Standardizing data is crucial for optimizing the experience with ERP business software. This blog outlines the best practice guidelines for standardizing data entry into your ERP system, whether for new records or during migration from an older ERP system, a process commonly referred to as data cleansing. Different ERP software providers may have specific rules concerning data formats.
Having executed over twenty ERP implementations over the years, we frequently encounter questions regarding data formatting, specifically whether it should be in UPPER CASE, Proper Case, or lowercase. The response is consistently that it depends, and what it depends on is the data type.
The decision to use UPPERCASE, Proper Case, or lowercase in ERP data standardization relies on the particular use case, industry norms, and system constraints. Here's an overview of when each is suitable:
Use UPPERCASE (ALL CAPS) For:
Part Numbers/SKUs → "ABC12345"
Country/State Codes → "US", "CA", "TX"
Transaction Codes/IDs → "INV20250327"
Terms Codes → “N302%10”
Unit of Measure Codes → “EA, LB, BX”
Warehouse Codes → “NYC, DEN, LA”
Bin Location Codes → “A1A5”
Use UPPERCASE (ALL CAPS) When:
Required for system compatibility (some legacy ERPs only support uppercase).
Ensuring standardization in codes, IDs, and abbreviations.
Avoiding potential inconsistencies in integrations with other 3rd party software.
To avoid confusion between similar-looking characters (e.g., "l" vs. "I").
Use Proper Case (Title Case) For:
Customer/Vendor Names → "Acme Corporation"
Addresses → 123 Main Street, Los Angeles, CA 90012"
Contacts & Titles → “Mr. John Smith, Sales Manager”
Product Descriptions → "Stainless Steel Bolt 10mm"
Notes/Remarks → “This customer does not want marketing emails.”
Use Proper Case (Title Case) When:
Improving readability for users (names, addresses, descriptions).
Enhancing the presentation in reports, invoices, and UI screens.
Preventing unnecessary shouting (ALL CAPS can feel aggressive in emails/forms).
Sending customer or vendor-facing documents.
Use lowercase letters for:
Email addresses→ john.doe@example.com
Website URL→ www.example.com
Metric in descriptions → “mm, kg”
Use lowercase letters when:
To improve readability & professionalism.
Only where required.
Recommendations
Use ALL CAPS for structured data fields (codes, IDs, state abbreviations, SKUs, and UOMs).
Use Proper Case for user-facing data (names, descriptions, addresses).
Ensure consistency with data validation rules in the ERP system.
Be sure to understand how your ERP system stores the data.
Transitioning to a new ERP system demands considerable company resources and engagement. Although there is rarely a "perfect time," evaluating your present circumstances can save you substantial time and money. We assist companies in getting ready to implement new ERP business software systems by serving as project advocates for you. Contact us for more details.
Roger Pujol, the founder of Champion Business Solutions, LLC, is a consultant specializing in ERP Business software. He shares insights and experiences on assisting small and medium-sized businesses (SMBs) to enhance their operations.
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