Using Epicor BPMs to Catch Data Entry Errors Before They Spread

In any ERP environment, data integrity is non-negotiable. When inaccurate data enters the system—whether it is a misspelled customer name, an incorrect part number, or a missing required field—it can lead to downstream issues, delayed processes, and poor business decisions. Fortunately, Epicor provides built-in tools through its Business Process Management (BPM) engine to catch these issues at the source.

This blog post from Epicforce Tech explores how you can use Epicor BPMs to prevent data entry errors before they propagate through your business systems. With the right strategy, BPMs can become a frontline defense for maintaining data accuracy and process reliability.

Table of Contents

1. The Cost of Data Entry Errors

2. Why BPMs Are Ideal for Error Prevention

3. Common Entry Points for Bad Data

4. How to Use Epicor BPMs for Error Validation

5. Step-by-Step Example: Preventing Negative Inventory

6. Best Practices for Error Prevention with BPMs

7. Ongoing Maintenance and Optimization

8. Final Thoughts and Recommendations

1. The Cost of Data Entry Errors

Incorrect data often goes unnoticed at the point of entry but causes exponential problems as it flows through the system. For example:

• A misentered product code can result in incorrect inventory reporting.

• An invalid customer email may block important communications.

• A missing field on a purchase order may delay vendor payments.

Industry research shows that each incorrect data point can cost organizations between $10 to $100 per error, depending on how late it is detected. That is why it is vital to catch these mistakes as early as possible—ideally at the time of entry.

2. Why BPMs Are Ideal for Error Prevention

Epicor’s BPM engine is a powerful tool for enforcing business logic at the application level. Rather than relying solely on user training or manual review, you can embed validation rules directly into Epicor’s workflows using BPMs.

Advantages of Using BPMs for Validation:

• Immediate Feedback: Users are alerted before saving incorrect data.

• System-Wide Enforcement: Rules are consistent, regardless of who enters the data.

• No Custom Code Required: Most validations can be implemented using BPM’s drag-and-drop interface.

• Maintenance Friendly: Rules can be updated as business requirements evolve.

At Epicforce Tech, we have seen companies dramatically reduce manual rework by implementing simple BPM validations at key entry points.

3. Common Entry Points for Bad Data

Before building any BPMs, identify where in your business data errors are most likely to originate. Some of the most common hotspots include:

Mapping these high-risk areas allows you to prioritize BPM development for maximum impact.

4. How to Use Epicor BPMs for Error Validation

Epicor provides two main types of BPMs: Method Directives and Data Directives. Both can be used to catch data entry errors before they are saved.

Method Directives

Used to intercept business logic during method execution. Ideal for form-level validation.

Example: Prevent saving a sales order if the customer PO number is blank.

Data Directives

Triggered when a database row is being inserted or updated. Useful for lower-level validation across multiple forms or processes.

Example: Prevent a new inventory transaction if the resulting quantity goes below zero.

In both cases, BPMs can include conditional logic, validation messages, email alerts, and automatic corrections (if safe).

5. Step-by-Step Example: Preventing Negative Inventory

Let’s walk through a simple example where we use a BPM to block any transaction that would result in negative inventory.

Step 1: Open Data Directives

Go to System Management → Business Process Management → Data Directives. Select the table PartBin or PartTran depending on your process.

Step 2: Create a New In-Transaction Directive

Name it clearly, such as “Prevent Negative Inventory”.

Step 3: Add a Condition

Use the BPM condition widget to check if the new quantity on hand will be less than zero.

Step 4: Add an Error Message

Use the "Raise Exception" action to stop the transaction and notify the user.

Message: “This transaction will result in negative inventory. Please review quantity levels.”

Step 5: Test and Deploy

Test the directive in a development environment and ensure it works for different transaction types and users. Then deploy to production.

6. Best Practices for Error Prevention with BPMs

Creating effective BPMs requires more than just writing logic. Follow these best practices to maximize reliability and maintainability.

a. Keep It Specific

Avoid generic error messages. Provide users with clear, actionable feedback.

b. Document Every Directive

Include a description of what the BPM does, why it exists, and who requested it. Store this information centrally for reference.

c. Use Naming Conventions

Use consistent prefixes like SO_, INV_, or FIN_ to categorize your BPMs by module.

d. Test Extensively

Build edge case tests before production deployment. Consider null values, unusual workflows, or exceptions.

e. Review Regularly

As business processes change, your validation logic should be updated accordingly. Perform periodic reviews.

Epicforce Tech strongly encourages a quarterly BPM audit to ensure error-prevention rules still align with business practices.

7. Ongoing Maintenance and Optimization

Once deployed, BPMs should not be left alone indefinitely. They require periodic evaluation and refinement.

Monitor Error Logs

Use Epicor’s system logs or a custom UD table to track how often BPMs are triggered. High-frequency alerts may indicate:

• A poorly trained user group

• An overly strict validation rule

• A process issue that needs review

Update with Business Changes

When processes change, such as new product lines or compliance rules, update your BPMs to match. Outdated logic can cause more harm than good.

Version Control

Always export BPMs before making changes. Maintain a version history and approval log to support governance and compliance audits.

At Epicforce Tech, we help clients integrate BPM versioning into their broader change management workflows to ensure stability during ERP updates.

8. Final Thoughts and Recommendations

Data quality is foundational to any ERP system. While user training and discipline are important, technical safeguards like Epicor BPMs offer a robust, scalable way to prevent bad data from entering the system.

By using Epicor BPMs to catch data entry errors:

• You reduce downstream inefficiencies and rework.

• You increase confidence in reporting and analytics.

• You protect key business processes from disruption.

A well-designed BPM framework becomes a living part of your data governance strategy.

If you are looking to optimize your Epicor environment for long-term success, Epicforce Tech provides expert consulting on BPM validation logic, process alignment, and system design. Let us help you build an ERP that works as hard as your team does.