Buyer’s Checklist for ERP Implementation for Distributors

🧾 BUYER’S CHECKLIST FOR ERP IMPLEMENTATION FOR DISTRIBUTORS

Implementing an ERP system is one of the most transformational — and complex — decisions a building materials distributor can make. The right ERP can streamline inventory, reduce errors, centralize operations across multiple yards, and drive serious profitability. But if not planned properly, it can also result in cost overruns, missed deadlines, and team resistance.

Whether you’re switching from spreadsheets, upgrading from legacy software, or centralizing systems across multiple locations, this buyer’s checklist will help ensure your ERP project is set up for success — from vendor selection to go-live and beyond.

📍 STEP 1: DEFINE YOUR WHY — AND YOUR OUTCOMES

Before you look at software demos or pricing, start with clarity:

✅ What problems are you trying to solve?

Disconnected inventory between yards?

Manual quotes and price overrides?

Lack of visibility into vendor or customer data?

Limited reporting?

✅ What are your goals?

Improve order accuracy

Speed up dispatch and fulfillment

Centralize product catalogs

Enable multi-location purchasing

Reduce manual admin work

🎯 Tip: Get input from yard managers, sales staff, purchasing, and finance. Each department sees different problems and priorities.

🛠️ STEP 2: BUILD YOUR CORE REQUIREMENTS LIST

Your ERP system should support your industry, structure, and workflow.

🔎 Use this checklist to guide your search:

For Inventory & Warehouse Management:

Multi-yard inventory tracking

Lot, bin, and batch-level tracking

Mobile scanning and cycle counts

Return workflows and reverse logistics

Overstock/deadstock reporting

For Sales & Customer Service:

Fast quote-to-order conversion

Tiered pricing and discounts

Job account tracking

Substitutions and upsell prompts

CRM-style customer history

For Purchasing & Supplier Management:

PO automation and vendor scorecards

Drop-shipping support

Backorder and ETA tracking

Cost and freight breakdowns

Vendor product data import

For Finance & Reporting:

Real-time dashboards

Integrated AR/AP and tax logic

Margin by SKU, customer, or category

Custom reporting tools

Audit trail and access permissions

✅ Make sure your ERP is built (or easily configurable) for building materials workflows — not just generic wholesale.

📦 STEP 3: CLEAN YOUR DATA BEFORE YOU MIGRATE

One of the biggest ERP pitfalls is migrating messy, inconsistent, or outdated data. This includes:

Duplicate SKUs

Outdated pricing

Unused product groups

Inconsistent vendor naming

Non-standard units (LF vs. EA vs. PALLET)

🧹 Before you import:

Audit your product catalog

Standardize UOMs and naming conventions

Archive inactive SKUs or customers

Consolidate duplicate vendors

Tag products with missing specs or photos

🧠 Pro Tip: Your new ERP is only as good as the data you feed it. Garbage in = garbage out.

🧑‍🏫 STEP 4: TRAINING, TESTING, AND CHANGE MANAGEMENT

Even the best ERP will fail if your team isn’t ready to use it.

Build a change management plan that includes:

Hands-on sandbox testing before go-live

Role-based training (yard vs. sales vs. accounting)

Internal “power users” to lead training and support

Simple SOPs for common workflows

Real-time support during launch week

🎓 Consider short video tutorials and cheat sheets inside the ERP interface. Make it easy for frontline workers to get answers fast.

💻 STEP 5: PLAN YOUR IMPLEMENTATION TIMELINE

A strong ERP rollout is phased, flexible, and realistic — not rushed.

Here’s a sample 6-month rollout schedule:

MonthMilestone

1Project kickoff, team alignment, vendor signed

2Data prep & process mapping

3Configuration, sandbox testing

4Training + partial migration

5User testing, go-live prep

6Go-live + support week

📍 Build in buffer time for unexpected issues, staff turnover, or seasonality (e.g., don’t launch during peak summer).

🧾 STEP 6: PRIORITIZE CUSTOMIZATIONS CAREFULLY

Every distributor is unique — but not every customization is necessary on day one.

Examples of high-impact (and worthwhile) customizations:

Configurable product bundles

Custom return workflows

Yard-specific loadout instructions

Role-based dashboards (yard ops, sales, purchasing)

Supplier data import automation

🚫 Skip vanity customizations that don’t impact operations or revenue.

🔄 STEP 7: SET UP A FEEDBACK LOOP AFTER GO-LIVE

ERP implementation doesn’t end on launch day — in many ways, it’s just the beginning.

Set a cadence for improvement:

Weekly post-launch team check-ins

Ticket submission system for bugs and feedback

Monthly report audits (compare ERP vs. manual reports)

Usage reports — who’s using the system and how?

📊 Your ERP should evolve with your business. Schedule quarterly reviews to optimize workflows, dashboards, and reports as needs change.

🧠 BONUS: ASK THESE 5 QUESTIONS BEFORE YOU SIGN A CONTRACT

Is this ERP purpose-built or easily adapted for building materials?

How well does it handle multi-yard inventory?

Can my staff use this without extensive training?

What happens if I need support after go-live?

Can I access my data on mobile devices in the yard?

🏁 FINAL THOUGHTS

ERP implementation is a huge investment — but also a huge opportunity. With the right plan, vendor, and team buy-in, you can transform your operations, unify your locations, and gain control over every aspect of your supply chain.

And when your ERP works the way your people do, it becomes more than software — it becomes the operating system for your entire business.

📞 Ready to launch your ERP the right way? Our team helps distributors plan, implement, and grow smarter ERP systems — built around real workflows, not checklists.