ERPNext Implementation Checklist: 45 Go-Live Verification Items
ERPNext Go-Live Checklist: 45 Verification Items
Every ERPNext implementation that goes wrong does so in one of three ways: bad data migration, wrong configuration, or inadequate user training. This checklist is designed to catch all three before go-live. Techseria uses this checklist on every implementation.
Section 1: Company and System Setup (Items 1-8)
1. Company legal name matches registration documents. 2. Company abbreviation is set correctly (used in document naming). 3. Default currency is set and currency exchange rates are configured. 4. Fiscal year is configured correctly (calendar year vs April-March vs custom). 5. Chart of accounts matches your accountant's approved structure. 6. Cost centres are configured and mapped to departments. 7. Tax accounts (VAT, GST, input/output tax) are set up with correct rates. 8. Payment terms templates are configured for customers and suppliers.
Section 2: Data Migration Verification (Items 9-18)
9. Customer list imported and verified against source system (count match, no duplicates). 10. Supplier list imported and verified. 11. Item master imported with correct UOM, item groups, and valuation method. 12. Opening stock balances entered and verified against physical count or last system report. 13. Opening accounts receivable balances entered per customer. 14. Opening accounts payable balances entered per supplier. 15. Opening bank balances match reconciled bank statements. 16. Fixed asset register imported with correct purchase dates and values. 17. Employee records imported (if using HRMS). 18. Historical data (if required) imported and spot-checked for accuracy.
Section 3: Finance and Accounting Configuration (Items 19-26)
19. Default income account is set per item group. 20. Default expense account is set per item group. 21. Bank accounts are linked to correct GL accounts. 22. Tax rules are configured and tested with a sample transaction. 23. Print formats for invoices include all legally required fields (VAT number, company registration, etc). 24. Credit limits are configured for customers where applicable. 25. Automatic payment reconciliation is configured for bank feeds. 26. Period closing procedure has been tested in staging.
Section 4: User Access and Permissions (Items 27-32)
27. All users have been created with correct email addresses. 28. Roles are assigned correctly per job function. 29. Users can only see the modules relevant to their role. 30. Sensitive financial data (salary, cost, margin) is hidden from users who should not see it. 31. System Manager access is limited to 2-3 named administrators. 32. A test user for each role has logged in and confirmed access works as expected.
Section 5: Workflows and Approvals (Items 33-37)
33. Purchase Order approval workflow is active and tested end-to-end. 34. Expense claim approval workflow is active and tested. 35. Leave application approval workflow routes to correct managers. 36. Email notifications for approvals are working (check spam filters). 37. Rejection workflows return documents to correct state for revision.
Section 6: Integrations (Items 38-41)
38. Email integration is working (outbound emails from ERPNext deliver successfully). 39. Payment gateway integration tested with a real transaction (if applicable). 40. Third-party integrations (CRM, e-commerce, logistics) are tested with live data flow. 41. API keys and webhook URLs are documented and stored securely.
Section 7: Cutover and Go-Live Readiness (Items 42-45)
42. Cutover date and freeze period for the old system are communicated to all staff. 43. Rollback plan is documented (if go-live fails, what is the fallback and who decides to invoke it?). 44. Post-go-live support schedule is confirmed (who to contact, response time SLA). 45. First-week transactions are planned to be monitored daily by the implementation team.
Techseria delivers this checklist with documented evidence against each item as part of every ERPNext engagement. Book a Strategy Session to discuss your implementation.