When implementing NetSuite, one of the most critical yet challenging tasks you’ll face is data migration. Whether you’re transitioning from a legacy system or consolidating multiple systems into one, the process of moving your data into NetSuite can feel daunting. Data migration is often underestimated, but it plays a crucial role in ensuring that your new system is populated with clean, accurate data. In this post, we’ll explore common data migration challenges and offer practical tips to help you prepare effectively for your NetSuite implementation.
Scrub Your Current Data
Before you begin the data migration process, it’s essential to start with a thorough review of your current data. Begin by using the data migration template provided by your consultant to identify what needs to be extracted from your legacy system. Identify upfront what fields are required in NetSuite, what fields are available natively in NetSuite that you want to utilize (also the fields you do not want to utilize so the form can be cleaned up), and any additional fields needed that are not present on the record in NetSuite yet. If there are fields you require for a record that do not exist in NetSuite, work with your consultant on either creating a custom field or repurposing an existing field for this data.
This is also a great time to identify which records are still active and should be moved. You don’t necessarily want to bring over every single vendor if you have some that you haven’t used in years. The exception to this would be if any of those vendors (in this example) are used on any historical transactions that are being migrated.
Ensure Data Cleanliness
After you have identified the data that needs to be extracted and moved to NetSuite you will want to make sure the data extracted is clean. What does clean mean? You should look for things like typos in names, contact information etc. You will also want to make sure that the data pulled for specific fields are all formatted correctly for that field. For example, you will want to make sure email addresses all have a domain name. You may also want to take note of any special characters used in any of the data so that you can validate after import if the special character did not import correctly (you may consider removing special characters if they are not needed to prevent this issue).
As you work through cleaning your data, consider leveraging the complimentary templates and example data provided by SquareWorks Consulting implementation team. These resources are designed to help you navigate this complex process with ease. However, if you encounter challenges or uncertainties, don’t hesitate to reach out for expert guidance.
Importing the Data
When you have completed the import template with your clean data, you are ready to send it to your consultant for import into NetSuite or import it yourself. An important thing to remember at this stage is to not get frustrated when the inevitable error comes up. Data formatting for CSV imports can be very picky, a wrong space in one field can error out a file. This is likely to happen even after you have cleaned your data. Not to worry, error messages will be given to help identify the issue. Many times, copying and pasting an error message into SuiteAnswers can be helpful to resolve the problem. NetSuite will only return one error per record at a time, so multiple iterations are common. If you work through the errors as they come up, you will make your way to success!
Validate the Imported Data
After the import is complete, it’s time to validate the data in NetSuite. Select a random sample of records imported to use for validation. On each record chosen, review key fields to ensure that the information appears as expected on the record. Don’t forget to check in on any records with special characters to see if they need to be corrected in the system manually, as they do not typically import correctly if at all. After you have validated a sample of data, you can be confident that your import was successful, and NetSuite is now populated with the relevant data that your business relies on.
Data migration might seem like a tedious task, but it’s a crucial step in laying a solid foundation for your NetSuite implementation. By following these tips, you can navigate the data migration process more smoothly and ensure your new system is set up for success. However, if you find yourself facing challenges or need expert assistance, SquareWorks is here to help. Our US-based NetSuite Consultants are ready to guide you through every step of the process, ensuring a seamless transition. Contact us today to get started on your data migration journey!