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How to double-check the accuracy of Customer and Prospect records before going live with OneSource – OneSource : QuickBooks Online Inventory Management How to double-check the accuracy of Customer and Prospect records before going live with OneSource – OneSource : QuickBooks Online Inventory Management

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How to double-check the accuracy of Customer and Prospect records before going live with OneSource

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  1. Compare the number of Customer and Prospect records in your old system to the number of records contained in OneSource

  2. Look for obvious data entry errors:

    1. Open up a list of Customers and Prospects in datasheet view. (If necessary, remove the form filter to display all records in the form or datasheet).
    2. With all of your Customer and Prospect 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.

    3. Scroll up and down to look for any obvious (or less obvious) problems with the way the data was entered or imported.

    4. Repeat the process for each column.

    5. 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

  3. Look for incorrect or missing field values:
    1. 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 NamePrimary Contact (First Name and Last Name), TitleAddress Line 1Address Line 2CityState/ProvinceZipRegionCountryMain PhoneFax, etc.

    2. Type, SubType, Status Fields: While these fields do NOT need to contain any particular value, they are very helpful for grouping and sub-grouping your customers and prospects by type, subtype, and status.

    3. Address Type*** This setting is crucial***

    4. If the record will normally be used in Both of the BILL TO and SHIP TO address fields on your Sales documents (Quotations, 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

    5. If the record will only be used as a BILL TO company, make sure the Address Type is set to BILL TO.

    6. If the record is a non-billing, ship to the 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).

    7. If the record should only be displayed for selection on the Quotations form make sure that the Address Type field is set to Quote.

    8. Payment Terms: Make sure the 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 enable any early payment term discount to be auto calculated on the Receive Payments form.

    9. Shipped Via: This value is auto inserted on all types of Sales Transactions

    10. 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.

    11. 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.

    12. BuyingGroupID: This field stores the Custom Pricing Template ID.  Storing the appropriate number here will enable each group of customers assigned to a particular Customer Pricing Template to update all of their custom pricing with a single click.

    13. If necessary, double check the Tax Exempt / Tax Exempt # / Finance Charge fields

    14. If necessary, double-check the Allow Ecommerce / Ecommerce Password fields

  4. Double-checking Customer Pricing and Tax Defaults
    1. 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.

    2. You can view a listing of all customer pricing and tax defaults on an Exception report, by following these steps:

    3. Click on the Reports menu.

    4. Select System Reports.

    5. In the Report Category drop-down list, select Exception Reports.  Select and print the Exception Report – Customer – Key Fields report.

    6. 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.

  5. Create a few test Quotations in OneSource using various Customer or Prospect records

    1. Look for the proper insertion of:

    2. Customer name and address

    3. Payment Terms (default)

    4. Salesperson (default)

    5. Salesman (default)

    6. Shipped Via (default)

    7. Item pricing for the selected customer or prospect

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