ERP system and vendor is a crucial process. It’s important to remember that such a decision will take years to complete. Preparing an organization for a planned project is already a project in itself. Before taking action on selecting an ERP system, we should define our business goals. This means identifying our needs, defining our processes, and verifying our organization’s readiness for change.
What should you pay attention to when choosing an ERP system so as not to regret it?
When choosing an ERP system, it is worth paying attention to the system’s features and the experience of the implementing company.
What should you pay attention to when choosing a software implementation company?
- Experience of the implementation company – it’s crucial to ensure that the provider has sufficient experience in companies of a similar profile and size. This will help avoid implementation problems related to misunderstandings about the specifics of the operation.
- Customer References and Reviews – research the opinions of other customers who already use this vendor’s ERP system. Check references and gather information about the vendor’s experience implementing and maintaining the system at similar companies.
- Technical Support – focus on the availability and quality of the technical support offered by the provider. Check whether the provider offers multiple support channels as well as service level agreements (SLAs).
- Implementation and Maintenance Costs – evaluate the costs associated with implementing an ERP system, such as licensing, implementation, customization, training, maintenance, and any data migration costs. Ensure there are no hidden fees and that the costs align with the company’s budget.
What features are important when choosing an ERP system?
- Functionality – check whether the ERP system offers all the features and modules your business needs. Make sure the system is flexible enough to adapt to your specific business needs.
- Ease of use – ensure that the ERP system’s user interface is intuitive and easy to use. The simpler the system, the easier it will be to implement and gain employee acceptance.
- Mobile Accessibility – Mobility is important, so your ERP system should offer mobile access to data and system functions. In short, you should check whether the vendor offers mobile apps or mobile-friendly interfaces.
- Otwartość na integracje poprzez API – system musi posiadać możliwości dotyczące integracji z innymi rozwiązaniami. Najczęściej spotyka się rozwiązania oparte o otwarte API. API umożliwia połączenie z innymi systemami np. eCommerce, systemy bankowe, spedytorzy, systemy CAD.
- Scalability – ensuring that your ERP system is scalable and can grow with your business. Generally speaking, the system should be able to handle more users, increased transaction volumes, and expansion into new areas.
- Zgodność techniczna – Zweryfikuj, czy system ERP jest zgodny z istniejącą infrastrukturą technologiczną firmy. To znaczy, upewnij się, że system działa na preferowanych przez Ciebie platformach i systemach operacyjnych.
- Bezpieczeństwo danych – upewnij się, że system ERP oferuje odpowiednie mechanizmy bezpieczeństwa danych. Przykładem mogą takie jak szyfrowanie połączeń, autoryzacja dostępu, bezpieczne przechowywanie haseł.
- Legal compliance – make sure your ERP system complies with current regulations and that the system manufacturer releases updates on time.
Stages of selecting an ERP system
To reliably carry out the ERP system selection process, we should carefully plan and implement the following stages:
Business needs analysis
The first step in selecting an ERP system is a thorough analysis of the company’s business needs and goals. Understanding which processes and areas of activity will be managed by the ERP system will help define project priorities and goals. These elements should be defined by, or jointly with, the company’s management, recorded, and presented to all project participants. Employee understanding of the concept is crucial and will bring the organization closer to the successful implementation of the project.
Selecting the project team
Next, a project team should be established to handle the ERP system selection and implementation process. This team should include individuals representing various company departments (key users) to ensure a comprehensive perspective on the organization’s needs. The project manager, who will be responsible for organizing the entire project, also plays a crucial role.
Determining the project budget
Defining the budget for ERP system implementation is crucial. However, the costs associated with maintaining the system after implementation must also be taken into account. Upgrading the hardware infrastructure (computers, servers, etc.) may also be necessary. When calculating the budget, it’s important to factor in the costs of software licenses and any additional components (e.g., database engine), implementation, training, technical support, and system maintenance (annual license and service fees).
Selection of ERP system providers
Once you’ve completed the above steps, you can move on to market research. First, identify ERP system vendors that meet your needs. Not every ERP system or vendor will be the right choice for your business or industry. Consider vendors with a recognized reputation, established market position, and experience in your industry.
Demonstration and evaluation of systems
After selecting several potential suppliers, schedule a demonstration of the ERP systems and test them in practice (demonstrating a working system using a process similar to your business). Pay attention to:
- support for basic and specific company processes,
- user interface, including mobile interface,
- ease of use,
- compliance with requirements,
- scalability and speed of work,
Preparation of applications and negotiations
After conducting the presentation and evaluation, prepare conclusions, decide on the ERP system and vendor. Then, begin negotiations to obtain the best pricing and a favorable contract.
What questions do companies most often ask when choosing an ERP system?
Initial conversations with an ERP system provider often reveal more than just the product offering – they allow you to assess whether the partner understands the specifics of your industry and will be able to adapt the system to your real operational needs.
Companies rarely ask about “system capabilities” in general; instead, they focus on specific issues related to their size, structure, processes, and development plans. Often, the questioning stage reveals whether a vendor can think within your organization’s terms – not only offering a standard but also supporting individual scenarios.
Does the ERP system allow for the configuration of processes specific to our industry?
Most modern ERP systems include a so-called workflow – a mechanism for configuring processes without programming.
For example, Vendo.ERP allows you to define your own approval stages, document links, automatic actions, and logical conditions. In industries such as metal, packaging, chemical, and automotive, you can map aspects such as quality control, labeling, traceability, and customer requirements.
The system also allows you to create scenarios to respond to specific events (e.g., a delivery delay). Proper implementation requires a thorough analysis of internal processes. It’s also important to check whether the ERP vendor has experience in the specific industry – this significantly shortens the configuration process.
Does the ERP system support multi-site operations, serial production and single orders?
Supporting diverse production models within a single ERP platform is crucial for complex organizations. Vendo.ERP supports both discrete (to-order) and mass (to-stock) production, enabling the operation of multiple plants within a single environment. Thanks to its extensive organizational structure, it can manage multiple locations, users, and warehouses.
The system allows for the assignment of costs, resources, and inventories to specific organizational units. This allows for centralized process control while maintaining local flexibility.
For companies that conduct contract and in-house production simultaneously, such functionality is essential.
Does ERP integrate with our current systems (e.g. WMS, CRM, e-commerce)?
Integrating ERP with other tools eliminates manual data transfer and human errors.
Vendo.ERP provides an API that enables bidirectional data exchange with WMS, CRM, B2B, and e-commerce systems. It also supports connectors to popular platforms such as Baselinker, Subiekt, and Shopify.
Integrations allow you to synchronize orders, customer data, warehouse documents, and fulfillment statuses. The implementation team can also design dedicated integrations, for example, with a customer or supplier’s system. It’s worth inventorying all tools in advance and determining which ones should work with the ERP.
Can we develop the system ourselves (e.g. create reports, define workflows)?
Modern ERP systems offer the ability to configure functions independently without involving the supplier.
In Vendo.ERP, users can create their own data summaries, reports, filters, and views without programming. The system also allows for workflow configuration—that is, document handling rules, approvals, and automated actions.
Administrators can also define logical conditions, such as alerts when limits are exceeded or dependencies between production stages. This flexibility allows for rapid response to process changes without costly code changes. At the same time, a development environment and API are available for advanced modifications.
What does the system update process look like – does it require downtime?
The frequency, mode, and impact of updates depend on the ERP architecture. Vendo.Cloud, the cloud version of our system, is updated centrally, without interrupting user work, and most changes occur server-side.
In Vendo.ERP, software installed locally (on-premises), updates may require a scheduled maintenance window. The system manufacturer provides detailed documentation of changes and makes them available in a test environment before production deployment. Selected users can test updates.
Regular updates include bug fixes, new features, and regulatory changes.
The frequency, mode, and impact of updates depend on the ERP architecture. Vendo.Cloud, the cloud version of our system, is updated centrally, without interrupting user work, and most changes occur server-side.
In Vendo.ERP, software installed locally (on-premises), updates may require a scheduled maintenance window. The system manufacturer provides detailed documentation of changes and makes them available in a test environment before production deployment. Selected users can test updates.
Regular updates include bug fixes, new features, and regulatory changes.
What are the options for scaling your ERP system as your business grows?
The ERP system should scale horizontally (increase in the number of users, branches) and vertically (new functions, modules).
Vendo.ERP offers an extensive licensing structure that allows you to add users and functionalities as your business grows. The system also supports multiple databases in a single instance, allowing you to manage a group of companies or a holding company.
In the cloud model, there’s no need to expand server infrastructure—the provider ensures performance. Scalability also applies to API integration and development.
How much does ERP cost? What are the total costs of implementation, licensing, and system maintenance?
The ERP price includes several elements:
- license
- system implementation and configuration,
- employee training,
- software maintenance;
- development.
Vendo.ERP offers a flexible licensing model – both perpetual purchase (on-premise) and subscription fee (cloud).
Implementation costs depend on the number of users, the scope of functions, and the level of customization. A typical implementation for a manufacturing company ranges from several dozen to several hundred thousand złoty. This includes server costs (for the local version) and monthly service or support fees. The total cost can be calculated based on an interview with the vendor and a process analysis.
Is the ERP system billed on a subscription basis (SaaS) or as a perpetual license?
Vendo.ERP is available in both versions – customers can choose the purchase method that best suits their financial strategy. A perpetual license requires a one-time fee with additional charges for technical support and updates. The subscription (cloud) version is billed monthly per user or per feature package.
The SaaS model simplifies operational expense (OPEX) calculations without infrastructure investment. Both versions offer access to the same features, but with the SaaS model, the customer doesn’t need to manage the server and updates. The model you choose should be based on your planned usage time and your company’s IT resources.
What does the pricing policy look like when increasing the number of users or functions?
Increasing the number of users typically requires additional licenses, which are priced at a fixed unit rate. In Vendo.ERP, users are assigned specific roles and functions – not everyone needs full access, which impacts the cost.
Adding new modules (e.g. MES production management system) is based on the current licensing structure and usually does not require reinstallation of the system.
It’s also worth inquiring about discount policies for larger scale projects (e.g., over 50 users). Development costs or new custom features are typically priced separately, based on consultant or developer hours. Pricing transparency is crucial for long-term collaboration.
How long will it take to implement an ERP system in our company?
Wdrożenie ERP zależy od liczby użytkowników, poziomu złożoności procesów, ilości integracji oraz przygotowania organizacji.
On average, ERP implementation in a manufacturing company with a single plant and several dozen users takes between 3 and 9 months. Accelerated implementation models are also available for companies with standardized processes, with configuration taking from several weeks to 3 months.
It’s worth noting that the better the process documentation and input data structure (e.g., files, BOMs), the shorter the setup time. Testing, training, and data migration should also be planned in the company’s operational calendar. For multi-site companies, this time may be extended by the pilot phase.
Does the ERP system provider offer a dedicated implementation team?
Most ERP implementation companies assign an implementation team consisting of consultants, analysts, and developers to the project. Vendo.ERP operates in this model – the client is assigned a project manager who coordinates the schedule, communication, and implementation progress. Dedicated specialists are assigned to key areas, such as production, logistics, accounting, or BI. This team works based on a pre-implementation analysis document and a milestone schedule. It’s worth determining whether support also includes testing, training, and on-site presence during the launch. Constant communication with the implementation team shortens the time to resolve issues.
What does post-implementation support look like – SLA, consultant availability, helpdesk?
After system implementation, the company needs support in resolving ongoing issues and implementing modifications. Vendo.ERP provides a ticket-based helpdesk with the option of prioritizing requests. You can also sign an SLA (Service Level Agreement) that guarantees a defined response time and handling of requests. Dedicated support hours with a dedicated consultant are available for strategic clients.
In the Vendo.Cloud cloud-based ERP system, updates and bug fixes are handled centrally. It’s worth asking whether support also includes development consultations, such as report optimization or process automation.
Is the ERP system interface intuitive for "non-technical" users?
ERP’s intuitiveness is key to rapid implementation and low operational errors. Vendo.ERP allows you to customize views to suit user roles – you can hide unnecessary fields and set default filters and shortcuts.
The interface features a tile and tab structure, allowing users to create their own dashboards. This allows warehouse workers, technologists, or planners to see a different range of data tailored to their work.
The system also offers keyboard shortcuts and quick search. It’s worth conducting ergonomic tests with real users – their feedback can be the basis for modifying the settings.
Is there a mobile app or browser version of the system available?
Vendo.ERP offers a full browser-based version that runs on computers, tablets, and phones—no local installation required. The mobile system provides features related to production, warehouse, service, and document approvals.
The mobile app can be used, for example, by warehouse workers for receiving and issuing items, by service technicians for reporting tasks, or by managers for approving orders. The solution operates in real time – data from the mobile version immediately appears in the central system. The interface is responsive, and user permissions are maintained. Mobility significantly increases the pace of operations and shortens response times.
Can users personalize views, dashboards, and screen layouts?
Customization is especially important in companies with multiple roles and user types. Vendo.ERP allows you to create your own screen layouts – users can decide which table columns are visible, in what order, and which filters are default.
Each user can also build their own dashboards with widgets, such as charts, reports, or task lists. Automatic notifications can be set for limit exceedances, document statuses, or new orders.
The system supports work in a “management dashboard” mode for department managers. Personalization requires no technical knowledge – it’s done graphically.
Does the ERP system have a full mobile version or only a limited application for selected functions?
Vendo.ERP offers a full browser-based version that works on mobile devices—it’s not limited to a simplified application. Users have access to all data, according to their assigned permissions.
Additionally, a mobile app is available, focused on selected operational processes such as logistics, production, approvals, and service activity reporting. This solution allows field workers, warehouse workers, and foremen to access the ERP system without a computer. For processes requiring quick interaction (e.g., receipt confirmations, inventory counts), the app is sufficient.
For more complex analyses, browser access is still more convenient.
What operations can users perform through the ERP mobile application?
In Vendo.Cloud, the cloud version of the ERP system, the mobile application allows you to perform operations such as goods receipt, internal and external issues, warehouse transfers, and reporting production or service orders.
It’s also possible to approve documents, add photos and signatures, and view product and customer records. Users can also record work hours, downtime, and quality events. All data is synchronized with the central system in real time.
There’s also the option to configure alerts and notifications for mobile users. The app also supports QR code and barcode scanning.
Read also:
- Why is ERP Online the perfect solution for mobile workers?
- How does cloud ERP ensure data security in mobile work?
Does the system operate in a cloud model and can it be used via a browser without local installation?
Yes – Vendo.ERP works in a cloud model (Vendo.Cloud), so it does not require software installation on the user’s side.
Access is via a browser, eliminating the need to maintain your own server infrastructure. Data is stored in secure, certified data centers. As the ERP system manufacturer, we are responsible for availability, backups, and updates. This model is particularly effective for companies with distributed structures or remote work models.
You can also use Vendo.ERP in a hybrid version – some data locally, some in the cloud.
