Preparing for Data Import

Preparing for Data Import

Before beginning the import process, contact your BulkSource implementation manager for guidance. They can provide specific recommendations based on the size and complexity of your data migration.

Pre-Import Planning Checklist

To ensure a smooth data import, complete the following preparation steps:

1. Establish Naming Conventions

Define consistent naming standards for key records before importing. For example:

• Tax Jurisdictions -- Decide whether to include city, county, and state in the name, or use zip codes for simplicity
• Sites and Locations -- Determine how internal locations should be labeled
• Products -- Standardize product naming formats, especially for mix designs or similar items

Consistent naming conventions improve searchability and reduce confusion across your team.

2. Clean Up Legacy Data

Review your existing system for inconsistencies or workarounds that are no longer necessary in BulkSource. Common examples include:

• Customer names with embedded status indicators -- If you've been appending notes like "CREDIT HOLD" to customer names, remove these additions. BulkSource has dedicated fields for credit hold status.
• Informal categorization in text fields -- Identify information that belongs in structured fields rather than free-text notes

Cleaning up legacy data before import prevents outdated practices from being carried forward.

3. Identify Information for Notes and Custom Fields

BulkSource provides structured categories and fields to organize data, but some information may be better suited for notes. Consider:

• Internal context that doesn't fit into standard fields
• Historical details that provide useful background
• Special instructions or exceptions for specific customers or products

Planning what belongs in notes versus structured fields ensures better organization and easier reporting.

4. Validate Data Completeness

Ensure all required reference data exists before importing dependent records. For example:

• Import Payment Terms before importing Customers
• Import Sites before importing Products or Orders
• Import Logistics Providers before importing Trucks

Missing reference data is one of the most common causes of import failures.

5. Remove Inactive or Obsolete Records

Avoid importing outdated information that will clutter your system. Examples include:

• Customers you no longer do business with (unless needed for historical reporting)
• Discontinued products
• Old contact information for employees who have left

Importing only active, relevant data keeps BulkSource organized from the start.

6. Standardize Address and Location Data

Review addresses for consistency in formatting. Common issues include:

• Abbreviations (St. vs Street, Ave vs Avenue)
• Suite/Unit designations
• Zip code formats

Standardized address data improves geocoding accuracy and prevents duplicate location records.

7. Test with a Small Sample First

Before importing your full dataset, test with a small subset of records (10-20 rows). This allows you to:

• Verify field mappings are correct
• Identify formatting issues early
• Confirm reference data is properly linked