Setup Data Checklist

Before you begin, think ahead…

To avoid problems or risks to your day to day operations, spending quality time at the beginning of your project assessing and fixing the health of the data you’re going to import into your Salesorder system is a must. 

The time you spend on this now pales into insignificance in comparison to the impact on everyone’s time and their stress levels caused by bad data.  It’ll happen over and over again, and it will affect your customers. Enough said?

1. De-duplication

Regardless of how careful you’ve been in the past, you’ll have duplications in your current data sets. As you’re going to be exporting and importing data using spreadsheets, it’s sensible to use Excel’s find and remove duplicates function. Search Google for ‘excel duplicate check’.

2. The Data you don’t need

Most of us become indecisive when it comes to deleting data. The simple answer is to keep what you think you won’t need outside of Salesorder.

For guidance about what to do here, see the Blueprint section, here in the Setup documentation.

However, be aware that when your importing Items and any historical transactions, every Item regardless of whether its sales or purchase by you have been discontinued should be in Salesorder. Import these Items and mark them ‘inactive’, job done!

If you are an eCommerce, b2c business ask yourself do you really need the customer’s details after you’ve shipped the order? The privacy laws and penalties are progressively getting tighter and harsher.

Unless these customers are consistently repeatedly buying from you, rid yourself of their data and the risks that go with it.

3. The additional Data you do need

For every type of data in the checklist below, you should check the fields on the ‘masters’ in your original system(s) i.e. Customer, Supplier, Item against their counterparties in Salesorder.

You can add Custom fields in Salesorder to mirror what you had in your old system. You can add these before commencing data import. See Using Customization.

If your old system has functionality on the masters you need in Salesorder, then please talk to us. Chances are we can replicate this with a Plugin. Again see Using Customization for guidance.

4. You can’t export data from your old system?

Not every system has an export data function (Salesorder has one 😉 Don’t despair if yours doesn’t have one. The obvious answer is to use your old system’s reporting tools.

If this does not suffice, then the next route into your old system is to access its underlying database. Depending upon the database schema and technology i.e. MySql, then it’s possible we can help you export the data.

If the above is not possible, then the final answer is to enlist the help of a Robot. Robotic Process Automation is not new.

The general case is a toolkit that allows users to create a script that mirrors the user’s interaction with an application’s screens and records the resulting data in a spreadsheet or other file type.

Whatever the challenge, you’re in good hands. We are software engineers, and we like to think anything is possible with software. Show us the challenge!

5. Avoid moving detailed historical Accounting data

Let sleeping dogs lie. If you can, leave accounting data where it is. Read the Blueprint document for guidance.

6. Checklist – data you’ll need to get and import into Salesorder

If you’re adding custom fields, as in (3), make sure you include this data.

Your Company

Company Details Name and address to go on Sales and Purchasing Documents.
Business logo .jpeg or.png 500 x 500 pixels max.
Currency Other than that of the General Ledger. See 'Using Currencies'.
Chart of Accounts Accounting index. This is your opportunity to improve the structure. See 'Using Accounting'.
Tax Codes and Rates This is applicable if you are manually configuring SalesTax. See 'Using Sales Tax'.
Payment terms A list of your standard credit terms. See ‘Using Payment Terms'.
Classifications These are classes, used in reporting in your old system(s).
Workers A list of users, job titles, email address, and cell numbers.

Suppliers

Company Details Address and main contact.
Contacts Key people.
Billing address Key payment contact and address for sending payment.
Shipping addresses Arbitrary.
Credit limit Their terms.
Minimum order quantities / Item See ‘Using Preferred Suppliers'.
Lead time / Item See ‘Using Preferred Suppliers'.

Customers

Company details Address and main contact.
Contacts Key people.
Credit limit Used by the Credit Control function. See ‘Using Credit Controls'.
Default tax settings The default tax code for this Customer.
Shipping vendor account number If you ship to the Customer on their account. i.e UPS. Salesorder can manage this process.
Billing addresses Key payment contact and address for sending Sales Invoices.
Shipping addresses Arbitrary.
Preferred shipping method Carrier and method of shipping

Company/team email addresses (for use with integrated mail)

Email addresses These can be general addresses i.e. sales@mycompany.com, accounts@mycompany.com, etc. Alongside or alternatively these can be the work email addresses of individual team members. See ‘Using Email’.
Email server IMAP settings See ‘How to set up Email’.

Items (SKUs, Services or helpful line items)

Items Items are versatile; they represent Products, Services, and useful tools users can add to the line item table on documents. For example a Charge, Discount or Charge Item. These items apply their algorithm to the previous line Item, i.e a discount of 10%.
Stock A unit of stock (SKU)
Stock levels or Balances See ‘Using Stock Levels’.
Units of measure can be applied to Stock Units, i.e. Ibs or case. You can configure units of measure relationships on the ‘Stock’ tab on the Stock Item master. See ‘Using Units of Measure’.
Stock Assembly An SKU built from a bill of materials (BOM).
Kit A Kit is a grouping of items that can be sold individually. Think of it as a template in which users populate with parts.

A Kit differs from a Stock Assembly in as much as it does not adjust the stock when it is built, whereas an assembly decreases the stock of BOM items, and increases the stock of Assemblies.
Non-Stock This Item can be used to represent a product you don’t physically stock, this includes hard goods or services.
Service This Item represents hours as a number (quantity) of units, plus the hourly rate (cost or price).
Charge, Discount, Markup These are fixed or percentage algorithms you can apply on the line item table to affect the previous row.
Group Shorthand, or macro to add a group of items to the line item table.

Categories and Attributes (relate to Items)

Categories A Category is a tag or key used to mark and categorize an item. For example ‘manufacturer’ or ‘product type’.

You can set and therefore sort and report by Category about Items. You can set up to four Categories on Items.
Attributes An attribute is a tag or a key used to mark an item with a specific attribute such as a measure or color.

You can set and therefore sort and report by Attribute about Items. You can set up to six Attributes on Items.

Item Class

Item Class See ‘Classifications’ table below.

Name and address of a Warehouse

Locations Locations unique identity i.e. 01-03-44 (Isle, level, bin).
Location configurations / use / item mappings How each location is used.

Workers (Users)

Workers A list of users and their contact details, including their email addresses.
Stock A unit of stock (SKU)
Workers can be configured with or without logins. When you configure a login for a user, you assign them a Role. Roles control a user’s access and permissions in the system.

Classifications

Classification These are classes you can set on Customers, Suppliers, Documents, and Items to segment data for reporting.

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