The importance of master data to prevent integration errors

by | Feb 2, 2023 | 3PL Logistics

Always the latest information available. No unnecessary and time-consuming entry work. And automatic updates to customers about their goods. It sounds like a Utopia. However, with the help of integrations, you can easily realise all of this. Via our own DataHub platform, you can communicate with all customers, suppliers, and other third parties easily. From web shops to Customs, and from your customer’s system to your external accounting software. Automatically via EDI. In that way, you save time and minimise the errors made during data entry.

Detect integration errors

Still, it is possible that somewhere in your communication flow an error occurs. For example, when it comes to communication between your system and accounting software like Exact Online. Or in messages to British Customs. With the help of this earlier blog, you are up and running in no time again. However, you are solving the errors afterwards. When the damage is already done. But to prevent is better than to cure! For the same reason, you check whether you have tied your laces before you start running, instead of tying them once you have stumbled, right? In the same way, you can often do this easily for the data you process too.

Tackle problems at the core

Solving an error once is no problem of course. You can do so quickly. However, it is different when a structural problem causes an error. That demolishes the efficiency you have gained before and you will be pushing water uphill. You want to prevent that. Therefore, eliminate errors at the core: data entry.

Validate the entry of data

Take a shipment order as an example. The web shop checks the contact details of the final customer before it is sent to you. In that way, your customer also checks the delivery address before he forwards it to you. With a status change, you can then add your own built-in checks. For example, looking ahead towards the transport process: are the needed references filled in? In that way, you always validate the data that is entered, and you and your customer prevent the process from a standstill or a package from not being delivered.

Master data essential to a smooth process

Previous to processing the order, you would need to know if your master data is correct. Of course not all of it, but specifically for the process you use it in. The same goes when tying your shoelaces: you probably check the knot of your running shoes one last time, while thoughtlessly putting on your clogs.

For example, you would want to focus on harbour reference codes when entering sea freight documents. Or, on references of the transporter with chartering. Or in other situations on specific characteristics of the customer article. You will check this data when entering it, as with the shipment in the example above. When this data is missing, your process will stumble and fall when you are already up to speed. And that while you could have known from the first step that your laces were not tied.

For all master data, you can set up status flows to check obligated fields for the process.

Prevent errors with correct data

In short, previous to your process and the related communication flows, you can already prevent a lot of errors. Set up checks to do so. Or make agreements with your customers about providing the data. Do you need help with setting up the status flows in order to automatically check if all obligated fields are filled? Contact us here. Our colleagues gladly help you out.


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