Once your data import is complete, validating your data ensures that Tesorio accurately reflects what is in your ERP. This is a critical step before going live — it gives you confidence in your collections workflow, cash flow forecasting, and customer communications.
We recommend spot-checking 5–10 records per object across each workspace. Focus on a mix of high-balance accounts, recently updated records, and records with complex attributes (e.g., multi-currency, parent-child customer hierarchies, or invoices with partial payments).
To keep track of your data validations, download the Tesorio Data Validation Worksheet. Use it to record discrepancies and track sign-off across your team.
In This Article
Overall Customer Balances & Aging Buckets
Before diving into individual workspaces, start with a high-level check to confirm that the total open AR in Tesorio aligns with your ERP. This gives you a quick signal on whether the import was complete and correctly scoped.
What to compare:
Tip: Run your ERP's AR aging report as of the same date the import was completed. Minor differences may result from transactions posted after the import and currency exchanges.
Total AR balance: The sum of all open invoice balances in Tesorio should match the open AR in your ERP.
Aging buckets: Compare your ERP's AR aging report (current, 1–30, 31–60, 61–90, 90+ days) against the aging totals visible in Tesorio.
Customers: validate all customers are synced in Tesorio and use the aging bucket columns to review balances by bucket.
Subsidiary breakdown: If you operate across multiple subsidiaries, validate all subsidiaries are mapped to the customer and identify any subsidiary-level import gaps.
Invoices Workspace
Navigate to your Invoices workspace. The following fields are available by default and can be compared directly against your ERP invoice records:
Invoice Number — Confirm the invoice number matches exactly, including any leading zeros or special characters.
Invoice Balance — The remaining open balance. This should reflect any payments already applied in your ERP.
Invoice Date — The date the invoice was issued.
Due Date — Calculated from invoice terms. Verify terms are correctly applied.
Beyond Terms — Validate Aging bucket
Add Invoice Columns for Deeper Validation
To validate additional fields, go to Manage Workspace (top right) → Columns tab, and add:
Invoice Amount — The original gross amount of the invoice before any payments.
Subsidiary — Confirm the invoice is associated with the correct subsidiary.
Currency — For multi-currency environments, validate that the currency code matches your ERP.
PO Number — If applicable, confirm the purchase order number synced correctly.
Invoice Drawer — Additional Details
For a deeper look at a specific invoice, hover over it in the workspace and click the ellipsis (…) to open the Invoice Drawer. Validate:
Applied Payments — Confirm any partial payments are reflected in the balance and correctly linked.
Invoice Notes — Check that any memo text synced from the ERP is present and accurate.
Contacts tab — Review the contacts linked to the invoice (see the Contacts section below).
Customers Workspace
Navigate to the Customers tab in your workspace. This is where you validate customer-level data and aggregated balances.
What to validate:
Customer Name — Confirm the name matches your ERP customer record exactly.
Total Balance — The sum of all open invoice balances for the customer. Compare against the customer's open AR balance in your ERP.
Aging Buckets — Add aging columns (Current, 1–30, 31–60, 61–90, 90+) via Manage Workspace → Columns and compare against your ERP's customer aging detail.
Customer Number / ID — Verify the ERP customer ID synced correctly.
Subsidiary — Confirm each customer is assigned to the correct subsidiary.
Parent-Child Relationships — For enterprise accounts with parent/child customer hierarchies, validate that parent customers correctly roll up child balances.
Credit Memos Workspace
Navigate to the Credit Memos workspace. Credit memos require careful validation to ensure they are correctly linked to invoices and that amounts are accurate.
What to validate:
Original Amount — The full value of the credit memo as issued in the ERP.
Applied Amount — The portion of the credit memo that has been applied to one or more invoices.
Unapplied Amount — The remaining credit balance available to apply. Confirm this matches the unapplied credit balance in your ERP.
Linked Invoice(s) — Verify that each applied credit memo is linked to the correct invoice(s) in Tesorio. Open the credit memo drawer to see the application detail.
Credit Memo Date — Confirm the date matches the ERP record.
Customer — Confirm the credit memo is associated with the correct customer.
Customer Payments Workspace
Navigate to the Customer Payments workspace. Payments are one of the most important data points to validate, as errors here directly affect invoice balances and aging.
What to validate:
Payment Amount — The total value of the payment received.
Applied Amount — The portion of the payment applied to one or more invoices. Confirm this matches the application detail in your ERP.
Unapplied Amount — Any payment amount not yet applied to an invoice. This should match unapplied cash in your ERP.
Payment Date — The date the payment was recorded in your ERP.
Linked Invoices — Open the payment drawer and confirm the payment is applied to the correct invoices with the correct amounts.
Payment Method — If synced, verify the payment method (e.g., ACH, check, wire) matches the ERP record.
Contacts
Contacts are critical for ensuring your collections emails reach the right people. Tesorio treats your ERP as the system of record for contacts, so validation here confirms the sync was accurate.
To review contacts for a specific invoice or customer, open the relevant drawer and navigate to the Contacts tab.
What to validate:
Contact Name (First & Last) — Confirm names match the ERP contact record.
Email Address — This is the most critical field. Verify that email addresses are present, correctly formatted, and match your ERP.
Phone Number — If synced, confirm the phone number is accurate.
Contact Type / Role — Verify that contacts are tagged correctly (e.g., AP Contact, Billing Contact) as defined in your ERP.
Contact Source Tag — Confirm the source tags are as expected and the icon represents where the contact came from. Contacts created directly in Tesorio will display as Tesorio Contact.
Invoice-Level vs. Customer-Level Contacts — If your account uses invoice-level contacts, validate that the correct contacts are linked at the invoice level and not just at the customer level.
Custom Fields
If your implementation includes custom fields synced from your ERP (e.g., customer segment, contract type, sales rep, region), validate that these have populated correctly across invoices and customers.
To review custom fields, navigate to Administration → Company → Custom Fields to see all fields configured in Tesorio. Then spot-check individual invoice or customer records to confirm values are present and accurate.
What to validate:
Field Presence — Confirm all expected custom fields appear in Tesorio and are mapped to the correct object level (invoice or customer).
Field Values — Compare the values in Tesorio against the corresponding ERP records for your sample set.
Field Type Accuracy — Verify that field types (text, number, date, boolean, currency, percent) are set appropriately for the data they contain.
Blank / Null Values — Identify any records where a custom field is unexpectedly blank. This may indicate a mapping issue or that the field was not populated in the ERP for that record.
For more on how custom fields are enabled in Tesorio, see Managing Custom Fields.
What to Do If You Find Discrepancies
Not all discrepancies indicate an error — some are expected and explainable. Use the guide below to triage what you find:
Discrepancy Type | Likely Cause | Recommended Action |
Balance difference on an invoice | Currency Exchange | Discuss with Tesorio's Onboarding Specialist or Support to enable your Currency Exchange field |
Balance difference on an invoice | Payment or credit memo posted in ERP after the import is completed | Wait for the next sync cycle and recheck. If the issue persists, contact your Onboarding Specialist or Support. |
Invoice missing from Tesorio | Invoice may be outside the import filter criteria (e.g., date range, subsidiary, status) | Confirm the invoice meets the import criteria. Contact your Onboarding Specialist or Support if the invoice should be included. |
Missing or incorrect contacts | Contact not linked to the invoice or customer in the ERP at time of import | Update the contact in your ERP and wait for the next sync, or add the contact directly in Tesorio. |
Custom field blank or incorrect | Field mapping error or the field was empty in the ERP | Check the ERP source record. If the ERP value is correct but Tesorio is wrong, contact your Onboarding Specialist or Support to review the field mapping. |
Aging bucket mismatch | Due date calculation difference | Review the due date and terms on the invoice. Confirm the aging calculation methodology with your Onboarding Specialist or Support. |
Credit memo not linked to invoice | Credit memo was unapplied in the ERP at time of import | Apply the credit memo in your ERP and allow the next sync to update Tesorio. |
If you encounter discrepancies that cannot be explained using the table above, document them in your Data Validation Worksheet and share it with your Tesorio Customer Success Manager for review.