Clean data is the foundation of trustworthy reporting, smooth workflows, and audit-ready financials. Sage Intacct’s cloud platform is powerful—yet like any financial system, it depends on structured and accurate information.
This guide explains how to maintain high-quality data across dimensions, lists, documents, AP/AR, and reporting components.
1. Why Data Hygiene Matters
Poor data hygiene leads to:
- Incorrect reports
- Duplicate vendors/customers
- Posting errors
- Failed imports
- Intercompany imbalances
- Longer close cycles
- Unreliable analytics
Clean data improves:
- Visibility
- Accuracy
- Efficiency
- Compliance
- Audit readiness
2. Standardizing Dimensions: The #1 Best Practice
Inconsistent dimensions cause the majority of reporting issues.
Checklist
- Use naming conventions
- Disable unused locations, departments, classes
- Group dimensions logically
- Avoid one-off or temporary dimensions
- Create documentation for dimension usage
Common Mistake to Avoid
Users tagging dimensions incorrectly → leads to scattered data.
3. Vendor & Customer Master File Cleanliness
Duplicate vendors and customers create major issues.
Prevention Tips
- Enable duplicate detection
- Lock down creation permissions
- Standardize naming format (e.g., “ABC Corp.” vs “A.B.C. Corporation”)
- Require consistent tax IDs or email addresses
4. Lists, Accounts, and Items
General Ledger Accounts
- Avoid unnecessary accounts
- Use groups for reporting clarity
- Disable accounts no longer used
Items (Inventory/Order Entry)
- Maintain clear naming
- Link items to correct GL accounts
- Remove obsolete items from active use
5. Attachments, Documents, and Audit Trails
Sage Intacct provides an unlimited audit trail, but users should still maintain clarity.
Best Practices
- Use consistent document names
- Attach invoices, receipts, and contracts
- Store files in organized folders
- Avoid uploading unnecessary large files
6. Periodic Data Cleanup
Monthly tasks:
- Review unmapped dimensions
- Check duplicate vendors/customers
- Validate AP/AR aging
- Audit intercompany balances
Quarterly:
- Review permissions
- Archive unused dimensions
Annually:
- Review COA structure
- Disable obsolete entities, locations, or departments
7. Data Hygiene Red Flags
These indicate cleanup is overdue:
- Reports not balancing
- Dashboard KPIs inconsistent
- Multiple variations of the same vendor
- Blank dimension fields
- Difficulty filtering reports
- Frequent user errors during posting
8. Tools That Improve Data Quality
- Smart Rules (validation)
- Smart Events (automated alerts)
- Checklists module
- ICRW for data audits
- Import templates
- Custom fields for structured input
ADSS Global can configure these for enhanced accuracy.
When to Call ADSS Global
- Your reports are inconsistent
- You inherited a messy system
- You need a cleanup plan before expansion
- Users are tagging dimensions incorrectly
- You’re preparing for an audit