
Migration of NetSuite information is also a very clean procedure. Not only is duplicate information removed to improve data integrity, but transferring your current data from a legacy system to NetSuite enables it to be washed to satisfy the field and structure style demands of NetSuite before being imported with the NetSuite data mapping instrument.
CSV files are a large component of NetSuite's data mapping operation, making the method even easier as it maps columns to suitable areas and offers you with a pick list to make sure every selection is right.
While data migration in NetSuite has been intended to be as painless as possible, it can still be a disruptive method and, if you are not careful, can trigger headaches on various fronts.
Here are some important tips to ensure the smooth running of your NetSuite data integration.
1. Prepare your employees to migrate NetSuite information
A good strategy is to assemble a specialized migration team, ideally made up of department heads and internal resources (such as a partner for execution).
They should have the task of developing an early-stage roadmap that covers the following:
• What roles are department heads going to beneeding to play? Will they be consultants who will provide feedback, suggestions and thoughts without immediate participation? Are they going to help with technical duties like importing and preparing information? Will they be solely technical and concentrate on managing and analyzing information?
• How long should each department devote to the process of migration of NetSuite information.
• Will any external resources or freelancers be impacted by the inclusion of NetSuite information? And what role should migration play? Consider accountants, employees of agencies and contractors and their accessibility.
• Ensure that all results are passed on to the concerned parties.
2. Identify the data to be migrated
NetSuite data mapping is a rather sensitive job, thanks to the data migration tools of NetSuite and its commitment to making the method comparatively painless, but you still need to define just what information you want to migrate.
Once you understand what information you're going to bring to NetSuite, make sure the upload file includes everything you've highlighted. A CSV file upload is the fastest way to import data to NetSuite, but it should be appropriate to check that the source data is accurate and complete in advance.
Also, you should be sure that the necessary fields have been recognized and that they are included in the CSV file. Starting the process of data migration to NetSuite without this information will result in an error that could seriously influence the project's time frame. Fortunately, for fast and simple recognition, NetSuite marks compulsory fields with a red asterisk.
Also, keep in mind that NetSuite handles distinct data types differently. The likes of accounts received and accounts payables data involve two files; a header and a file at line level. Failure to comprehend the data migration sequence will lead to issues that may take time to resolve again.
3. Consider NetSuite's costs
Every single record you take from your legacy system contributes to the data migration price of NetSuite. Although there is not much distinction between 10 and 100 documents, you will probably see a steep price curve for any number of documents above that figure. Each migrated record will cost between 10 and 50 cents for your business, and with hundreds, thousands, or even millions of documents to be relocated, the price can rapidly add up. If there are some fields you don't need in NetSuite (such as historical patterns), then you can save some money realistically by streamlining fields before NetSuite data migration.
4. Check your fields
Be sure to use NetSuite default fields where they exist when you begin to decide which fields to import and really know how they are intended to operate. Long-term headaches will be caused by creating custom fields just to suit your data while ignoring default functions. The number of times, customers generate Sales Rep, or Lead Source, or Phone fields is far too high and need only be reversed later.
"Figure all your common keys between records and use External ID to assist load if you have a complicated import. On most documents, NetSuite has 3 fields which can be used to match associated documents. Name / ID, Internal ID, and External ID. NetSuite reserves the Internal ID, but External ID is often ignored. It's a very helpful field, but with caution, it should be used. You may decide to use NetSuite to integrate with another application, so you might want to reserve its use."
5. Additional data clean-up
Although NetSuite data migration is already a smooth method, some companies may choose to clean up extra information. This may include the removal of inactive documents and the proper removal and destruction of all duplicates.
If you decide to conduct extra information clean-up when performing your NetSuite data migration, here are some important points to remember:
*Set an external ID – An external ID is a field that is specifically used in your records to maintain tabs on your prior system's legacy main record key. Without an external ID, you will not be able to definitely match imported information with your legacy information, which may leave you vulnerable if mapping mistakes occur.
*External or Internal ID mapping – If you referenced distinct NetSuite records, you would like to map external or internal IDs. Unless you work from a very easy data list, the mapping will make running searches and search-and-replace assignments a much simpler option for converting values.
*Ensure your data is verified – The significance of data verification in NetSuite data mapping is difficult to convey. If your lookup experience is uneasy then either seek advice or take a course for a crash. The time spent researching and learning will be worth it if it is balanced against the time it might take for any error to set right. Once you're pleased with your skills, be sure to check the information that's being migrated at any suitable step.
6. Perform small data tests
To ensure that everything is on track and your information migration to NetSuite runs smoothly, testing is best done before a complete migration. Upload some tiny batches of data once you begin loading and then begin end-user testing on those records. Instead of loading everything and trying to fix it after the fact, any errors or omissions can be caught and fixed on the following uploads.
Testing and working on small data levels through the new system will enable you to confirm that relevant fields have been populated and relationships have been established. By working this way, you can check that form layouts work as expected, and catch any potential issues before the migration scale makes them less manageable.
7. Solve problems as they arise
Speaking of problem management, you should be careful to fix any mistakes and problems as rapidly as possible after the NetSuite information upload is full. If inaccurate information has been uploaded, it should be immediately deleted as, if left, it may cause future issues. In case of a failed upload, checking the NetSuite error log will demonstrate to you what you need to do. The next step is to reload the right data in order to solve the issue by replacing the deleted' incorrect' data with the right value.
8. Document the entire data integration cycle of NetSuite
It is absolutely vital to keep thorough records and paperwork related to your data migration to NetSuite. If the project team changes after the migration begins, or if you need to move data back in the near future, then documentation like this will save valuable time and provide much-needed insight.
In your documentation, here's what you should record:
• Who and what are their roles in the migration team.
• How data mapping resulted in choosing what to migrate.
• Record connections, i.e. primary keys and foreign keys.
• How long it took for the appropriate data to be prepared for NetSuite migration.
• What further steps, if any, were required to prepare the data to ensure the successful integration of NetSuite data.
• Any data limitations on the legacy system and NetSuite fields.
• The project's time frame, as well as milestones and main dates and when (early, on time, late) they were reached.
• Any issues and how they have been solved.
The data migration method is likely to take time, but with these steps and tips, not to mention the built-in NetSuite data migration tools, the process doesn't have to be arduous. You should be able to easily transfer your data from a legacy system to NetSuite if you follow these measures.
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