ERP Software Demo Guide: Complete Steps and Examples

According to a statement we got from Financial Management Magazine, an ERP system implementation will usually cost the company around 2% of gross sales for the planning stage through six months after implementation.

For larger firms, this can sometimes last more than one year, making ERP system selection and partner selection critical.

Running an ERP demo is a fundamental step to ensure a successful system implementation aligned to your business’s needs.

During the ERP system implementation stage, it is important to observe and understand how the interconnected system may automate business processes within Singaporean companies.

With the highly competitive business environment of Singapore, a tailored ERP software demo ensures you can verify the features best suited for your business.

An ERP demo is essentially a snapshot that will help you find out whether an ERP system can address specific business issues before it becomes fully installed software.

This article elaborates more on the ERP demo guide and why performing a demo is integral to the implementation of ERP software. Continue reading to find out!

What is an ERP Demo?

An ERP demo is a live showcase that provides a visual tour of an Enterprise Resource Planning (ERP) software system, highlighting its various features, functions, and integrations with different business modules including finance, inventory management, sales, human resources, and procurement.

Through the live demos, businesses (and especially SMEs) get an up-close and personal view of how a system operates, how it centralizes business data, and how the software system will streamline and automate operations in real-time.

In a sense, the ERP demo helps organizations determine whether a system is a perfect fit for their current needs and business processes.

A guided ERP system demo will typically include guided walkthroughs of all critical ERP software functions and features, as well as offer the opportunity for Q &A with product experts and allow for the discussion of any possible custom features required.

The Importance of Doing an ERP Demo for SME Businesses in Singapore

A live demonstration of an ERP system allows businesses and organizations to analyze the software in action, seeing exactly how it can assist with and automate everyday processes such as purchasing, sales, inventory management, and employee operations.

More importantly, a business can make sure the necessary integrations it requires for its operational needs are supported.

Through an ERP demo, SMEs can actually see how a centralized, real-time database can assist them in reducing manual errors and increasing overall efficiency.

According to the IMDA’s Singapore Digital Economy (SGDE) report (as cited by OpenGOV), 95.1% of Singapore SMEs already adopt at least one of the six key digital services, of which ERP software is one, to expand their use of technology.

As the IMDA report also revealed, SME businesses in Singapore struggle with inefficient, scattered data entry and visibility. An ERP demo helps you find out whether the ERP software system in question is the best fit for real-world applications.

Additionally, a demo can assist companies in evaluating a vendor’s readiness in accommodating local necessities like the country’s specific rules and regulations, integrating Human Experience Management modules and timesheet tracking, and linking with employee key performance indicators (KPIs).

The Role of ERP Demo

All businesses looking to adopt ERP software should always perform an ERP demo. The demo’s important role is in allowing businesses to comprehensively evaluate the system’s various facets, and it’s a critical part of the selection process:

1. Risk-free Exploration

An ERP demo will allow a company to explore a multitude of software systems (even intelligent ERPs) without having to pay or subscribe to anything.

Exploration of different ERP systems is vital for businesses, particularly those that have tight budget constraints (SMEs, small businesses). This is essential because the correct ERP system can greatly improve ROI.

This is how you can start your ERP change management strategy – exploring a plethora of systems with an ERP demo without committing yourself and facing consequences. You don’t have to be afraid of a failed implementation or high costs that follow with testing the waters without trying first.

2. Functionality Testing

By doing a demonstration of the system, you get the chance to test the ERP’s functions firsthand. You can analyze whether the promises of the software vendor are being met; whether there are advanced features like real-time analytics and seamless integrations.

Whether customization options are actually available. Functionality ERP testing will ensure there are no gaps and help eliminate potential ERP system failures.

3. User Interface Evaluation

A critical element of any ERP system is the user interface (UI), which significantly impacts how the system is adopted within an organization.

A poorly designed, confusing, or non-intuitive UI might not be popular with employees. Live demos help you evaluate a system’s UI and assess if it’s user-friendly enough for your staff.

The system architecture and logic are important to consider when ensuring it will suit a variety of users, regardless of technical ability.

4. Performance Assessment

During an ERP demo, you get to gauge the system’s performance – will it handle massive data, and can it process large chunks of data fast enough? Can the ERP system accommodate multiple users simultaneously?

An ERP system demo can help ascertain that it’s scalable to meet demands. ERP maintenance steps, including regular updates, will help you to address performance issues.

5. Vendor Support and Services

The vendor support and services offered with the system will be showcased to you during an ERP demo. It will give you insight into the vendor’s response times, the quality of support offered, and the available training modules.

This helps organizations see whether they will be able to efficiently receive the kind of support necessary to ensure a successful ERP implementation and ongoing operational needs, whether it’s system updates, customization, or troubleshooting.

6. Comparison with Competitors

The ERP system demo is an indispensable tool that offers a hands-on way to compare various ERP systems.

By experiencing each software system directly, businesses can really understand the specific strengths and weaknesses of each alternative when implemented in real business processes. This helps you compare not only feature sets, but also user interface, flexibility, and functionality.

Types of ERP Demo

There are various types of ERP demos that businesses can choose from when looking into ERP software.

The purpose of a demo is to illustrate how different features and the capabilities of ERP systems can benefit a business, and these demonstrations help in illustrating the advantages and challenges of ERP systems for their specific needs.

Some of the more common types of ERP demos available for businesses include:

1. Live Personal Video Demos

A live personal video demo gives a more customized 1-to-1 demonstration where you can get a demonstration from a product expert via a live video call.

This type of demo also allows you to get answers to any questions that may pop up and allows the presenter to focus on your needs, while providing relevant explanations for any concerns that may be raised during a demonstration session.

This type of demo can be highly interactive and is beneficial to businesses who need a personalized feel and require interaction with the vendor. They also center around key business pain points and the functions the system provides that meet these needs.

2. Free Trial

A free trial ERP demo allows businesses to test the software over a set period, typically 7–30 days. It provides hands-on experience with the system, allowing users to explore its functionalities, navigate through modules, and assess its usability in a real-world environment.

This type of demo is ideal for businesses that want to experience the software firsthand before making a purchasing decision, ensuring the system meets their needs without any commitment.

3. Group Webinar

Group webinars are a cost-effective option for businesses looking to see how an ERP system works, presented to multiple participants simultaneously. These demos are typically pre-scheduled and conducted by the vendor, offering an overview of the software’s features and benefits.

Webinars often include Q&A sessions, where participants can ask general questions, making them a useful option for businesses that need a broad understanding of ERP capabilities but don’t require a personalized demonstration.

4. Industry Demo

These demos are specialized for the particular industry of your business (e.g., Retail or manufacturing), and will show businesses how an ERP system can address industry-specific pain points.

These types of demonstrations focus on system functions that are particularly suited to your industry’s regulations, needs, and tasks, allowing you to judge the way the system suits the specific business needs you have.

These demos are best used by businesses that need the flexibility of a system to meet specific business operations and requirements.

5. Self-Run ERP Demos

This demo type offers you access to a ‘sandbox’ version of an ERP system.

It allows the user to maneuver around and try the various features of the software independently of any demonstration or salesperson; most self-run demonstrations feature most of the software, but it can be restricted and is usually a completely free test.

The benefit is being able to examine the software at your own pace, to judge ease of use, interface, and ability to perform core tasks of the software, before deciding whether to view this software more deeply or look elsewhere.

6. Traditional Vendor-Led ERP Demos

This is a standard demonstration given by the vendor’s salesperson, which takes the form of either an in-person walkthrough or via a live video presentation.

This kind of demo can give you the fullest picture of a specific ERP solution’s functionality, by allowing vendors to demonstrate how specific system functions, configurations, and customized workflows meet your specific business requirements.

These demos are more structured than live personal demos and help provide a broader perspective on the possible benefits, along with a consideration of prices.

Preparation of ERP Demo Guide

Businesses must be thoroughly prepared beforehand when seeking an ERP demo to ensure that it is a productive session. Here is a step-by-step approach to preparing:

1. Document Current Business Needs and Requirements

Take time to establish the requirements for your business, along with your current business pain points. Consider any business processes that need to be addressed in terms of inventory management, sales, accounting, or HR.

The more specific and detailed your business requirements are, the more the demo can cater to these and assist in solving particular business issues or processes within the business’s operations and workflow.

You want the software and its features to support your operations, and it can also provide vendors with an idea as to the relevant features that your business may need.

2. Team Participation Planning

You may want to select representatives from your teams who are involved in areas which will be affected by the use of an ERP system.

This might be sales, finance, or operational staff, and these are just some examples of the kind of employees that might work with the software and can give insight into how the software could affect their tasks and the business’s operations, from their point of view.

Cross-departmental input will ensure the ERP system you are comparing meets the needs of the entire business, not just certain departments within it.

3. Identify Key Stakeholders to Attend

One important part of this process is to ensure that key decision-makers and individuals within the business who would give final approval of an ERP system are present.

Typical decision makers for an ERP system would include your financial director, IT department, and any heads of department that will use or be impacted by the system.

These people need to be informed and will often be able to provide feedback that ensures that the system fits the long-term needs of the business, as well as immediate requirements.

4. Assessment Questions

Prepare a list of questions that will assist in judging whether an ERP system meets your needs. Such a list would naturally need to contain inquiries relating to the capabilities, potential customization, and integrations that are likely to be important to your business.

Ask how much customization the software allows, how the system will support scalability as you expand, and how the system will provide support for the system implementation and throughout its use.

These questions can serve as a guideline during the demo and ensure that the product is capable of growing with your business and supporting its requirements.

Here are some examples of questions that can be asked during the ERP demo, including:

• Can the system integrate with our existing software, such as our CRM, e-commerce platform, or specific third-party applications?
• What APIs or integration methods do you support?
• Is the system cloud-based (SaaS), on-premise, or does it offer a hybrid model? Where is the data hosted?
• How often are updates and new features released, and how do these updates affect any customizations we might make?
• What security measures are in place to protect our data, including encryption, access controls, and data backups?

5. Define Clear Demonstration Objectives

Define the specific goals you want to achieve from the ERP demo. Whether it’s to see how the system handles a particular workflow, evaluate ease of use, or assess reporting capabilities, setting clear objectives will help keep the demo focused and relevant.

These goals will ensure that you get the most out of the session and can make an informed decision about the ERP system’s potential fit for your business.

6. List Current Systems and Integrations

Make a list of your current systems and integrations that the ERP will need to work with, such as CRM software, accounting systems, or warehouse management tools.

This is essential for understanding how well the new ERP can integrate with your existing infrastructure and whether the ERP migration process can be handled without disrupting operations.

During the demo, ask the vendor how the ERP system will integrate with these platforms and what the implementation process will look like to avoid disruption in your operations.

7. Prepare Timeline and Budget Expectation

Set clear expectations regarding the timeline for implementing the ERP system and the budget available for the project. Discuss the expected ROI and how soon you expect to see improvements in business processes.

The vendor should be able to align the demo with your timeline, giving you a realistic view of how long the implementation will take and how much the solution will cost. This ensures that you are prepared for the commitment required for successful ERP adoption.

Key Features SMEs Should Look For During an ERP Demo

What a business should be searching for in an ERP demo are some key features that will tell if the software will be a good fit for your business needs. You can look for many things in an ERP system while making your choice for your company. The ten things that one might look for are:

1. Integration Capabilities

ERP systems should integrate well with other applications within a business that may include industry-specific processes, contracts management, accounting, CRM, SCM, BI, and HR tools.

By linking these to avoid silos and to ensure data accuracy and workflow efficiency, an ERP system can integrate well with others in the business.

One should make a note while at the ERP demo of whether it connects with other software and ask the vendor about integration with specific tools the company is currently using.

2. Customization and Scalability

An ERP should not be fitted into the present requirements of a business but should evolve with it.

The business should look for options for the customization of workflows, fields, and screens to accommodate a unique set of business requirements, and consider if the system’s scalability can accommodate larger transaction volumes or increased numbers of users as the business grows.

3. Real-time Data Access

For timely decisions to be made within a business, real-time data access should be readily available.

One should make a note whether the ERP software used in the demo can access real-time data from operations, finance, and customers and make effective use of it, as one does not have to waste any time waiting on old data.

4. User Interface (UI)

One should be cautious of an ERP with a complex user interface, which may affect user adoption and performance.

While in an ERP demo, a business should navigate the ERP to assess if the UI is easy to use, and then determine if the ERP system’s user-friendly UI can provide enough productivity in daily usage for your team.

5. Reporting and Analytics

Reporting and analytics should be robust so that the business is enabled to track key performance indicators(KPIs), identify business trends, forecast outcomes, and conduct in-depth data analysis.

During an ERP demo, a business should focus on a company’s reporting features and the capacity of a business’s internal processes. One should look into all options regarding reporting tools available, including custom and predefined reports.

6. Mobile Access and Support

Nowadays, companies have growing mobile needs. There must be mobile ERP access during the ERP demo, while the system should be tried and tested at the demo.

If a company’s field team is required to use the ERP system while out of the office, then the app needs to have enough features to accomplish the tasks required and be easy enough for a team to use effectively.

7. Security Features

Since an ERP system will contain significant business data, it is important to consider what kind of ERP security protocols are available.

When one is during the ERP demo, the business should evaluate all security features the system offers. These include features like data encryption, secure access controls, audit trails, and compliance with industry regulations.

8. Support and Training

Strong customer support and efficient training can increase an ERP implementation’s success. When making use of the ERP demo, you should question the vendors about the types of support and training that are offered.

This is the time to ascertain their approach to problem-solving, upgrades, and the training given to your team.

9. Cost Effectiveness

The business must understand the overall cost of owning an ERP system. This is the capital expenditure that a business incurs, operating expenditures, and future investment in new features and versions.

During an ERP demo, a business should seek the price structure of an ERP, as the cost is a significant element affecting business.

10. Cloud Capabilities

The security and reliability of cloud-based ERPs should be carefully evaluated. When considering cloud ERPs during an ERP demo, analyze data storage, processing rules, SLAs, and release schedules for updates, maintenance, and issue resolution.

Example Timeline of an ERP Demo

An ERP demo is a part of evaluating an ERP system for your business. To give a thorough presentation that captures a business’s interest, ERP demos are divided into various sections. Here’s a typical flow:

1. Introduction and Discovery

The demo should start with an introduction of the ERP provider’s business, followed by discovery by the provider of what it will entail for a business to implement an ERP system.

The purpose of this segment is to make sure the ERP demo will address each of your company’s business needs in relation to how an ERP may solve them.

2. System Overview

The presentation continues with the provider giving an outline of the whole ERP system, presenting a basic but significant portion of each module in the system.

You can see how the ERP works together to offer all business modules such as accounting, SCM, CRM, and HR tools that are required in a business. The purpose of this is to inform the team of what an ERP system is and all its features.

3. In-Depth Exploration of ERP Features

The second part of the demonstration is when the provider of the ERP system demonstrates some of the specific features that most reflect a company’s business needs.

An example might be that if one’s company’s need is to improve sales, then in this section they would provide a showcase of the CRM and Sales Forecasting systems within the ERP. These parts will explain what your business will have if you choose this ERP software.

4. Q&A

The end part of the ERP demo allows you to pose questions regarding your business and how it relates to the specific ERP software that is being demonstrated.

It will also be a section where you will address any gaps you feel exist, and any other needs of your business, which the provider of the ERP should be able to accommodate with their software.

Best Practices For an Effective ERP Demo

An ERP demo is a critical component of choosing an ERP system, as this helps businesses to select an ERP that meets their needs. During the demo, you can be sure that the company’s most urgent business need is being looked at.

The business may be looking for certain parts that are unique to them; that is when it should mention that information beforehand so that it can be featured in the demo. The following points show the business how best to maximize an ERP demo:

1. Communicate Clearly

The provider needs to explain every aspect of the ERP during the demonstration, using plain language to make the demonstration very easy to understand for your entire team.

It should not be difficult to understand how the ERP system will benefit your business, and should avoid technical terms where possible to allow all stakeholders to understand.

2. Encourage Questions and Interaction

In order to give a good ERP demo, one must create an atmosphere whereby everyone is comfortable in expressing any question they might have.

It should also allow for some form of discussion on particular business processes and how they might be adapted within the ERP system. By fostering participation and openness, one ensures that any worries are clarified, and the system fits the requirements.

3. Record the Demos

It will be very beneficial for both you and the provider if all demonstrations are recorded, especially if there is a delay in getting team members to attend them.

This will also give you something to compare different ERP demos with once they have been given, and to go over all of the important points about the demo to reinforce them.

4. Stick to the Script

Every demo needs to have a structured itinerary to allow for the proper coverage of all required ERP features. Avoid veering from the itinerary as it can lead to confusion among team members and waste a lot of valuable time.

If one needs a special feature of an ERP for their business to be included in a demo, they need to state that beforehand.

5. Conduct Post-Demo Meetings

After the demo is completed, a meeting between team members who witnessed the ERP demo should be arranged.

The main goal of this meeting should be to evaluate what aspects of the demonstration were relevant and whether the ERP system truly meets the needs of the business. The team should then bring up any outstanding points and see how the ERP could potentially work.

6. Focus on Process Flows

If your business has several key workflows that are most significant, then the ERP demo should not feature everything, but the unique workflows of your business should be shown being done within the system.

This will enable stakeholders to visualize what will happen during a specific part of your work, such as taking an order from beginning to end.

7. Go Beyond the Demo

Don’t rely on the demo to gauge the ERP system. Ask for a trial or sandbox to play around with it and feel it in your hands. You’ll be able to better see the interface, options for personalization, as well as performance of the system under real-world conditions.

It is possible to take ScaleOcean’s ERP software free demo. In the free demo, you can personalize the system based on your business requirements and business specifications.

Besides that, you can examine ScaleOcean’s fluid integration, managing all business operations and procedures within one platform and user interface. Get in touch with the ScaleOcean team and arrange for a free demo.

How Does an ERP System Demo Help SMEs to Improve Decision-Making?

By doing an online demo of the ERP system, companies will find it easier to consider the appropriate and right ERP for the specific needs and characteristics of the company. This step can also improve decision-making for businesses considering ERP systems. Here are some things you can consider:

1. Hands-on Experience

An ERP system demo provides hands-on experience with the system before making a financial commitment. Decision-makers can directly interact with the software, using real data and scenarios to evaluate how the system handles their specific business processes.

2. Feature Assessment

The demo allows businesses to try out different functions and features in the ERP system, thereby enabling them to narrow down the essential, nice-to-have, and redundant features in the software.

It gives the decision-makers the insight to figure out if the ERP suits their business plans and operational needs or not.

3. Risk Mitigation

ERP demo helps to reduce the risk involved with the implementation of the software. Testing the software beforehand would allow businesses to find any problems or shortcomings, which could impact their business.

This is all the more important for a two-tier ERP software solution because it provides the ability to evaluate if the ERP system can match the existing setup.

With a two-tier ERP software, this strategy helps the businesses to make necessary changes or to switch to other options before experiencing the cost and disruption of a full deployment.

4. Comparison and Contrast

Businesses may evaluate several ERP systems without incurring any costs by taking advantage of a free trial. This comparison is critical in a crowded market where several ERP systems may appear identical on paper. Decision-makers may compare rival systems side by side to see which provides the best value and fit for their particular needs.

5. Stakeholder Buy-in

By showcasing the capabilities of the ERP system to important stakeholders and end users, you enable consensus building and stakeholder buy-in across the company.

Stakeholders can see the value firsthand, become aware of how their jobs may be impacted, and address any concerns or issues. This way, it ensures everyone is involved.

6. Customization Insights

The ERP system demo is also able to show businesses the possible customizations that come with the software and how easy it is for a business to make the necessary adjustments.

This is a vital factor in knowing if the ERP will be able to adjust to your business requirements and if the vendor can provide adequate support with the adjustments.

Next Steps After Doing an ERP Demo

Once you have attended an ERP demo, the next steps after attending the demo are crucial in determining if it really will integrate with your business and its objectives.

Enough time must be allowed to assess its suitability internally, comparing options, and to ensure a sensible decision is made.

This phase is vital in ensuring that the most suitable ERP solution is chosen and to ensure a smooth implementation of your selected system. The following are the essential things that need to be done after attending an ERP demo to ensure your next steps about implementing an ERP system:

1. Internal Discussion and Comparison

After a demo of a new ERP system, the internal team should meet up and decide on the potential of this ERP system to fit within the organization.

Comparisons should be made to ensure the ERP system will fully meet the needs of your business and also ensure that features, usability, and cost of the system are comparable with other available options.

It’s good to check how scalable, integrated, and easy-to-use the ERP system may be so that it fits into the company well for the long term.

2. Request a Custom Proposal

Once an ERP system has been selected after a demo, a business then needs to place an order for a custom quote. This should cover pricing, licensing models, implementation plan, and also other necessary details about customization.

By knowing what the prices may be, the business is fully aware of what is expected at the end and with the relevant information provided about customization.

3. Plan for System Implementation

Once a decision has been made to go with a certain ERP system, a full plan must be laid down to define a schedule of when it will be implemented, the resources needed, and how internal employees should be adequately trained to be ready for the new system.

Critical elements that should be done in implementing an ERP system are the data transfer, employee training, and also system integration.

In order to do this smoothly, there should be strong coordination with the ERP vendor, and every step should be taken to solve potential problems that may arise.

Take a Free and Comprehensive Demo with Scaleocean ERP Software

You can take a free demo of Scaleocean ERP. This system provides services that involve direct conversations with clients through a portal or interactions supported by the ERP system’s interactive features.

With Scaleocean ERP’s free demo, you can discover several ERP features that you can customize to your business needs and specifications, including integrating any modules you require to support your business processes.

With all-in-one solutions offering over 200 modules and 1,000 features, you can customize the system to your business needs, offering the flexibility of system and data warehouse deployments, whether cloud, on-premise, or hybrid.

Don’t hesitate or worry, because with a flat fee and no additional per-user licensing fees, you can customize our system to suit any business need. You can also request and configure dashboards and business reports to suit your company’s needs.

To request a demo of this ERP, please contact us immediately to schedule a system consultation with Scaleocean’s professional team.

Conclusion

An ERP demo is an important process when analyzing software for your business needs. By proper preparation and best practice use, you are guaranteed that the demo will shed some light on how the ERP system would work with your business.

With ScaleOcean ERP, you can have an enterprise-level, customized solution to your business needs.

A free demo offered by ScaleOcean allows you to gain insight into how this modular, integrated, and flexible solution will integrate with your business processes and take your business forward.

Contact our team now to get your free demo and see how ScaleOcean ERP can optimize your business operations!