Right Size Customer Balances

Rightsize Requests

If you need to reconcile customer balances against your accounting system using Not-Scanned assets, please submit a request for rightsizing to the Support team.

1. Export a file from your accounting system. If manipulating the data in a spreadsheet after export, be sure to retain leading zeros of numeric data. Consult this page for more details
   1. Be sure that your file has only the following columns: Customer Number, Product Code, Cylinder Balance, Product Code Description
2. Create a Support ticket by emailing support@trackabout.com
3. Fill the Right Sizing request form
   1. If you cannot access Google Docs, please copy and paste the Right Size Request Form section of this page into an email to support@trackabout.com and edit it there

Prior to sending your rightsizing files, please double check for accuracy. Some common mistakes below are:

• Dropping leading zeros from customer numbers
• Duplicate product code lines for customers (this will cause the balance to double)

Notes

• It is recommended that you list ALL product codes for customers that you have listed in the file. If a Product Code is in the file, it will check that Product Code for all Customers in the file. If a Customer does not have a line in the file for that Product Code, then their balance will be set to zero.
• During the right sizing process, each customer's existing balance for a given type is compared to the balance contained within the uploaded file. If balances do not agree between the uploaded file and TrackAbout, the process will create new TrackAbout Adjustment records to reconcile the balance.
• This page does not compare Exchange Asset Types. All Exchange Asset Types will be ignored.
• Important: We will not process Right-Sizing requests for dates more than 3 months in the past since customer adjustments may not be accurate when right sizing in the past.
• If your company uses Payer Logic and you ask us to conduct a rightsizing in the past (not as of the current date), Payer Logic will not be enacted.

For Ignored Product Codes

If you use generic product codes that are "ignored", and you want to import them in to your customer balances, they must be set to "tracked" prior to the rightsizing, or else they will not show up on the balance.

• If any Product Codes have Tracking Status = Ignored, then the right sizing tool will set their balances = 0 for those Product Codes.
  

In order to avoid this, please follow the steps below:

1. Set all ignored product codes to "tracked" using the Product Code Mappings page.
2. When sending your rightsizing file, please provide the product codes that should be set back to ignored
3. Your TrackAbout Support team will change the product codes back to ignored when the rightsize is complete

Right-Sizing Request Form

Copy and paste this section into an email to support@trackabout.com. Be sure to attach the balance file as well.

BY SUBMITTING THIS FORM, YOU ARE AGREEING TO THE FOLLOWING STATEMENT:

To complete your request, the TrackAbout Support team is about to make potentially irreversible changes to your customers' balances. If data is later requested to be recovered, and that the data is recoverable, TrackAbout will charge Professional Service fees for time needed for this request.

Is this an initial balance load?

• Yes
• No- Deliveries already exist for these customers

Date and Time of Right-Sizing (All balances up to and including this date and time will be used in the comparison)

• Please put in the following format: MM/DD/YYYY and Time/Zone (example: 01/20/2018, 22:00 UTC+8)

What customers should be included in the right-sizing?

• All Customers in TrackAbout
• Only Customers in the file

Which product codes should be compared for right-sizing?

• All Product Codes both on TrackAbout customer balances and in the file
  • Recommended if changing asset balances for all product codes in TrackAbout, even if they are not in the file
• Only the Product Codes that are in the file
  • Recommended if changing asset balances only for product codes in the file

Allow removal of unique (barcoded) assets from the balance when the accounting balance is zero for a given product code (recommended).

• Yes
• No

If accounting balance is lower than the TrackAbout balance, decrease the DNS assets before increasing RNS assets (recommended).

• Yes
• No

Do not use RNS to decrease unique (barcoded) balances.

• Yes
• No

Allow the right-sizing to proceed even if the Customers involved have Unclassified Assets (recommended).

• Yes
• No

Ignored Product Codes

If you use ignored product codes, please provide a list of the product codes that need to be set back to ignored once the right-sizing is completed.