Many of our users maintain an Excel or Access job register to track information that isn't easily managed in their report-writing software. We're happy to import these files for you into ValuePRO so all your data is easily accessible in one place.
Generally, we can perform this service at no additional cost as long as the import is straightforward and requires minimal manual work on our part.
Below are some common issues we see with basic job registers and how you can prepare your data for a smooth import.
Common Data Problems and Solutions
Addresses in a Single Column
To ensure accurate data import, your address fields should ideally be in separate columns for each component, such as:Unit number
Street number
Lot number
Street name & type
Suburb
State
Postcode
If your addresses are in a single column, we can attempt to parse them. However, our parsing routines work best when your data entry has been consistent.
Inconsistent Client Records
It's important that each job record has a clean reference to its client. The best practice is to use a unique numeric key that links back to a separate client table.
If your job register uses client names as text, you may encounter these issues:Duplicate Records: Different spellings of the same client name (e.g., "ANZ" vs. "Australia and New Zealand") will be created as separate client cards.
Renamed Clients: If a client has changed its name, you'll end up with multiple cards
Pro Tip: To prevent these issues, it's best to consolidate and clean up your client names to a single, consistent value before sending us your file. You can also add a new column for "Current Client Name" to accurately map all jobs to the same client.
General Inconsistent Data
Missing or inconsistent data is a common issue with Excel and Access registers. Before sending your file, review each field to make sure the data is accurate and uniformly entered. For example, if a "Job Type" field contains "Res," "Residential," and "Full" for the same type of job, change them all to a single value like "Residential."Missing Dates
Missing dates for job in or out times can cause major problems. If records are missing a date, we will automatically apply the date from the preceding record. For this reason, it's crucial that your job register is in sequential order.Inconsistent Valuer References
Just like with clients, inconsistent valuer names will impact the accuracy of your historical data in ValuePRO. Make sure you use a consistent naming convention for each valuer. If a valuer has changed names, add a "Current Valuer Name" column to ensure all their jobs are correctly associated with a single profile.Limited Job Status Steps
ValuePRO tracks up to 15 different job statuses, while your register may have limited information. By default, if we can't accurately determine the status, we will import all jobs as Completed, Billed, and Paid. To avoid this, you should provide a clear definition of how we can determine if a job is:Completed
Cancelled
Approved
Assigned
Delayed
Archived
Billed
Paid