Prepare the data
- One row per item with a unique code
- Standard units (kg, pcs, litres) and conversion rules
- Categories and locations (warehouse, rack)
- Reorder levels and lead times
- Merge duplicates and remove dead items
Migration steps
- Freeze changes to the spreadsheet on an agreed date.
- Do a physical count to set opening balances.
- Import items and balances into a test copy of the new system.
- Reconcile: count a sample of items and compare.
- Fix mapping errors and re-import.
- Train store staff on receipts, issues and transfers.
- Go live; run the old sheet read-only for a short period.
- Review variances weekly for the first month.
Controls to set up on day one
- Approvals for stock adjustments
- Barcode or QR labels on shelves and items
- Low-stock alerts to the buyer
- Daily stock summary by WhatsApp or email
When to bring in help
If you have thousands of items, multiple warehouses or batch and expiry tracking, plan the migration with someone who has done it before. See our ERP solution.
Automate your first process Free process review
Describe one repetitive process. We reply with a plan and a fixed price.
Frequently asked questions
Can I import directly from Excel?
Usually yes with a clean template; we prepare and validate the import files.
How do I avoid wrong opening stock?
Count physically on a cut-off date and reconcile a sample before go-live.
What if staff resist the change?
Involve supervisors early, keep screens simple and show them time saved.
Get a free quote in 24 hours
Tell us what you need. We reply with scope, timeline and a fixed price.