Implementing Epicor BisTrack or DMSi Agility: ERP Setup Guide for New Building Supply Dealers
Choosing your ERP is step one. Implementing it correctly is what actually determines whether it helps or hinders your operation. A poorly configured BisTrack or DMSi Agility system — with incorrect pricing files, missing contractor account structures, or untrained counter staff — creates more chaos than a spreadsheet. This guide walks through the implementation sequence for a new building supply dealer: from initial data setup through go-live, with the specific steps that experienced LBM operators know and first-timers miss.
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Use the free LaunchAdvisor checklist to track every step in this guide.
Pre-Implementation: Data Gathering Before the Software Is Installed
Before your ERP implementation team touches a server, gather your foundational data. You need: your complete product catalog (even if it is preliminary — 200 SKUs to start is fine), your vendor list with account numbers and contact information, your planned price structure (how many pricing levels — typically retail, contractor, preferred contractor, and bid pricing), your contractor customer list if you are converting from another business or system, and your general ledger chart of accounts from your accountant. ERP implementation timelines slip most often because the dealer underestimates how long it takes to gather and format this data. Start collecting it before your implementation kickoff call.
Manufacturer Price File Integration
One of the most valuable features of BisTrack and DMSi Agility is the ability to load manufacturer price files — electronic price updates from suppliers — directly into the system. GAF, Owens Corning, Dal-Tile, and most major building product manufacturers publish regular price files in industry-standard formats (STAIN, Epicor format, or custom CSV). When a manufacturer updates prices, you load the file and your cost basis updates automatically across your entire catalog. Without this, you are manually updating hundreds of costs line by line — a process that leads to margin erosion when you sell at old prices after a manufacturer price increase. Set up every supplier's price file format in your ERP before go-live. Ask your ERP implementation consultant to configure at least your top 10 suppliers' price files as part of the implementation scope.
Contractor Account Structure Setup
Every contractor account in your ERP needs: pricing level assignment (which of your price tiers they qualify for), credit limit (established through your credit application process), payment terms (net-30, net-45, or other), statement delivery preference (email or mail), and assigned salesperson or account manager. In BisTrack, contractor accounts are set up as Customer records with pricing contracts that override standard pricing. In DMSi Agility, similar structures exist through customer price schedules. Get all contractor accounts fully configured before go-live — a partially configured account will give incorrect pricing at the counter, which creates customer frustration and margin errors on day one.
Point-of-Sale Counter Training
Your counter staff — the people who take contractor orders, process will-call pickups, and handle phone-in orders — need thorough ERP training before the first customer walks in. For BisTrack or DMSi, standard counter workflows include: looking up a contractor account and verifying credit availability before accepting the order, creating a sales order with multiple line items, applying contractor pricing levels, generating a pick ticket for yard staff, converting the pick ticket to an invoice after delivery or pickup, and processing payment (credit card, check, or charging to the account). Run at least 10 practice transactions per counter staff member before go-live. Most ERP vendors provide sandbox/training environments for this purpose — make sure your implementation contract includes training access.
Go-Live Sequence and First-Month Operations
A clean go-live sequence: Week 1 pre-go-live — load all inventory, contractor accounts, and supplier price files. Verify pricing on your top 20 SKUs manually. Week 2 — run parallel operations if transitioning from another system: take one day of orders in both systems to verify outputs match. Go-live day — have your ERP implementation consultant or a designated super-user on-site for the first two days of live operation. First month — run daily transaction reconciliations (sales orders vs invoices vs payments) until your team is comfortable with the ERP output. First month-end close — work with your accountant on the first month-end close in the new system, verifying that AR aging, inventory value, and sales reports reconcile to your expectations.
Post-Go-Live: Manufacturer Rebate Tracking and Reporting
After go-live, configure your manufacturer rebate tracking programs in the ERP. Most major building product manufacturers — GAF, Owens Corning, Dal-Tile, Belgard — offer volume rebate programs that pay dealers 1–5% of annual purchase volume when thresholds are met. BisTrack and DMSi Agility both have rebate tracking modules that accumulate purchases by manufacturer and alert you when you are approaching or exceeding rebate tiers. Tracking these accurately can add tens of thousands of dollars per year in rebate income for a well-run dealer. Set a calendar reminder to reconcile your ERP-tracked rebate accruals against manufacturer-provided statements quarterly — discrepancies are common and in your favor to catch early.
RECOMMENDED TOOLS
Epicor BisTrack
Industry-standard ERP for building supply dealers. Request a demo and ask specifically about implementation timelines for a new single-location dealer.
DMSi Agility
LBM-focused ERP with strong implementation support for independent dealers. Annual DMSI University conference provides ongoing training resources.
QuickBooks Online
Use QuickBooks Online for accounting integration alongside your building supply ERP — BisTrack and DMSi both offer QuickBooks integration for general ledger export.
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FREQUENTLY ASKED QUESTIONS
How long does BisTrack or DMSi Agility implementation take for a new dealer?
A new dealer implementation — with no data migration from a legacy system — typically takes 60–120 days from contract signing to go-live. The variables are data readiness (how quickly you can provide clean product and customer data), staff training time, and the implementation consultant's schedule. Budget 90 days as your planning assumption and do not sign a lease or order opening inventory before your ERP go-live date is confirmed.
Can I implement BisTrack or DMSi myself without a consultant?
Both vendors provide implementation services directly. DMSi is generally considered more accessible for self-guided implementation with smaller dealers. BisTrack implementations almost always involve a formal Epicor implementation engagement. For a new dealer with no prior building supply ERP experience, attempting a self-guided implementation significantly increases go-live risk. The implementation cost ($10,000–$30,000) is modest relative to the risk of a failed or delayed go-live.
What data do I need ready before ERP implementation begins?
At minimum: your product catalog (SKU, description, unit of measure, cost, and initial retail price for each item), your vendor list with account numbers and contact information, your initial contractor account list with credit limits and pricing tier assignments, and your chart of accounts from your accountant. The more complete this data is before implementation begins, the shorter and smoother your implementation will be.
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