How to import and validate sales performance data in Varicent efficiently

If you’re responsible for managing sales compensation or analytics, you’ve probably run into the pain of importing messy spreadsheets and then trying to make sure nothing’s broken. This guide is for admins, analysts, and anyone who’s stuck making sense of sales performance data in Varicent—and just wants it to work.

We’ll walk through the steps to import and validate sales data in Varicent without making it harder than it needs to be. Along the way, I’ll call out what’s worth your time, what’s not, and some shortcuts that’ll save your sanity.

Step 1: Know Your Data Before You Touch Varicent

Don’t even open Varicent yet. The biggest time-waster is trying to fix bad data inside the platform. First, get your data in order:

  • Start with the source: What’s your data coming from? CRM, ERP, spreadsheets? Figure out who owns it and how often it gets updated.
  • Check the basics: Look for missing fields, weird date formats, duplicate records, or gibberish in important columns.
  • Standardize early: Make sure names, IDs, and dates all follow the same format. If you wait to clean this up until later, you’ll hate yourself.
  • Pro tip: If you’re using Excel, use filters and conditional formatting to spot problems fast. Don’t trust your eyes alone.

What to ignore: Don’t get hung up on “perfect” data. You want clean enough, not flawless. Sales data will never be perfect—just aim for reliable.

Step 2: Prep Your Varicent Import Template

Varicent doesn’t read your mind, and it’s picky about formats. Here’s how to set yourself up:

  • Find the right template: In Varicent, every data type (transactions, quotas, hierarchy, etc.) needs a specific import layout. Grab the correct template from your instance or admin.
  • Match fields exactly: Your column headers must match what Varicent expects. Don’t add extra columns or change names, or you’re in for a world of error messages.
  • Mind the data types: Dates, numbers, and text fields need to match what Varicent wants—e.g., “2024-06-20” not “20/6/24.”
  • Validate IDs: Make sure your employee, product, or account IDs line up with what’s already in Varicent. If they don’t match, the import will fail or create duplicates.

What works: Setting up a “staging” spreadsheet that mirrors the Varicent template. Paste in your raw data, then use formulas to clean it up before importing.

Step 3: Import Your Data the Right Way

Now you’re ready to actually get data into Varicent. Here’s how to do it without pulling your hair out:

  1. Log in and find the import tool. Usually, this is under Data Module > Data Imports.
  2. Pick the right data table. Don’t just upload to “Transactions” if your file is for Quotas.
  3. Upload your file. Use CSV if you can—it’s less likely to break than Excel.
  4. Map fields if needed. Some versions let you map columns; double-check this step so nothing ends up in the wrong place.
  5. Run a preview import. If Varicent offers a “test” or “preview” mode, use it. This catches obvious errors without updating your live data.
  6. Start the import. Wait for the process to finish—and don’t refresh your browser mid-way. Seriously.

What to ignore: Don’t bother with “bulk import” features until you’ve tested with a small sample. One bad batch can mean hours of cleanup.

Step 4: Validate Your Imported Data

This is where most people mess up—assuming that “import successful” means the data is actually right. Here’s how to check your work:

  • Check for errors or warnings: Varicent will usually spit out a log. Download it and read it. “Warning” isn’t always fatal, but don’t ignore patterns.
  • Spot-check the data: Pick a few rows and check them in Varicent to make sure values landed in the right fields.
  • Run a quick report: Use a simple Varicent report or dashboard to see if totals and counts look right. If your sales totals are double what you expect, something went sideways.
  • Compare to your source: Pick a handful of records and compare them against your original spreadsheet or CRM. Look for mismatches.

Pro tip: Keep a checklist of what you validate every time. It’s easy to forget steps, especially when you’re importing similar files week after week.

Step 5: Fix Issues and Re-Import (If Needed)

Nobody gets it perfect on the first try. Here’s how to handle errors without burning time:

  • Read the error logs closely: Varicent’s error messages are sometimes vague. Look for repeated issues—those are usually column mismatches or invalid IDs.
  • Fix in your source file, not in Varicent: Don’t try to edit data directly in Varicent unless you have to. It’s slower and riskier.
  • Rerun with a small sample: After changes, import just a few records to confirm the fix.
  • Document what went wrong: It’ll save you next time (or help the next person who inherits your process).

What works: Keeping a “known issues” tab in your spreadsheet—track recurring problems and how you fixed them.

Step 6: Automate and Schedule (If It Actually Helps)

A lot of folks want to automate everything from day one. Honestly, don’t bother automating until your manual process is smooth. But if you’re ready:

  • Use Varicent’s scheduler: Set up recurring imports for files that land in a specific folder or SFTP site.
  • Automate file prep: Use scripts or tools (Power Query, Python, etc.) to clean and format raw data before it hits Varicent.
  • Set up basic notifications: Make sure you get an email or alert if an import fails. Don’t rely on “no news is good news.”
  • Regularly review automation: Automated doesn’t mean error-free. Spot-check the outputs every so often.

What to ignore: Don’t over-engineer. If your sales data changes once a month, manual imports are fine. Automation is for high-frequency, high-volume cases.

A Few Honest Lessons

  • Varicent is powerful, but not magic. Most import headaches are data quality issues, not software bugs.
  • Documentation helps. Keep your own cheat sheet of field names, formats, and known quirks. Don’t rely on memory or vendor docs alone.
  • People make mistakes. Build in checks, and never trust a single source or step.
  • Iterate. The first import process you design will be clunky. That’s fine. Improve it each time.

Keep It Simple (and Sane)

Importing and validating sales performance data in Varicent doesn’t have to be a nightmare. Start with clean data, use the right templates, validate every step, and don’t rush into automation. The simpler your process, the less can go wrong—and the easier it is to fix when it does. Iterate, document as you go, and remember: “good enough” beats “perfect but late” every time.