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Data preparation

Different formats. An explicit interpretation.

Preparation depends on the route you choose. An ERP migration needs supported masters, opening stock and opening balances; standalone Ledger needs financial exports and bank statements while your current ERP stays in place. In both cases, mapping and validation must establish what each record means.

FOLLOW THE WORKFLOW

See how the work fits together.

  1. Identify the source report & period
  2. Build a fictional representative sample
  3. Map columns to fields
  4. Preview the interpretation
  5. Compare counts & totals

FICTIONAL WORKFLOW EXAMPLE

The same extension, two different documents

Two fictional files both arrive as .csv. One is a transaction ledger for a period; the other is an ageing summary containing subtotal rows. Treated as interchangeable, the subtotals would be read as transactions and the totals would stop agreeing.

A successful upload is not evidence of correct interpretation. Mapped values, rejected rows and a comparison against known totals are what establish it.

Describe the source, not just the extension

A spreadsheet may be a transaction ledger, an ageing report or an account summary. Those documents cannot be treated as interchangeable simply because they share a file extension.

  • Note the source software, report name and accounting period.
  • Identify opening and closing balances, subtotals and repeated headers.
  • Record date formats, packing units and debit or credit conventions where relevant.

Preserve meaning in a safe example

A fictional sample should retain the structure and the difficult cases without exposing real business information. Changing a name alone is not sufficient if account numbers or sensitive references remain.

  • Use fictional parties, references and account identifiers.
  • Include representative dates, split payments and empty fields.
  • Check that sample amounts and totals remain internally consistent.

Review mapping and exceptions

Compatibility needs to be demonstrated against the source layout. A successful upload alone does not establish that every row or amount was interpreted correctly.

  • Preview mapped rows before confirming an import.
  • Compare counts and totals against the sample source.
  • Investigate rejected rows and duplicates; do not silently discard them.

Questions about preparing your data

Should we send a real export to start a discussion?

No. Use a fictional sample that keeps the structure and the difficult cases. Changing a party name is not sufficient if account numbers or other real references remain.

Which sources are supported today?

ERP migration currently covers defined EasySol CSV exports for supported masters, opening stock and party opening balances. Other vendor adapters, native Excel workbooks and SQL backup conversion are not established as supported.

What to bring to the discussion

  • Report names and available export formats.
  • Column headings and a fictional representative sample.
  • Expected record counts, totals and known unusual cases.
Discuss your requirements