Download editable .docxFill in the blanks after printing, or edit the .docx in Word / Google Docs.

ERP Requirements Checklist

54 starter requirements across 8 process areas. Delete what does not apply, add your own on the blank rows, and rate each one before you send it to vendors.

How to use this checklist

Priority: 3 = must have (a "no" disqualifies the vendor), 2 = important, 1 = nice to have. Keep 3s under a third of the list, or they stop meaning anything.
Write requirements as outcomes ("approve bills over $5,000 by department head"), not features ("workflow engine").
Have the person who does the work today rate each process area, not IT alone.
Vendor answer codes: S = standard (configuration only), P = partner app or add-on, C = customization, R = on roadmap, N = not supported.
Ask vendors to price every P and C answer. That is where year-1 budgets are usually blown.

Company
Prepared by
Date
Vendor / partner responding

Financials

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R01	Multi-entity general ledger with automatic intercompany eliminations
R02	Multi-currency transactions and revaluation
R03	Dimensions (department, location, class, project) on every transaction
R04	Configurable approval workflows for bills and journal entries
R05	Bank feeds and rules-based bank reconciliation
R06	Close checklist / task management
R07	Recurring and reversing journal entries
R08	Fixed asset register with multiple depreciation books
R09	Budget vs actual by dimension
R10	Audit trail on every record change
	[____]

Order to cash

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R11	Quotes, sales orders and invoices in one flow
R12	Customer-specific pricing and discounts
R13	Credit limits and credit holds
R14	Recurring / subscription billing
R15	Revenue recognition schedules (ASC 606)
R16	Sales tax calculation (native or connector)
R17	Customer portal or statements by email
R18	Collections dunning and aging
	[____]

Procure to pay

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R19	Purchase requisitions and purchase orders with approvals
R20	Three-way match (PO, receipt, bill)
R21	Vendor portal or OCR bill capture
R22	Landed cost allocation
R23	ACH / positive pay payment files
R24	1099 tracking and e-filing
	[____]

Inventory and warehouse

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R25	Multi-location inventory with transfers
R26	Lot and serial tracking (forward and backward trace)
R27	Bin locations
R28	Barcode scanning on mobile devices
R29	Cycle counting
R30	Reorder points / demand-based replenishment
R31	Kitting and assemblies
R32	Costing method required (FIFO, average, standard)
	[____]

Manufacturing

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R33	Multi-level bills of materials with versions
R34	Routings and work centers
R35	Material requirements planning (MRP)
R36	Work orders with labor and machine time capture
R37	Quality checks and non-conformance
R38	Shop-floor data collection
	[____]

Projects and services

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R39	Project budgets vs actuals
R40	Time and expense entry (mobile)
R41	Milestone, T&M and fixed-fee billing
R42	Resource utilization reporting
	[____]

Reporting and analytics

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R43	Self-service report writer for finance users
R44	Role-based dashboards
R45	Consolidated financial statements
R46	Scheduled report delivery
R47	Export / connector to BI tools (Excel, Power BI)
	[____]

Technical and security

ID	Requirement	Priority (3/2/1)	Vendor answer (S/P/C/R/N)	Notes / cost
R48	Single sign-on and MFA
R49	Role-based and field-level permissions
R50	Documented REST / SOAP API
R51	Included sandbox environment
R52	SOC 1 / SOC 2 Type II reports
R53	Full data export at contract end
R54	Mobile access
	[____]

Scoring summary

Measure	Vendor A	Vendor B	Vendor C
Must-haves answered S (count)
Must-haves answered N (disqualifying)
Requirements needing P or C (count)
Estimated cost of P and C items
Weighted score (priority x 2 for S, x 1 for P or C, 0 otherwise)

Score only what you have seen demonstrated. A "yes" in a written response that the vendor could not show in the demo counts as C.

Free template from ERP Cost Guide. Edit freely for your business.