Data Entry Standards

Inconsistent master data causes failed imports, broken integrations, duplicate customers, and unreliable financial reports. This guide defines naming, coding, and validation standards for EGKits SaaS V10 — apply them before bulk import, API sync, or large-scale manual entry.

#Data governance model

Publish standards internally before go-live and retrain when codes change.

#Universal coding conventions

#General rules

1. Use uppercase alphanumeric codes with hyphens — CUST-1001, SKU-A4-500.
2. Avoid spaces, special characters (/, \, #), and leading zeros inconsistency.
3. Never reuse codes — retire obsolete codes; do not recycle for different entities.
4. Keep codes stable — use separate Name field for display text that can change.
5. Maximum practical length: 20 characters unless module template specifies otherwise.

#Prefix standards by entity

#Chart of accounts

• Follow a consistent hierarchy — assets 1xxx, liabilities 2xxx, equity 3xxx, revenue 4xxx, expense 5xxx (adapt to local standards).
• Use summary accounts as non-posting parents; post only to leaf accounts.
• Document account purpose in the description field — not in the code.
• Do not delete accounts with history — mark inactive instead.
• Align with Fixed Assets posting rules and tax books before first depreciation run.

#Products and catalog

For bilingual tenants, enter Arabic name in the designated field — do not mix scripts in the SKU or code fields.

#Trading partners (customers and suppliers)

• Legal name must match tax registration documents for e-invoice compliance.
• Tax ID / VAT number — validate format per jurisdiction before save.
• One logical customer = one master record — use Bill-to / Ship-to addresses instead of duplicates.
• Assign payment terms and credit limit at creation for AR automation.
• Use External ID field for mapping to legacy system keys during migration.

#Financial transactions

1. Document date must fall in an open fiscal period.
2. Reference field — use source document number (PO-2026-0142, not misc).
3. Line descriptions — meaningful text for audit; avoid test or . in production.
4. Amounts — two decimal places unless crypto/high-precision module configured.
5. Attachments — link supporting documents for journals above approval threshold.

#Import file standards

Always run imports in dependency order: COA → partners → products → opening balances → transactions.

#Validation before production entry

Use this checklist for new records:

• Code unique and follows prefix standard
• Required tax and GL mappings present
• Names free of trailing spaces and double spaces
• Status set to Active only when ready for transactions
• Branch assignment correct for scoped users
• External ID populated for integration mapping

#Common data quality issues

#Ongoing maintenance

• Schedule quarterly data reviews — inactive products, duplicate partners, unused COA.
• Require data steward approval for new GL accounts and customer credit limit increases.
• Document code changes in change log with effective date.
• Train new users on standards during Onboarding.

#Related links

• Catalog Guide — product setup workflows
• Trading Partners Guide — customer and supplier management
• General Ledger Guide — COA and journals
• Sync Errors — import and API diagnostics
• Onboarding Guide — initial data load sequence