What should change in the business?
Before choosing an enterprise resource planning (ERP) system, identify the process you want to improve and the outcome management needs to monitor. “We need an integrated system” is broad. “We need to track an order from approval to delivery without re-entering its details” gives the discussion a practical starting point.
Microsoft’s Dynamics 365 guidance provides a vendor-specific example of process-focused implementation. The useful principle for preparing requirements is to connect each requested function to a known business need, then verify the candidate solution against it. Capabilities and implementation details vary by product. E1
How does work move, and who makes each decision?
Document the current process and identify what should change. Who creates an order, reviews its price and approves a discount? What happens when quantities change or part of an order is cancelled? These questions make access and approval requirements specific.
Separate launch essentials from later priorities and optional features. Record common exceptions beside the normal workflow. Ask each supplier to explain what is available as standard, what needs configuration and what requires additional development. Keep those answers in the comparison instead of relying on impressions from a demonstration.
Which data and connections does operation depend on?
Identify the customer, supplier, item and open-transaction data you need, its source and the person responsible for checking it. Agree how duplicates, units, missing fields and opening balances will be handled. Microsoft distinguishes system configuration data from migrated data and emphasizes planning and validation. E2
List systems that must exchange information, the direction and timing of each exchange, and responsibility when it fails. “Integration supported” is not a complete answer. Ask for evidence of the required connection and clarity about implementation and maintenance.
How can you compare proposals consistently?
Illustrative example, not a client engagement: a distributor compares three proposals. It asks every supplier to demonstrate the same scenario: enter an order, check available stock, approve a discount, deliver part of the order, then record a return and show its effect in reporting.
The company records whether each step worked, how it appeared to the user and what extra work is required. It also clarifies users, integrations, migration, training, support and recurring charges. The comparison then covers an explicit scope and reveals exclusions before a decision.
Include future users and data owners in the evaluation, and identify who decides when requirements conflict. Document important answers, distinguishing demonstrated functions from points awaiting technical verification. Keep unresolved items visible so they do not become assumptions in the contract.
Use one requirements and vendor comparison sheet
- Processes, roles and access. For each scenario, name the person doing the work, the approver and the permitted actions. Include an exception and test that restricted actions stay restricted.
- Data, migration and integrations. Record what must be cleaned, mapped and reconciled, who signs off opening balances, and who handles failed data exchanges.
- Fit, testing and acceptance. Ask each vendor to show the same scenario. Record what is standard, configured or custom, which evidence was seen, and what will count as a pass.
- Delivery, training and support. Compare included deliverables, customer responsibilities, fees for migration and integrations, recurring charges, training by role, support terms and the cost of changes. Record exclusions separately.
When is the system ready for use?
Agree acceptance criteria, testers and sign-off responsibilities before contracting. Microsoft recommends connecting tests to business processes and involving users and business stakeholders in solution acceptance. E3
Also establish responsibility for migration, training, cutover and support after launch, all covered in Microsoft's go-live preparation guidance. A completed demonstration does not establish readiness for live operation. E4
Need help clarifying your requirements?
DOiT Business Solutions helps diagnose process and data gaps, define requirements, support implementation alongside your team and vendors, and follow up on agreed measures. Your team owns day-to-day operations. Start with a free introductory session to discuss the appropriate scope.
What to do next
Choose a shortlist only after comparing demonstrated fit and total delivery scope. Before signing, resolve high-impact gaps and agree who will accept the system and support it after launch.
Frequently asked questions
Must every module launch at once?
Not necessarily. Define the initial scope around priorities and process dependencies, then agree what follows and under which conditions.
Is training one administrator enough?
Define training around user roles, operational tasks, support responsibilities and cover for staff absence.
Should the comparison focus only on subscription price?
Compare the defined scope and known configuration, migration, development, training and support costs, recording unresolved items clearly.
Article sources
E1 — Microsoft Learn | Implement a solution based on business processes
E2 — Microsoft Learn | Manage configuration and migration data for Dynamics 365 projects
E3 — Microsoft Learn | Test your Dynamics 365 solution before deployment
E4 — Microsoft Learn | Prepare your production environment to go live
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