27 Apr, 2021

A Closer Look into NetSuite Data Migration

Data migration can simply be explained as moving data from one source to another. In this case from a legacy system to cloud-based NetSuite. The process involves different formats and structures and therefore a thorough cleansing of data is key for efficient data transfer. It generally has three major phases:

1. Planning
2. Migration
3. Post-migration

Why Is Data Migration Important?

NetSuite data migration is often an underrated aspect of implementation. It is a sensitive process that can result in permanent loss or faulty data if mishandled. Therefore during the migration process, it is always advisable to have a qualified expert around. 

NetSuite’s built-in toolbox is well equipped to deal with the data mapping process. But NetSuite only accepts clean or structured data, meaning no duplicates and no undefined fields - NetSuite only accepts data that fits in with its fields and structure style. 

It can be said that CSV files are the easiest way to NetSuite. It supposedly makes the process more efficient as it accurately maps the columns to the appropriate fields and provides you with a list to pick the right one.

Action Plan for Smooth Data Migration

1. Understanding the Key Stakeholders

Before you begin the migration process, It is better to define the key managers and executives who will need access to the business management suite. The whole migration process will then be structured around it. This means assessing the number of users, their level of authorization, and their ranks in the organizational hierarchy. 

While migrating to NetSuite, take note of all the existing integrations including budgeting, CRM, HR,  and expense management systems. All these integrations have to follow the data standards required by NetSuite in order to migrate data.

2. Timing Is Everything

Organizations often undermine the time needed to execute the migration process. But at times data migration exceeds the expected time limit. This may be because when data starts flowing through your entire system there are chances of internal conflicts (aligning all the third-party applications involved) and it's important to analyze every step of the process efficiently to avoid data loss.

3. Ensure Data Integrity

While migrating data from one system to another, it is important to understand the structure of datasets and alter them if needed. Especially, tags should ideally be the same in both systems so that synchronization takes place smoothly. Also, this is the right time to make changes to the GL (General Ledger) if you feel it could improve your overall accounting performance.

An experienced NetSuite implementation partner like Jobin & Jismi will guide you throughout the process. They will constantly be in touch with your company’s core migration team and together you are able to make the migration process a grand success. 

4. Go with NetSuite’s Default Fields Unless It's Necessary to Have a Custom Field.

It is necessary to understand the purpose of NetSuite default fields while importing. Companies often choose to create custom fields instead of finding the designated field in NetSuite leading to counter-productive results.

Tip: Make use of the External ID in NetSuite for complex imports.

5. Test Small Data Sets

It is always best to take things slowly. Data migration is no different - rather than migrating all the data at once. Try uploading data in small batches and begin end-user testing. This trial and error process will be effective as it will give developers more time to work on any issues that arise at the most basic level. Also, it will be easy to check if the fields have accurately matched with the required fields in the NetSuite system. 

6. Always Backup Your Data

This is a standard operating procedure for implementation partners but we endorse the process as it is always good to keep a copy yourselves. 

Are you looking to migrate data to NetSuite? Jobin & Jismi is a dedicated NetSuite implementation partner with more than 8 years of experience who can seamlessly help you migrate data.