Many businesses start with Excel files: one for items, one for customers, one for sales… then the business grows and the files become a burden. The biggest fear in an Excel to ERP migration is re-entering everything from scratch. With Riv-ERP that isn’t necessary, and here is the migration plan.
Signs you have outgrown Excel
- More than one copy of the same file, and nobody knows which one is correct.
- The stock balance in the file doesn’t match the shelf.
- Financial statements take days to compile.
- There is no log showing who changed what and when.
- E-invoicing requires an integrated system, not a file.
What can be uploaded from Excel?
| Data | Riv-ERP Cloud | RivDesktop |
|---|---|---|
| Items | ✅ | ✅ |
| Item categories and unit types | ✅ | — |
| Customers and suppliers | ✅ | — |
| Employees, departments and salaries | ✅ | — |
| Journal entries / general journals | ✅ | ✅ |
| Inventory adjustments | ✅ | — |
| Invoices | — | ✅ |
In RivDesktop, the “Data Import” screen reads .xls, .xlsx and .xlsm files. You choose the sheet, map the file’s columns to the system’s fields, and it shows what will and won’t be imported; you can exclude any row or choose to update existing records. Invoices, vouchers and their cards can also be moved between company files using encrypted XML files.
The migration plan in 6 steps
- Clean the data: remove duplicates, standardize item and customer names, and complete VAT numbers and national addresses (important for e-invoicing).
- Build the structure: chart of accounts, warehouses, branches and cost centers.
- Upload master data: items, then customers and suppliers, then employees.
- Enter opening balances: an opening journal entry for the accounts, stock balances in each warehouse, and customer and supplier balances.
- Run in parallel for a short period: compare the system’s reports with your files.
- Retire Excel: from go-live day, transactions are recorded in the system only.
Checks before go-live
- The opening trial balance is balanced and matches the last balance sheet.
- A physical stock count matches the uploaded stock balances.
- Account statements for your top 10 customers and suppliers match their balances.
- Business and customer tax details are complete before activating the Fatoora platform integration.
Undecided between the two editions? Read the comparison of the two editions.
FAQ
Can I move my data from Excel to Riv-ERP?
Yes. In the cloud edition you upload items, customers, suppliers, employees, departments, salaries, journals and inventory adjustments, and in RivDesktop you import items, invoices and journal entries with column mapping.
Do I need to re-enter opening balances manually?
Journal entries can be uploaded from Excel, including the opening balances entry, and then the trial balance is reconciled.
How long does the migration take?
It depends on the volume and cleanliness of the data; the suggested plan starts with cleanup and ends with a short parallel run before go-live.
Book a demo: 📲 +966 55 200 7190 · ✉️ Info@riv-erp.com
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Two editions: RivDesktop on your own server, or Riv-ERP Cloud on Oracle Cloud.
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