Parts & maintenance · Updated 24 September 2026
Your ERP migration starts before the import button
The bill of materials often feeds drawings, parts catalogues, purchasing and service information. Small inconsistencies become more difficult to resolve when they are copied into several systems. Cleaning the source data first gives each downstream document a stronger foundation.
One item, several downstream uses
The same approved item identifier may appear in a model, drawing, purchasing list, parts catalogue and ERP import. Inconsistent descriptions or quantity bases can spread quickly between them. Establish which system owns each field and how updates are approved. Keep manufacturer references separate from internal item numbers. A clean-looking spreadsheet is not enough if the underlying assembly relationships are wrong or duplicated. Reconcile a small sample through the whole chain before expanding the dataset.
Validate rules and exceptions separately
Check required identifiers, duplicate keys, valid units and parent-child relationships using agreed rules. Then review exceptions with the data owner rather than automatically merging or deleting records. A zero quantity may be a deliberate condition or an error; an empty field may mean unknown rather than not applicable. Record the business meaning before transformation. Retain the original export, the approved mapping and the exception decisions so a later reviewer can understand how the final list was produced.
Define the fields and hierarchy
Agree what each field means before editing it. Separate the internal part number from a supplier reference and keep units of measure explicit. Preserve the assembly structure where it affects quantities and applicability. A flattened list can be useful, but it should not silently replace the original hierarchy.
Check duplicates with care
Two rows with similar descriptions are not necessarily the same part. Equally, one part may appear under several spelling variations. Flag potential duplicates for review and retain the original references until the responsible team confirms the change. Administrative cleaning should not become an unapproved substitution decision.
Validate a sample import
Prepare data in the required ERP, PDM or CMMS format and test a small reviewed sample through the customer’s approved process. Check whether leading zeroes, units, special characters and parent-child relationships survive the transfer. Record the mapping so a later update can use the same method.
Put it into practice
- Define field meanings and units.
- Preserve original references.
- Review suspected duplicates.
- Reconcile quantities against the approved assembly.
- Validate a sample before wider data transfer.
Illustrative educational content. Equipment-specific instructions require your responsible technical authority’s approval.
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