Legacy ERP Order System Replacement
20-year-old DOS-based order system couldn't integrate with modern e-commerce or handle current order volume
Context
Retail distributor operating since 1990s, still using DOS-based order entry system. Processing 800-1,200 orders per day across phone, fax, email, and newly launched e-commerce site. DOS system had no API, no database access, data stored in flat files. E-commerce orders entered manually into DOS system by staff copying from website orders. Phone orders took 15-20 minutes each due to slow DOS interface. System crashes occurred daily under peak load. Staff turnover created knowledge gaps—only 2 employees knew how to use system effectively. Business couldn't scale—adding new sales channels or order types required manual workarounds.
The Real Problem
Legacy system was black box—no documentation, vendor no longer supported it, modifications impossible. E-commerce orders had to be manually transcribed from website into DOS system, introducing errors and delays. System couldn't handle order volume spikes—daily crashes during peak hours (10am-2pm). No integration with modern tools: accounting software, shipping systems, inventory platforms. Data extraction required manual file manipulation—monthly reporting took 3 days of data export and Excel manipulation. System couldn't validate orders—wrong product codes, invalid addresses, pricing errors only caught during shipping. Staff resistance to change—team comfortable with DOS system despite inefficiencies. Budget constraint: couldn't afford enterprise replacement (estimated $200K+). Timeline constraint: needed working system within 3 months before busy season. Data migration challenge: 25 years of historical order data in proprietary format.