Reviewing Customer Data Quality

Telstra Trades Assist gives you the ability to import your existing customer database saving you time and helping to get you up and running quickly.

There are two main ways through which you are able to bring across an existing customer database to Telstra Trades Assist.

  1. Integrating with an accounting program such as Xero or MYOB (Essentials or AccountRight) or
  2. If you don’t have Xero or MYOB, CSV upload using the inbuilt “Import Customer” function within Trades Assist

Throughout this document we will refer to integration with MYOB or Xero as an “Accounting Sync” and the inbuilt import customers function as a “CSV upload”

Tip: Learn how to integrate with MYOB here, or learn how to integrate with Xero here. Learn how to import your customers directly into Trades Assist if you’re not using MYOB or Xero here.

For Trades Assist to operate to its full potential, it is important that the imported data is complete or you won’t be able to utilize important functions.

This article will discuss some of the common gaps in customer data, the impact this will have if imported to Trades Assist unchanged, and how to fix it.  We strongly recommend fixing any customer data gaps in the source system (accounting software or CSV) BEFORE any syncs are performed, to avoid manual rework to update in both systems. 

 

Missing Data

Missing Customer Name

This can take two forms, either a Customer record completely missing a name of any kind or a commercial customer with a company name but missing a primary contact.

 

Missing Name Completely

Impact

Any customer record missing any kind of contact name isn’t going to be useful within Trades Assist as you won’t be able to identify or search for the customer by name. If imported via an accounting sync the customer will still be created in Trades Assist, however, will be inactive and unable to be used until it is updated.

A customer without a name will not be imported to Trades Assist if using a CSV upload.

 

Recommendation to resolve

It is recommended to correct the customer record with all known information prior to syncing with Trades Assist, however, if this is not known you can also update the Customer within Trades Assist at a later date.

Tip: Learn how to edit a Customer within Trades Assist here

 

Commercial Customer without a Primary Contact Name

 

 

Impact

A customer record missing a primary contact name will still be successfully created in Trades Assist if imported via an accounting sync as well as have full functionality, assuming a valid Business name exists, with the exception of what will appear on quotes and invoices.

Without Primary Contact Name

With Primary Contact Name

The Company name will still appear on the invoice as seen above however a contact name will be missing. The same will occur on quotes.

If the Customer is imported to Trades Assist via a CSV upload, the blank contact name will be replaced with the word “None” until updated.

 

Recommendation to resolve

Where possible, it is recommended to correct customer records such as this in the source system prior to performing the initial sync or upload to Trades Assist. However, if this is not possible due to the information not being known, the customer can also be updated within Trades Assist by editing their customer record at a later date. 

Tip: Learn how to edit a Customer within Trades Assist here

Missing all Address details

If a customer imported into Trades Assist via an accounting sync is entirely missing an address, it will still be created in Trades Assist, although there will be significant impacts to the functionality available when associating the Customer to jobs.

By contrast, a customer missing an address will not be created in Trades Assist when using a CSV upload.

  

Impact

Without a valid address, the customer will be assigned to a default location on the map and will appear at coordinates 0°N 0°E (off the west coast of Africa)

 

In addition, the travel time calculated on jobs will also be incorrect which can impact your ability to schedule accurately.

Recommendation to resolve

Where possible, it is recommended to add the address in the source system prior to performing the initial sync to Traded Assist. If this is not possible due to the information not being known, the customer can also be updated within Trades Assist by editing their customer record at a later date. 

Tip: Learn how to edit a Customer within Trades Assist here

Missing Suburb

Impact

A Customer record which contains all relevant information (street number, name, state, postcode etc.) except for the suburb, will still function correctly within Trades Assist. The location details for customer addresses and travel times will be drawn from the street name and postcode. The main impact that will be seen is that the address will not display correctly on an invoice or quote.

Recommendation to resolve

Where possible, it is recommended to correct any customer records missing a suburb in the source system prior to importing the information to Trades Assist. If this isn’t possible, due to the information not being known, you can also edit the customer at a later date within Trades Assist. 

Tip: Learn how to edit a Customer within Trades Assist here

Missing Phone Number

Impact

Without a phone number, you will be unable to dial the customer directly from within the mobile app (as seen below).

Recommendation to resolve

Where possible, it is recommended to add a phone number to any customers missing one in the source system prior to importing the information to Trades Assist. If this isn’t possible due to the information not being known, you can also edit the customer at a later date within Trades Assist. 

Tip: Learn how to edit a Customer within Trades Assist here

Missing Email Address

Impact

While not a compulsory component of a customer record, email addresses play an extremely important role in the functions you will have access to when utilizing Trades Assist.

A customer without an email address will not be able to receive automated quotes or invoices generated as a part of Jobs within Trades Assist.

Recommendation to resolve

As standard, it is recommended to correct any customer record for which an email address is known in the source system prior to importing the customer to Trades Assist, however you can also add the Email to a customer at a later date by editing the Customer within Trades Assist. 

Tip: Learn how to edit a Customer within Trades Assist here 

As a workaround, if no email address is known and you wish to post the quote to the Customer, you can do so by accessing the quote PDF after it has been generated and downloading a copy. Similarly for an invoice, once it has been generated you can download a copy of the PDF to physically provide the customer. 

Tip: Learn how to download a copy of a quote here and learn how to download a copy of an invoice here 

Misaligned Data

Phone Number or Email in the incorrect field.

If for whatever reason you have data which is misaligned, for example, the phone number in the email field or vice versa, the customer record will still be successfully created in Trades Assist if imported via an accounting sync, however, will not be fully functional.

Any customer with a phone number in the email field or vice versa will fail to be imported via a CSV upload.

 

Impact

Misaligned data is going to be very similar to missing data in terms of the impact it will have, with the exception that it will still be successfully imported by an accounting sync. Despite the data coming across, it will not be usable for many key functions within Trades Assist.

In the example where a phone number and email address are switched to the incorrect fields, the data will still be visible within Trades Assist, however, you will be unable to call the customer from within the app or send the customer quotes or invoices due to the data in those fields not being valid.

Recommendation to resolve

For customers being imported via an accounting sync, it is recommended to correct the data in the source system before syncing with Trades Assist. This can either be done by manually editing each customer or by performing an export and manual clean-up of the date in Excel. Consult the software developer or your Accountant for more information on how to perform this.

If necessary, you will also be able to correct the data later by editing the customer record within Trades Assist. 

Tip: Learn how to edit a Customer using the Admin Console here. 

MYOB Essentials

In addition to the information mentioned above, there are specific details to consider before performing the initial sync with Trades Assist.

Phone Number Fields

If there are multiple phone numbers present, Trades Assist will look at the number in the “Mobile” field as being the primary contact number, this will be the number which will come across when the customer is created in Trades Assist.

Ensure that if there are multiple numbers entered for the customer that the primary number is listed in the Mobile section. If there is only one number it will come across even if in the “Phone” section.

 

MYOB AccountRight

There are specifics to the data within MYOB AccountRight that you should review prior to performing any initial sync with Trades Assist.

Bill to vs Ship to

In AccountRight, the primary address and contact details for a customer by default are found under the “Address 1: Bill To” Location. Within Telstra Trades Assist, primary contact details are the site/shipping details, and are therefore derived primarily from “Address 2: Ship To”. What information is synced across to Trades Assist will fall into two different scenarios.

 

  1. Blank Ship To Location

In the event that a Customer card within AccountRight has no information within the “Address 2: Ship To” Location, Trades Assist will default to importing all relevant customer information from the “Address 1: Bill To” Location instead.

  1. Information in Ship To

If you have any information in the “Address 2: Ship To” Location, for example, a different address to what is in the “Address 1: Bill To” Location, then the Ship To customer information as a whole will be imported to Telstra Trades Assist.

In the example below that would mean the customer would be created with a name and address only. Copy the required details from “Address 1: Bill To” to “Address 2: Ship To” in MYOB AccountRight to ensure all information is imported to Telstra Trades Assist.

In order to ensure that the correct information is imported to Trades Assist, review this data for each customer prior to performing the sync, either by editing the Customer card in MYOB AccountRight or by taking an export of your data, reviewing in Excel and then re-uploading into MYOB.  

Tip: Learn how to perform an export your data here, otherwise consult your accountant.

The following table shows where the data in the Telstra Trades Assist fields are imported from and exported to in the various accounting programs.

 

 

 

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.