Data validation
Help us help you validate your data, so you can start getting value from your Phocas site as soon as possible.
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.
Aim to validate static data first. Examples include a closed finance period or an end-of-day snapshot.
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.
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
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
Validation is a team task. You do not need to solve every mismatch alone. We work through the differences with you.
Terms you might hear
Some terms will be new during validation. That is normal.
Check the product glossary if needed. You can also review the Dimensions and Periods pages as these are core concepts in Phocas.
Ask questions early. That helps us complete your setup faster.
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