Start with one business outcome
Choose a specific problem to solve: reducing duplicate order entry, improving stock visibility or making approvals easier to follow. Describe the current process and what a successful replacement would look like. Give each outcome an owner who can review the result.
Map the process with the people who use it
Walk through a real transaction from beginning to end. Note who creates information, who approves it and which reports the team needs. Include exceptions such as a cancelled order or a returned item. These details make your requirements more useful than a long feature wishlist.
Decide what data you actually need
List the customer, product, supplier and opening records required for launch. Assign someone to remove duplicates and check missing fields. Agree whether older transactions need migration or can remain in an accessible archive. Validate a sample before committing to the full transfer.
Separate launch needs from later improvements
Classify requirements as essential for day one or suitable for a later phase. Review standard workflows before requesting custom development. Record the scope of each integration, the system that owns each record and how failures will be handled.
Make acceptance and training part of the plan
Ask key users to test representative scenarios and confirm the results. Agree who approves go-live, who supports users after launch and how unresolved issues will be tracked. Training should cover each role’s everyday work, not just a tour of the menus.