Overview
Accurate and transparent date configuration is essential for ensuring your financial data is correctly ingested and reconciled in Puzzle. This guide outlines key features, explains the relationship between date settings, and helps you address common scenarios like data gaps or duplicates.
Setting Up Dates in Puzzle
What It Does
Date settings in Puzzle define the range of financial data to be ingested and reconciled. Configuring these correctly ensures data consistency and prevents errors such as missing or duplicate transactions.
Key Concepts
Puzzle Ledger Start Date: The date from which Puzzle begins managing your financial records.
Ingestion Start Date: The date Puzzle begins importing data from a specific source (e.g., Shopify or Stripe).
Historical Ledger End Date: The cut-off date for data that has already been reconciled in your existing system.
Why Does the Ingestion Start Date Typically Match the Ledger Start Date?
The Ingestion Start Date is expected to match the Ledger Start Date for a given source because:
Consistency Across Data Sources
Aligning these dates ensures all transactions from the selected start point are fully captured and reconciled in Puzzle. For example, if your ledger begins January 1, 2023, Puzzle will expect to ingest data from your sources (e.g., Shopify, Stripe) starting from that same date.Avoiding Gaps or Duplicates
When these dates align, there’s no risk of missing transactions before the start date or duplicating previously reconciled transactions.Simplifying Reconciliation
Consistency simplifies the process of mapping external transactions into your ledger, especially when reviewing subledgers or cash flow reports.
When Does the Ingestion Start Date Not Match the Ledger Start Date?
There are scenarios where the Ingestion Start Date might not align with the Ledger Start Date. Here are the most common cases:
Partial Historical Data Availability
If a data source doesn’t provide historical data for the entire ledger period, you may need to set the Ingestion Start Date to the earliest available data point. For example:Ledger Start Date: January 1, 2023
Ingestion Start Date: March 1, 2023 (because earlier data is unavailable from the source).
In this scenario, Puzzle will highlight the gap and prompt you to either manually upload missing transactions or reconcile them outside the platform.
Legacy System Migration
When transitioning from a legacy accounting system, you may choose to handle older transactions manually or rely on summarized historical balances. In this case:Ledger Start Date: January 1, 2023
Ingestion Start Date: January 1, 2024 (because pre-2024 transactions are summarized in your legacy system).
Selective Data Ingestion
In some cases, you may intentionally skip ingesting data from certain periods to simplify reconciliation. For example:To avoid importing a problematic dataset for a period managed outside Puzzle, such as during a software transition.
Ingestion Start Date Preceding Ledger Start Date
This occurs when data is ingested from a source that was not included in your historical books. For example:You start managing transactions in Puzzle on Ledger Start Date: January 1, 2023.
However, you configure the Ingestion Start Date: January 1, 2022, to capture prior-year transactions from a new data feed (e.g., Shopify) that was not part of your historical reconciliation.
How Puzzle Handles This:
Warning and Confirmation: If the Ingestion Start Date precedes the Ledger Start Date, Puzzle will display a warning to ensure you are aware of the potential overlap and any implications for your reconciled ledger.
Data Ingestion: Once you confirm the configuration, Puzzle will ingest the data as it would for any other date range.
Implications for Reconciliation: Transactions from before the Ledger Start Date will be included in the system and can impact reconciliation and reporting unless specifically excluded or handled. Ensure that your reconciliation workflows account for this additional data if relevant.
Best Practices for Date Configuration
Review Suggested Dates
Puzzle provides default date suggestions based on your setup. Adjust these only if you encounter a scenario outlined above.Use Logs to Verify Ingestion
Check the Data Ingestion Logs to confirm all expected transactions have been imported.Document Exceptions
Clearly document any differences between the Ledger Start Date and Ingestion Start Date to avoid confusion during reconciliation or audits.
Transparency in System Behavior
Features to Build Trust
Data Ingestion Logs
View when and how data is imported, along with a summary of transactions by source and period.Duplicate Detection Alerts
Notifications help identify and resolve potential duplicate transactions.Gap Analysis
Puzzle flags periods with missing transactions, providing guidance to address gaps.
Common Questions
What If My Historical Data Is Incomplete?
Set the Ingestion Start Date to the earliest available data point and review flagged gaps in Puzzle. For critical periods, consider manual uploads or reconciliation outside the system.
Can I Override Suggested Dates?
Yes, but Puzzle will display warnings for potential risks, such as missing or duplicate data.
Questions or Feedback?
Reach out to us at [email protected]. We’re here to help you make the most of Puzzle.