ERP Data Standardization: When to use UPPER CASE, Proper Case, and lowercase.
- Roger Pujol, CPIM, CSCP
- May 5
- 3 min read
Updated: 3 days ago
ERP Data Standardization
Having conducted numerous ERP implementations throughout the years, we frequently get questions about the correct data formatting. Specifically, people ask whether it should be in uppercase, proper case, or lowercase. The response always depends on the type of data.
Data standardization is crucial for an optimal experience with ERP business software. This blog outlines best practice rules for standardizing data entry into your ERP system, whether for new records or transitioning from a legacy ERP system- a process often called data cleansing. Various ERP software vendors may have different rules regarding data formats.
The choice between UPPERCASE, Proper Case, or lowercase in ERP data standardization depends on the specific use case, industry conventions, and system limitations. Below is a breakdown of when each option is appropriate:
Use this document as a starting point for your data standardization project specific to your ERP software system. Insert or delete rows in the following tables as necessary.
UPPERCASE
Use UPPERCASE (ALL CAPS) For:
Part Numbers/SKUs → "ABC12345"
Country/State Codes → "US", "CA", "TX"
Transaction Codes/IDs → "INV20250327"
Terms Codes → “N302%10”
Unit of Measure Codes → “EA, LB, BX”
Warehouse Codes → “NYC, DEN, LA”
Bin Location Codes → “A1A5”
Use UPPERCASE (ALL CAPS) When:
Required for system compatibility (some legacy ERPs only support uppercase).
Ensuring standardization in codes, IDs, and abbreviations.
Avoiding potential inconsistencies in integrations with other 3rd party software.
To avoid confusion between similar-looking characters (e.g., "l" vs "I").
Proper Case
Use Proper Case (aka Title Case) For:
Customer/Vendor Names → "Acme Corporation"
Addresses →"123 Main Street, Los Angeles, CA 90012"
Contacts & Titles → “Mr. John Smith, Sales Manager”
Product Descriptions → "Stainless Steel Bolt 10mm"
Use Proper Case (aka Title Case) When:
Improving readability for users (names, addresses, descriptions).
Enhancing the presentation in reports, invoices, and UI screens.
Preventing unnecessary shouting (ALL CAPS can feel aggressive in emails/forms).
Sending customer or vendor-facing documents.
lowercase
Use lowercase letters for:
Email addresses→ “john.doe@example.com”
Website URL→ “www.example.com”
Metric in descriptions → “mm, kg”
Use lowercase letters when:
To improve readability.
Only where required.
Sentence case
Use sentence case for:
CRM Entries
Notes → “The quick brown fox jumped over the lazy dog.”
Remarks → “This is sentence case text.”
Use sentence case when:
To improve readability.
Recommendations
Use ALL CAPS for structured data fields (codes, IDs, state abbreviations, SKUs, and UOMs).
Use Proper Case for user-facing data (names, descriptions, addresses).
Ensure consistency with data validation rules in the ERP system.
Understand how your ERP system stores data, such as contacts, phone numbers, etc.
Third-Party Integrations
If your ERP system is integrated with other third-party applications, consider the impact on how your data will be used in those applications as well.
Electronic Data Integrations (EDI). How will orders come in?
Warehouse Management System (WMS). Mobile device screen sizes and readability?
Customer Relationship Management (CRM). Customer-facing documents-Professionalism.
E-Commerce & Marketplace. What are the standards for item descriptions on other platforms?
Shipping & Logistics. Shipping codes and descriptions.
Tax Compliance. Country, State, and county standards.
Payment & Finance.
Any others specific to your industry?
Transitioning to a new ERP system demands considerable company resources and engagement. Although there is rarely a "perfect time," evaluating your present circumstances can save you substantial time and money. We assist companies in getting ready to implement new ERP business software systems by serving as project advocates for you. Contact us for more details.
Get the FREE Data Standardization & Best Practices
Would you like our free ERP Software Data Standardization & Best Practices guide? It includes all the information in this blog and tables formatted by data type. Visit our Website.
Roger Pujol, CPIM, CSCP, the founder of Champion Business Solutions, LLC, is a consultant specializing in ERP Business software. He shares insights and experiences on assisting small and medium-sized businesses (SMBs) to enhance their operations.
© 2025 Champion Business Solutions, LLC
Comments