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How do I double check the accuracy of imported data
| Author: Steve Childs Reference Number: AA-00973 Created: 2011-02-19 17:16 Last Updated: 2018-03-28 19:28 |
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How to double check the accuracy of your Customer and Prospect records.
- Compare the number of Customer and Prospect records in your old system to the number of records contained in OneSource. If there is a difference do you know why?
- Look for incorrect or missing field values:
- Address Fields: Look for missing or incorrect values in the fields that are automatically inserted on Quotes, Sales Orders, Invoices, and Credit Memo's, including the following fields: Organization Name, Primary Contact (First Name and Last Name), Title, Address Line 1, Address Line 2, City, State/Province, Zip, Region, Country, Main Phone, Fax, etc.
- Type, SubType, Status Fields: While these fields do NOT need to be contain any particular value, they are very helpful for grouping and sub-grouping your customers and prospects by type, subtype, and status.
- Address Type: *** This setting is crucial***
- If the record will normally be used in Both of the BILL TO and SHIP TO address fields on your Sales documents (Quotataions, Sales Orders, Invoices, or Credit Memos) make sure that the Address Type field is set to BOTH. (This will cause both of the Bill To and Ship To address fields on your
- If the record will only be used as a BILL TO company, make sure the Address Type is set to BILL TO.
- If the record is a non-billing, ship to only type of location, make sure the Address Type is set to SHIP TO (and select the appropriate Customer record in the Bill To field that has an Address Type value of BOTH or BILL TO).
- If the record should only be displayed for selection on the Quotations form make sure that the Address Type field is set to Quote.
- Payment Terms: Make sure Payment Terms field is a value from the Terms of Payment table in the Company Setup & Preferences. This will enable the Payment Terms to be auto filled on Quotations, Sales Orders, etc. (Sales Transactions) It will also the enable any early payment term discount to be auto calculated on the Receive Payments form.
- Shipped Via: This value is auto inserted on all types of Sales Transactions
- Credit Limit / Credit Days fields: These fields are displayed on the Quotation, Sales Order, and Invoice Quick Display window. They are also used to calculate if the Customer is past their allotted credit limit or are past due on any unpaid Invoices.
- COD / Credit Hold / Admin Credit Hold fields: These Yes/No check boxes enable or disable various levels of credit hold checking and/or restricted actions by sales personnel.
- BuyingGroupID: This field stores the Custom Pricing Template ID. Storing the appropriate number here will enable each group of customers assigned to particular Customer Pricing Template to update all of their custom pricing with a single click.
- If necessary, double check the Tax Exempt / Tax Exempt # / Finance Charge fields
- If necessary, double check the Allow Ecommerce / Ecommerce Password fields
- Double checking Customer Pricing and Tax Defaults
- Some of the Customer pricing and taxing fields are stored in a different table (which are not visible in the Customers & Prospects datasheet view). This information is visible one record at a time using the Customers & Prospects.
- You can view a listing of all customer pricing and tax defaults on an Exception report, by following these steps:
- Click on the Reports menu.
- Select System Reports.
- In the Report Category drop down list, select Exception Reports. Select and print the Exception Report - Customer - Key Fields report.
- Analyze the report to help determine which customer records need to be looked up and edited/updated to have properly filled in pricing, salesperson, and sales tax code values.
- Create a few test Quotations in OneSource using various Customer or Prospect records. Look for the proper insertion of:
- Customer name and address
- Payment Terms (default)
- Salesperson (default)
- Salesman (default)
- Shipped Via (default)Item pricing for the selected customer or prospect
How to double check the accuracy of your Suppliers & Vendors data after it has been imported.
- Compare the number of Supplier and Vendor records in your old system to the number of records contained in OneSource
- Look for obvious data entry errors:
- Open up your list of Suppliers and Vendors in datasheet view. (If necessary, remove the form filter to display all records in the form or datasheet).
- With all of your Supplier and Vendor records displayed in datasheet view, right-click on one of the records in the first column and select Sort Ascending (or Sort Descending) to view the values in the column in a particular order.
- Scroll up and down to look for any obvious (or less obvious) problems with the way the data was entered or imported.
- Repeat the process for each column.
- Note: You may want to widen, narrow, auto-resize, or move any of the columns displayed in the datasheet to simplify the process of viewing the data in a way that is most helpful to what you are trying to accomplish
- Look for incorrect or missing field values:
- Supplier Address Fields: Look for missing or incorrect values in the fields that are automatically inserted on Purchase Orders, including the following fields: Organization Name, Primary Contact, Title, Address Line 1, Address Line 2, City, State/Province, Zip, Region, Country, Main Phone, Fax, etc
- Supplier vs Vendor setting: Look at the Supplier/Other column heading. All records with a "1" are classified as Suppliers in OneSource. All records with a "2" are classified as Vendors in OneSource. Make adjustments as necessary.
- Default GL Accounts for Supplier Records: Make sure each Supplier record has the appropriate Default InventoryAccount and Default Discount Account. (NOTE: When viewing the records in Datasheet view, the name of the column that stores the Default Inventory Account may be entitled Default Expense Account if the cursor is on a Vendor type of record)
- Default GL Accounts for Vendor Records: If the record is classified as a Vendor (rather a Supplier), make sure each Vendor record has the appropriate Default Expense Account and Default Discount Account. (NOTE: When viewing the records in Datasheet view, the name of the column that stores the Default ExpenseAccount may be entitled Default Inventory Account if the cursor is on a Supplier type of record)
- Payment Terms: Double check the Payment Terms values. This will help simplify the process of entering bills and calculating the due date of the bill and the discount amount. (Note: If the value entered in the Payment Terms field is not listed in the Terms of Payment listed in the Company Setup & Preference, the automated calculation of the due date and discount amount will not work when entering a new bill).
- Shipped Via: Double check the Shipped Via value. This value is auto inserted on new Purchase Orders
- Supplier Discount Fields: You may want to double check the values of the Min. Discount Amount field. This field displays the minimum order expected from the supplier to receive some type of discount on freight or some other type of preferred rate. The Discount Notes field is used to store more info about the details or terms of the discount.
- Other Fields: There are various other fields that may or may not be important to your company that you may want to check for accuracy as well.
- Create a few test Bills in OneSource using various Supplier and Vendor records
- Create the Bills using real or test data
- Look for the proper insertion of the:
- Supplier Type
- Supplier Name
- Terms
- Due Date (after entering the Invoice Date)
- Correct Calculation of the Discount Taken (after entering the Invoice Amount and pressing the button to the right of the Invoice Amount field)
- Delete the bills if necessary
- Create a few test Purchase Orders in OneSource using various Supplier records:
- Look for the proper insertion of the:
- Supplier Name
- Payment Terms
- Ship Via
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