Has your Sage got OCD (Organised Consistent Data)?

The lack of  consistency in your Sage data entry can lead to inefficiencies so it’s best to get it right, from the start. Using the same format throughout your data entries into Sage not only makes it more pleasant on the eye and therefore easier to read, but it improves the accuracy of reporting.

Check out our top tips for getting the most out of your data:

Make sure the correct information is in the right place – Sage is like a big filing cabinet, if you put the information in the wrong place Sage won’t be able to find what you’re looking for.

If there is a box for it, then that’s where it should go! It may seem really obvious but;

Put the postcode in the postcode box, don’t put names in the telephone number box etc.

If all the information is in the correct places then your Sage reports will be more accurate. 

Be consistent with lower and uppercase letters and the use of abbreviations and punctuation – For example:

John Smith Limited

JohnSMITH ltd

JOHN SMITH LTD

This will make it easier when searching for things in Sage and reporting will be better visually.

Keep it tidy – Use consistent data entry, choose a layout and stick to it, don’t mix them up.

01234 567890

01234-567890

01234 56 78 90

(0)1234 567890

(01234) 567890

Pick a format and stick to it – If there is more than one person entering information into Sage make sure everyone knows the chosen format.

When creating a new customer, supplier or product record check it matches up with your chosen format. Save the record and view the list because once it has transactions entered against it, you are unable to change it. It only takes a moment to check and amend before you enter any transaction postings.

ABC001

DEF001

HIJKL0001

KLM001

These may seem like unimportant, minor details but a little care initially, goes a long way for the future.

Leading Zeros

For customer, supplier, project reference numbers and product codes, Sage likes to sort numbers by leading zeros. If you don’t use leading zero’s then everything beginning with a particular number will be sorted together, for example 1,10,11,12 etc rather than 001, 002, 003, 004 etc

This is also relevant for product descriptions, here is an example:

Without leading zero’s                                                         With leading zero’s

Cable 1.00mm                                                                           Cable 001.00mm

Cable 10.00mm                                                                         Cable 002.00mm

Cable 100.00mm                                                                       Cable 010.00mm

Cable 2.00mm                                                                           Cable 100.00mm

See how using leading zero’s makes it so much easier to find things?

So in summary make sure your Sage has OCD to make reporting more accurate and easier to find your data.

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