In ERP projects, efforts often focus on configuring processes, business rules, workflows, and inter-system connections. Yet one key dimension is regularly underestimated: user input. This is how data enters the system, and if that input is imprecise, approximate or incomplete, the entire system’s reliability is compromised. An ERP system is only as reliable as the data users input into it.
And poorly entered data is not just a line to be corrected: it can lead to billing errors, disrupt procurement processes or distort strategic reporting.
Here are 10 practical and actionable levers to improve data entry in ERP interfaces, each one featuring targeted use of the Shortways Assistant, designed to support users where everything begins: in the interface.
Table of content:
- Identify critical data entry areas
- Simplify the user experience in ERP screens
- Make business rules visible at the moment of action
- Tailor messages to user profiles
- Learn from recurring errors to anticipate issues
- Deploy built-in, always-on help
- Don’t rely solely on one-off training to ensure quality
- Align ergonomics with compliance
- Raise awareness of the business consequences of errors
- Monitor adoption and quality with field data
1. Identify critical data entry areas
An ERP contains dozens, even hundreds of screens, but not all carry the same level of risk. Some input areas are particularly sensitive: a wrong cost centre code can skew a budget; an incorrect supplier reference may trigger a billing dispute; an inaccurate start date can affect an entire project timeline.
To improve data reliability, start by mapping out the critical areas: where do errors have the highest impact? Which fields are misunderstood? Which screens lead to the most dropouts or support tickets? This diagnostic process should combine business feedback, usage statistics, and process analysis.
The Shortways Assistant allows you to target these critical zones precisely using enhanced visual messages, explanatory tips or embedded tutorials. It guides users exactly where errors are most costly. Its built-in dashboards show you which processes need the most support: most-used step-by-steps, most-consulted help content, top-searched keywords, etc.
2. Simplify the user experience in ERP screens
ERP screens are often built around technical or modular logic, far from user workflows. For instance, a purchase order creation screen may display 50 fields, half of which are irrelevant in certain contexts. Visual clutter, density and lack of structure push users into “default-fill” or careless input modes.
Simplifying the experience doesn’t necessarily mean redesigning the interface (which is rarely feasible in standard ERPs), but rather structuring the flow: what should be filled in first? What does that input trigger? In what order should steps be followed? A well-designed input journey reduces hesitation, and mistakes.
With Shortways’ step-by-step mode, you guide each user through a clear, structured input sequence. They proceed confidently, reducing omissions, skipped fields or inconsistencies.
3. Make business rules visible at the moment of action
Business rules are everywhere in an ERP: code formats to follow, conditional mandatory fields, dependencies between values… but they’re often invisible. Users only discover them when an error message appears, or recall them vaguely from a long-past training session.
Missing a character in an item code, entering the wrong date format, or failing to follow a sequence between screens can cause tricky-to-spot issues. And the more implicit the rule, the more users interpret it their own way.
The Shortways Assistant displays applicable rules dynamically, at the precise moment of input. Users see what’s expected, in what format, and what the potential consequences are, no more guesswork or digging through outdated documentation.
4. Tailor messages to user profiles
ERP users are not a homogeneous group. An accountant, buyer, HR manager or project lead each has different needs and levels of expertise. Some use the system daily; others once a month. Some are fluent in business rules; others rely entirely on them.
In this context, a generic message, no matter how well written, risks missing the mark. To improve data quality, support content must be adapted to each user’s role, language, detail level and tone. The interface becomes a personalised environment, where each person finds what’s relevant without information overload.
In a single screen, the Shortways Assistant filters messages and help content by role, department or language. Each user sees only what concerns them, improving clarity and reducing misunderstanding.
5. Learn from recurring errors to anticipate issues
Some data entry errors happen over and over again. Users input expired codes, mix up data formats, or miss key steps. These errors are often known to support teams or business units but dealt with on a case-by-case basis, without systemic action.
Yet these recurring issues are powerful indicators. They highlight friction points, misunderstood fields, or overly complex processes. Failing to address them at the source is a recipe for their repetition, and gradual erosion of system reliability.
With the Shortways Assistant, you can place alerts or quick tutorials on problematic areas. A simple explanation in the right place can eliminate a recurring error and ease pressure on support. After each reported issue, create a Shortways help tip to capitalise on the fix, and prevent it from happening again.
6. Deploy built-in, always-on help
In real life, users don’t open a FAQ, search a PDF manual or contact support for every question. Their need for help is immediate, contextual, and often silent: they hesitate, click randomly, or give up. These moments generate errors.
To strengthen input quality, help must be embedded in the tool, always available, and non-disruptive to the user journey.
Shortways Assistant integrates diverse help formats directly into ERP screens: videos, interactive tutorials, FAQs, explanatory messages. Users can learn in real time, without leaving their task or screen.
7. Don’t rely solely on one-off training to ensure quality
Many companies invest in initial training at ERP rollout. But after a few weeks, users forget instructions, rules evolve, and new staff don’t always receive the same onboarding. The result: inconsistent practices and growing errors.
Reliable data entry requires ongoing training, accessible over time and updated as the system and processes change.
Shortways Assistant allows you to push regular reminders, update messages or targeted guides directly in the interface. Users stay informed, without having to stop their work.
8. Align ergonomics with compliance
ERP systems enforce strict rules for compliance: mandatory fields, exact formats, multiple validations… But the more complex the rules, the more users bypass them, default entries, copy-paste, approximations. This behaviour is often invisible but severely damages data quality.
The key is to make compliance understandable and accessible: explain why a rule exists, what it ensures, and how it’s used.
With Shortways Assistant, you can add a purpose statement to each field (e.g. “This field is used in forecasting budget calculations”). This boosts user engagement with compliance.
9. Raise awareness of the business consequences of errors
Many users see data entry mistakes as trivial. This lack of awareness about downstream impacts explains many repeated errors. Yet one bad data point can cause duplicate suppliers, incorrect invoices, blocked orders or compliance checks.
The goal is to link user action to its consequences, to build accountability around input.
With Shortways Assistant, you can show contextual messages like: “An error here can result in an order rejection.” These real-life reminders anchor data entry in the broader business value chain.
10. Monitor adoption and quality with field data
Finally, data quality cannot improve without measurement. To uncover error root causes and sustainably improve practices, you must analyse real usage: which content is viewed? Which fields cause errors? Where do users get stuck or abandon input?
This on-the-ground feedback, supported by actual data, lets you adjust workflows, improve screens and reinforce weak spots.
Shortways Assistant provides detailed usage statistics: consulted help topics, launched step-by-steps, searched keywords, sensitive zones. These insights help you drive quality proactively and precisely.
Conclusion
In ERP systems, data quality is a strategic issue, but it hinges on the most operational level: the user’s input action. It’s not just about one-off training, technical controls or occasional reminders. It’s about daily support, inside the tool, right on the screens.
The Shortways Assistant provides a concrete solution: guiding, explaining, alerting and training users directly in the ERP, without interrupting their work. It transforms each screen into a learning point, each field into a point of vigilance, and each process into an opportunity for alignment.
An essential step in turning your data quality ambitions into real-world results.
👉 Our next article will focus on why you should rethink user onboarding for your HRIS
