Data & Character Limitations
How many custom attributes can I add?
You can add up to 100 custom attributes and unlimited number of metrics. If you need to add more than 100 custom attributes, please let your Customer Success Manager know.
Are there character limitations for an attribute value?
Please see below the character limits for different set of attributes.
Attribute Type | Limit | Examples |
Core Attribute | 255 Characters | Title, External Id |
Custom Attribute | 64 Characters | Color, Size, Division, Department |
Historical Data
How much historical data is needed for validation?
Below are the recommended historical data for validation. This give Toolio enough sample set to iron out the kinks in your data.
Model | Duration |
Sale | 3 months |
Inventory | 3 months |
Purchase Order | Full Open POs |
Receipt | 3 months (based on receipt date) |
Product | Full |
Transfer Orders | Full Open TOs |
Transfer Receipts | 3 months (based on receipt date) |
How much historical data is needed for initial data import?
We recommend importing all the historical data that will be helpful to your future decisions. We suggest loading the following data durations into Toolio.
Model | Duration |
Sale | 2 years + Current Year |
Inventory | 2 years + Current Year |
Purchase Order | Full Open POs |
Receipt | 2 years + Current Year |
Product | Full |
Transfer Orders | Full Open TOs |
Transfer Receipts | 3 months (based on receipt date) |
Data Update Frequency
When and how frequently will the data be updated?
Data update frequency will depend on the needs of the business, but our suggested approach is sending data daily.
If daily is not an option, you can send it weekly, after the last day of the week on your retail calendar.
When you are updating data, you only need to send the relevant data, i.e. you don’t need to send a full data dump every week. Below are some rules of thumb on how much data to send every week.
Model | Data Span | Comments |
Sale | Incremental (i.e. updated since last time) | Sales information can change for a few weeks after the transaction. So please send the trailing 8 weeks |
Inventory | Today | Send BOP based on the current date sent |
Purchase Order | Incremental (i.e. updated since last time) |
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Receipt | Incremental (i.e. updated since last time) |
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Product | Incremental (i.e. updated since last time) |
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Transfer Order | Incremental (i.e. updated since last time) |
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Transfer Receipt | Incremental (i.e. updated since last time) |
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What is a good time in the day for the integrations (or data sync) to be triggered at?
We recommend having the integrations or data feeds to be synced as early as possible within the day at a time after which you know the sources of record (e.g. ERP or Data Warehouse) are fully updated. A typical recommendation would be some time between 1-4AM in your organization local time.
Let's say that you have set up your data warehouse to be the source of truth for your Toolio integration. Review with your tech team, when your data warehouse is typically updated. We typically see the update process starting at midnight and taking a few hours. Accordingly, set the Toolio integration trigger time to be 30-60 mins after the time your database would be updated.
Purchase Order FAQs
I am seeing past POs with On Order, even though these are no longer included on our Feed
This happens when you are sending POs incrementally and have deleted POs on your system vs. marking them as inactive on your end. To prevent these "stale POs", we can update your configuration to assume that you're sending all Open POs at any point, so that Toolio automatically deletes all POs that are not included in your latest PO feed.
If you would like to make this configuration change to allow "Full Purchase Order Import", please get in touch with us and we can make the change.