Axley — Salesforce YTD Revenue Data Preservation

Overview

Axley's Salesforce instance pulls a "Year-to-Date Cash Receipts" field from their accounting system (connected via Jitterbit). Every January (~January 10th), the accounting system zeroes out this field for the new year — permanently destroying the prior year's revenue data for all active client records. This article documents the problem, the agreed solution, and the step-by-step process to execute it before the January reset.

See also: ^[1] | ^[2]

The Problem

• The Year-to-Date Cash Receipts field is a live, synced field — it reflects the accounting system's current YTD value.
• When accounting resets on ~January 10th, the field goes to $0 across all records.
• There is no historical snapshot retained. Sebastian Gant (Axley) has had to manually record this data in the past, which is error-prone and incomplete.
• The data is especially valuable because many active clients opened in prior years but are still generating revenue — their 2025 contributions would be lost.

The Solution

Create a permanent, static 2025 Revenue field on the Salesforce client object and populate it with a hard-coded snapshot of the current YTD values before the January reset. This field will not be tied to any sync or formula — it is a one-time import of fixed numbers.

Step-by-Step Process

1. Add the Salesforce ID Column to the Report

The standard export won't include Salesforce record IDs by default. Before exporting:

• Open the relevant Salesforce report (the one showing clients with YTD Cash Receipts).
• Add the Salesforce Record ID as a column. This is required to correctly map imported values back to the right records.

Salesforce IDs are not visible in the standard UI — they must be explicitly added to the report or export configuration.

2. Export the Report as CSV

Export the report with at minimum these columns:

3. Create the New 2025 Revenue Field

• Navigate to Salesforce Setup → Object Manager → Client object → Fields & Relationships.
• Create a new Currency (or Number) field named 2025 Revenue.
• This field should be static — no formula, no sync, no default value.
• Sebastian has admin permissions and can create the field directly, or Asymmetric can walk through it on a shared screen.

A prior attempt was made to create a 2017 Cash Receipts field, but it appears to have been set up as a formula/lookup rather than a static field, so it zeroed out when the source field was cleared. This time, the field must hold hard numbers only.

4. Prepare the Import Spreadsheet

Structure the CSV for import:

• Column A (Salesforce ID) is the match key.
• Column C maps to the new 2025 Revenue field.

5. Import via Salesforce Data Import Wizard

• Use the Data Import Wizard (or Data Loader for larger datasets).
• Select Update (not Insert) — you are updating existing records.
• Map: Salesforce ID → Record ID, 2025 Revenue → the new field.
• Run the import and verify a sample of records post-import.

Timeline

Format: In-person at Axley's office or shared-screen call. Sebastian will reach out to Asymmetric when ready.

Related Issues Identified in Same Meeting

• Web Form → Salesforce Mapping: The "Preferred Office" dropdown on the Axley website contact form is not mapping to Salesforce, preventing lead sorting by office location. See ^[2].
• Hidden IP Field: Asymmetric suggested adding a hidden IP address field to the web form to approximate lead geography as a supplementary signal.

Key Contacts

Notes

• Jitterbit is the middleware connecting Axley's accounting/LMS system to Salesforce. The new 2025 Revenue field should be completely outside the Jitterbit sync scope — it is a one-time manual import, not an ongoing integration.
• This same pattern (annual snapshot field) should be considered as a repeatable process each December going forward (e.g., 2026 Revenue, 2027 Revenue).