Why does data from earlier uploads persist in reports despite uploading corrected files in Calxa?
Understanding the Issue
When data is re-uploaded in Calxa to correct a prior upload, users may notice that residual values from the original upload persist in their reports (e.g., Profit and Loss reports). This can occur if the new upload does not fully overwrite or clear out data associated with some accounts. Calxa's upload mechanism is designed to replace data only for the accounts explicitly included in the new upload file, leaving other account values unchanged.
Common Causes
1. Partial Account Changes
If the corrected upload omits certain accounts that were present in the earlier upload, Calxa retains the existing data for those omitted accounts. For instance, if February's data included Account A but the revised upload excludes it, Account A will still display the existing data values in reports.
Resolving the Issue
Re-check the Upload Template: Verify that your upload template contains all accounts. If their values are intended to be cleared, to remove data that is no longer needed, explicitly upload zero values for those accounts.
2. Data Level Mismatch
Reports reflecting mixed data from different uploads may result from inconsistencies in the level at which data was uploaded (e.g., organisation vs. business unit). If the upload files differ in structure, data at one level will not overwrite data at another level.
Resolving the Issue
Ensure Matching Data Levels: Confirm that the upload file matches the same data level (e.g., organisation or business unit level) as the original uploaded file. Inconsistent levels will add confusion and will not overwriting the original data.
Preventive Measures for Future Uploads
Always Include All Relevant Accounts: When preparing upload files, ensure they include all accounts even if those accounts do not have updated values. Use explicit zero values where data is to be cleared.
Maintain Consistency in Data Levels: Upload files should always adhere to the same structural level (organisation or business unit) used in the initial upload.
Double-Check Templates Before Uploading: Validate that all fields and accounts have been accounted for and that the upload structure aligns with your reporting requirements.
By following these steps, you can avoid data retention inconsistencies and ensure that your reports in Calxa accurately reflect the most recent data updates.