You’ve been here before. Your software vendor comes out with an update, you follow the instructions, and now your data’s broken. Now you have to spend a week making sure all your information is correct and up-to-date. And it happens every release... Not only is it annoying, but it’s terrifying. Did you catch all the data errors? Are you sure all the information is even there?
ERP software updates don’t have to be stressful or disruptive—when done right, they keep your system secure, compliant, and performing at its best. This article explains how ERP software updates work, how often they occur, how to get the most out of your release, and what you can expect from SSI’s update process so you can feel confident during every release.
It’s common in the software space to fear updates. (Just look at the Windows 11 hiatus…) Data can be lost, features can be broken, and productivity can slow dramatically. You are right to fear it.
But updates are also necessary. Oftentimes, releases include regulatory compliance features, security updates, and system corrections. They also include new features that help you improve your processes and save time.
Therefore, updates are critical.
And again, when done right, an ERP software vendor will release an update that includes all of the benefits and none of the drawbacks. That’s why we have structured our release cycles in a particular way, with detailed procedures and with user experience in mind.
Many ERP software vendors try to push out features and capabilities without enough testing and user input. This often breaks your workflows, your data, or your functions. And it’s easy to do…
That’s why we’re very mindful about updating our software in a way that causes you the least disruption possible. And we’re here to explain it to you.
But first, we have to cover some definitions.
We won’t bury you in jargon, but there are a few key terms to know:
Build Number: A unique identifier assigned each time the software is compiled—like a car’s VIN. It tells our team exactly which code you’re running.
Patch: A fast, targeted update to fix bugs, minor features, or security issues.
Update: An enhancement to the current software version, often including small changes and patches.
Version: A distinct edition of the software with broader changes or new capabilities.
Release: The act of making a version available.
A software release cycle is just a fancy way of saying a process in which a version is created, released, and maintained. One release cycle usually includes 5 main steps: planning, development, testing, deployment, and maintenance. But those steps can be done via differing methods.
The SSI Product and Development team follows the Agile software development methodology. This way of software development breaks down projects into smaller (and therefore manageable) incremental chunks. Those chunks are called sprints.
Each sprint focuses on developing, testing, and evaluating one piece of VIP software at a time. We develop and test specific features, evaluate their performance, and incorporate user feedback before moving forward. This cycle of continuous improvement means an ERP system can adapt quickly to changing regulations without the rigid constraints of traditional development methods. Some development methods treat changes as disruptions that derail timelines and budgets. But the Agile method welcomes adjustments.
For SSI, each sprint is about every 2 weeks. (And we do feel it in our hamstrings.)
The main reason why ERP software updates happen is to help you remain compliant. This is especially important for public sector agencies. Because there are a lot of guidelines and legislation regarding software, cybersecurity, reporting, and public accounting (insert head-nodding here).
For example, the IRS and Treasury Department provide guidance for new regulations periodically. And the Governmental Accounting Standards Board (GASB) has regulatory changes that typically take effect at the beginning of fiscal years. Nacha, Fire & Pension, and the ICMA (among others) also release new guidelines and regulations every once in a while. All of these are crucial for fiscal year-end reporting and procedures.
All that to say: your ERP software needs to be updated to handle all these changing regulations.
At Software Solutions, we release major VIP Software updates twice a year, specifically timed to go live before regulatory changes take effect. So you’ll have enough time to digest the changes before year-end.
Obviously, ERP software updates occur for feature enrichment and optimization, too. And sometimes updates have to do with a change in process or configuration, rather than the software. Those are important. But keeping you compliant is paramount.
The point is that software updates are important. But What happens when a vendor stops supporting a software program? Known as end-of-life (EOL), this can create serious risks. Unsupported software is more vulnerable to security threats, can cause compatibility problems, and often leads to slower performance and reduced productivity. Because it's not being updated anymore. For those reasons, the Cybersecurity and Infrastructure Security Agency (CISA) also recommends you retire all EOL products you use.
We can’t speak to other vendors’ releases, but we can at least tell you how ours goes.
On VIP Cloud
Customers on VIP Cloud have the benefit of having major releases done automatically, twice per year. Patches, however, are implemented via request by submitting a ticket. We always give advance notice of when we will complete the update. Normally, these are taken care of within 24 hours or less. Or you can schedule a specific time you want it done. Either way, there’s no downtime because updates are implemented outside of working hours.
On-Premises Server
On-prem sites are required to update once per year, but best practice is twice per year for regulatory compliance and user experience. You can do it at any time, but it does require manual intervention by IT personnel or the responsible party. To install the update, download the executable from our support site. Then run it on the server that hosts VIP software and follow the on-screen instructions.
CISA recommends utilizing automatic software updates when possible: “New vulnerabilities are continually emerging, but the best defense against attackers exploiting patched vulnerabilities is simple: keep your software up to date. This is the most effective measure you can take to protect your computer, phone, and other digital devices.”
When we release a new version of VIP Software, we publish release notes on our support site for easy access. If you have questions, you can enter a ticket. And we respond to tickets very quickly.
We also update sandboxes so that you can play around with the new version before implementing it on your live system. That way, you can confirm everything works perfectly with your data before completing the update on your live system. While there is typically an extra fee to maintain a sandbox, there are no fees to update software versions, whether you’re on-prem or on VIP Cloud. You can also update an unlimited number of times without extra fees.
And normally, our updates are thorough enough that you don’t need additional training. The knowledge base articles on our support site will fill any gaps easily.
Keeping your ERP software up to date doesn’t have to be stressful or complicated. At Software Solutions, Inc., we’ve built our update process to be simple, reliable, and completely transparent—so you always know what’s coming and why it matters. Every release is carefully tested and timed to help you stay compliant, secure, and running smoothly. And with no fees, quick support, and sandbox testing available, you can update with confidence whenever you’re ready.
In the end, ERP software updates aren’t something to dread—they’re one more way we help make your job a little easier.
Sources:
Medium - The Ultimate Guide to Versioning In Software Development
Statsig - What is a Software Release Cycle
CISA - Understanding Patches and Software Updates
Fusionhit - Agile Methodology in Software Development
IRS - Understanding IRS Guidance