# Data validation

Validation checks that your Phocas data matches your ERP data. We compare agreed reports in both systems. We confirm the numbers align. This builds confidence before you go live.

You don't need deep technical knowledge. We guide you through the process. Your input helps us finish faster.

### Before you start

Before validation begins, make sure you can:

* Choose a closed period where possible.
* Nominate one main business contact.
* Export the agreed ERP reports.
* Match the date ranges and filters.

{% hint style="info" %}
Aim to validate static data first. Examples include a closed finance period or an end-of-day snapshot.
{% endhint %}

### Who should be involved

Validation runs faster when the right people join early.

* **Finance lead**: GL, AR, and AP reports.
* **Sales or operations lead**: Sales and purchasing reports.
* **Inventory owner**: Stock and availability checks.
* **Phocas administrator or consultant**: Report setup and logic review.

### What we validate

We focus on key business areas. The layout in Phocas might differ from your ERP. The totals should still align.

Some ERP reports also contain custom logic. We confirm whether Phocas should match that logic.

| Area                     | Example report                                              | What we check                                    |
| ------------------------ | ----------------------------------------------------------- | ------------------------------------------------ |
| Sales                    | Gross margin for the last 12 months, by customer or product | Sales value, quantity, cost, and margin          |
| Accounts receivable (AR) | Customer aging                                              | Open balances by due date and snapshot accuracy  |
| Accounts payable (AP)    | Supplier or vendor aging                                    | Outstanding balances by due date or invoice date |
| Inventory                | On-hand inventory                                           | Stock levels and, if needed, available stock     |
| General ledger (GL)      | Trial balance or GL detail                                  | Account balances                                 |
| Purchasing               | PO receipts and open POs for the last 12 months             | Receipts, open orders, returns, and quantities   |

### How validation works

{% stepper %}
{% step %}

### Agree the reports

We agree which ERP reports to compare. We also agree the date range and filters.
{% endstep %}

{% step %}

### Export the ERP reports

You or your team run the agreed reports. We use those exports as the comparison point.
{% endstep %}

{% step %}

### Compare with Phocas

We line up the ERP results with Phocas. We check totals, balances, and key measures.
{% endstep %}

{% step %}

### Investigate differences

We review any mismatches together. Many differences are expected and explainable.
{% endstep %}

{% step %}

### Confirm sign-off

We document any known differences. We make approved changes where needed. Then we confirm validation is complete.
{% endstep %}
{% endstepper %}

### Common reasons numbers differ

Not every mismatch means something is wrong. These are the most common causes:

* Different date ranges or filters
* Open periods versus closed periods
* Tax, freight, discounts, or surcharges
* Returns or credit notes
* Positive versus negative sign handling
* Snapshot reports versus transaction reports
* ERP custom report logic
* Rounding at line level versus total level

### When a live session helps

Some data changes too often for a simple exported comparison. Inventory is the most common example.

A live session helps when you need to compare:

* on-hand versus available stock
* open orders and receipts
* balances that change throughout the day

### What good looks like

Validation is complete when:

* the agreed key reports align
* known differences are understood
* approved logic changes are in place
* your team signs off the results

{% hint style="success" %}
Validation is a team task. You do not need to solve every mismatch alone. We work through the differences with you.
{% endhint %}

### Terms you might hear

Some terms will be new during validation. That is normal.

Check the product [glossary](/other-information/glossary.md) if needed. You can also review the [Dimensions](/basics/getting-started/dimensions.md) and [Periods](/basics/getting-started/periods.md) pages as these are core concepts in Phocas.

Ask questions early. That helps us complete your setup faster.


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