ERP requirements template in Excel: free RFP and scorecard
A free ERP requirements template in Excel with 71 requirements in 13 departments, each with the test a vendor must pass. Set your priorities, send it to vendors, fill in their answers, and the sheet scores them for you.
Pujan Motiwala · Statutory rules checked against the official texts on
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All 71 lines are in the file. To start from only the lines that apply to your business (by industry, turnover and whether Tally stays), use the requirements builder.
The columns, and why each is there
- Department
- Which part of the business the line belongs to, so each head can review their own section.
- Requirement
- One sentence you could paste into a contract. Written to be tested, not admired.
- Priority
- Must, Should or Could, as a dropdown. Set it before vendors see the sheet, so their answers can't shape it.
- What the vendor must show
- The demo test. A vendor who says yes should be able to do this in front of you.
- Law
- For statutory lines, the provision that requires it. The quoted text is on the checklist page.
- Vendor answer
- Yes, Partly or No, as a dropdown. A yes you haven't seen demonstrated counts as partly.
- Vendor evidence
- Where they showed it: the demo, a screenshot, a reference customer.
- Score
- Priority weight (Must 3, Should 2, Could 1) times the answer (Yes 1, Partly 0.5, No 0). The total and the percentage are at the foot.
- Requirement id
- Matches the line on ahromlabs.com/erp/requirements, so you can look up why it is there.
What it looks like
The first line of each department, as it appears in the file. Every line, with why it matters and what goes wrong without it, is on the checklist.
| Requirement | Priority | What the vendor must show |
|---|---|---|
| Sales and CRM Every enquiry has one current stage and a dated history from first contact to order, visible to everyone who works on it. | Must | Open an enquiry from last quarter and show every call, quotation and stage change on it, with who did each and when. |
| Purchase Shortfalls against orders and bills of materials become purchase requests automatically, after stock and usable remnants are counted. | Must | Release an order that needs more than is in stock and show the purchase request it creates, net of what's available. |
| Stores and inventory Stock is tracked by each physical unit that is picked and shipped (a reel, a box, a plate), each with its own number and label, not only as a total quantity. | Must | Receive two reels of the same part with different quantities and show each as its own unit with its own label. |
| Production and BOM Bills of materials kept in Excel are imported as they are, matched to the item master and grouped into assemblies; a likely typo is suggested, never silently corrected. | Must | Import one of your real BOM sheets and show how each unmatched line is handled. |
| Quality and traceability Material test certificates are kept once, in a bank, and linked to each piece of material and each product they apply to. | Must | Show one certificate and every product it has been used for. |
| Dispatch and logistics For goods moving with a consignment value above ₹50,000, the e-way bill is generated from the invoice and dispatch record, without retyping into the portal. | Must | Dispatch a consignment above ₹50,000 and show the e-way bill details produced from the invoice. |
| Accounts and GST Every transaction in the books has an audit trail: an edit log of each change with the date it was made, which cannot be switched off. | Must | Enter a purchase bill, change its amount, and show the edit log with the old value, the new value, the user and the time; then show there is no setting to disable it. |
| Payroll and people Pay is computed from attendance, rates and advances recorded during the month, never typed as a final figure. | Must | Show one worker's month: days present, rate, advances, and the pay the system worked out. |
| Customer and supplier portals Customers sign in to see each of their orders as plain-language stages worked out from what each department records, never typed for the customer. | Should | Sign in as a customer, open an order, then move it forward internally and show the customer's view change. |
| Reporting and AI Every figure on every report can be opened to show the transactions it was computed from. | Must | Pick a figure on the owner's dashboard and open the records behind it. |
| Integrations The ERP connects to TallyPrime through an agent on the Tally PC (Tally's gateway only listens there), with vouchers pushed and outstandings synced back on a fixed schedule. | Must | Show the agent running beside TallyPrime and the last sync times for vouchers and masters. |
| Reliability, access and support When the connection drops, work in progress isn't lost: syncs retry by themselves, and a real error (a missing ledger, a rejected voucher) waits for a person. | Must | Pull the network cable during a sync and show what happens to the queued entries when it's back. |
| Contract and ownership The contract states who owns the source code and the software, and what the buyer gets: the code itself, or a licence to use the system for a stated term. | Must | Ask for the ownership clause in writing before the build starts. |
How to run a vendor evaluation with it
- Delete what doesn't apply and set every priority before any vendor sees the sheet.
- Send the same sheet to every vendor and ask for Yes, Partly or No on each line, with evidence.
- In the demo, pick the Must lines and ask the vendor to do each test in front of you. The checklist lists them line by line.
- Mark any yes you didn't see as partly, then compare the scores.
- Keep the sheet: the same tests are the acceptance tests before you sign off go-live.
Answer five questions about your business and get the requirements that apply to it, ready to send to vendors.
Build your requirements list Free. Runs in your browser; nothing is sent anywhere.
Most lines here can be tried today on a live system: manufacturing · trading · interiors · how Ahrom Labs builds them
Official sources
- Companies (Accounts) Amendment Rules, 2021 (G.S.R. 205(E), 24 March 2021). Ministry of Corporate Affairs, Gazette of India, October 25, 2026.
- Companies (Accounts) Second Amendment Rules, 2022 (G.S.R. 235(E), 31 March 2022). Ministry of Corporate Affairs, Gazette of India, October 25, 2026.
- Notification No. 10/2023–Central Tax (10 May 2023), amending Notification No. 13/2020–Central Tax. Central Board of Indirect Taxes and Customs (copy hosted by the GST Council), October 25, 2026.
- Advisory: Time limit for reporting e-invoice on the IRP portal, lowering of threshold to AATO 10 crores and above (5 Nov 2024). GSTN (Goods and Services Tax Network), October 25, 2026.
- Notification No. 12/2018–Central Tax (7 March 2018), substituting rule 138 of the CGST Rules, 2017. Central Board of Indirect Taxes and Customs (copy hosted by the GST Council), October 25, 2026.
- Micro, Small and Medium Enterprises Development Act, 2006, sections 15 and 16. Gazette of India (copy hosted by the Ministry of MSME), October 25, 2026.
- Income-tax Act, 2025 (30 of 2025), in force from 1 April 2026. Ministry of Law and Justice, Gazette of India, October 25, 2026.
- Digital Personal Data Protection Act, 2023, section 8. Ministry of Law and Justice, Gazette of India, October 25, 2026.
- Digital Personal Data Protection Rules, 2025 (G.S.R. 846(E), 13 November 2025). Ministry of Electronics and Information Technology, Gazette of India, October 25, 2026.
What this page is not
A guide written by Ahrom Labs from the systems it runs; not legal or tax advice. Statutory lines quote the official text, and the text governs wherever this page differs from it; how a rule applies to your business is a question for your CA. Last updated .
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