Sage 50-Canadian Edition [Simply Accounting]


Data Inconsistencies


Audience: This article is available only to customers.

Answer ID: 19727

Does this article apply to my products?

Special Considerations or Warnings

If the foreign currency is used in this company file and the data inconsistency has been detected in Accounts Payable or Accounts receivable module, do not use this Knowledgebase article for troubleshooting (Please call Customer Support for data repair at 1-888-522-2722, additional charge may apply)

Questions and Answers

Q: It is important to occasionally click Maintenance, Check Data Integrity, to ensure that your accounts balance with your sub-ledgers.  This feature can warn you of possible serious errors in your data.

Note: If the Total Debits and Total Credits do not equal, please call Technical Support at 1-888-522-2722 to have a customer support agent assist you.

A: Inconsistencies can occur when the linked account is changed to another account, or if the system is interrupted while posting a transaction and one side doesn’t update properly.

If a backup was made prior the inconsistency occurring, restore the backup. Do not replace the current data in case the backup is too old to be viable. Otherwise proceed to the next step.

Click Maintenance, Check Data Integrity. An asterisk (*) in the Integrity Summary window indicates the module in which the problem exists. Write down the amounts and the affected modules.

To correct the inconsistencies, you will need to unlink the associated control accounts for the affected modules and make a correcting entry in the General Journal, adjusting the amount up or down to equate the balance sheet account with the associated subsidiary ledger. (If you are using foreign currency in this file, please do not use the following procedure. Contact Customer Support for assistance. If you are experiencing data inconsistency on a regular basis, please use the Procedure 2 down below:)

Procedure 1:

1. Click Setup, Settings. Click the appropriate section for the affected module. e.g. Payables (Vendors & Purchases), Receivables (Customers & Sales), Payroll Income, then click Linked Accounts.

2. Highlight the account (e.g. Accounts Payable, Accounts Receivable, Prepaid Sales/Deposits, Vacation Payable, Payroll Advances) and press the Delete button on your keyboard. The field should now be blank. Click OK to close the window.

3. Open the General Journal (Miscellaneous Transactions) and post a journal entry to increase or decrease the control account that you have unlinked. The other side of the entry can be the other account affected by the inconsistency, if you can determine it, or otherwise a temporary account such as a miscellaneous expense.

4. Click Setup, Settings. Return to the appropriate section's linked accounts and re-select the linked account that you had previously unlinked in steps 1 and 2.

5. Ensure that the data is now balanced by clicking Maintenance, Check Data Integrity. If the data is OK, create a new backup at this point.

Note: If your Account Reconciliation Files do not match, you will need to reset your bank reconciliation data.


Procedure 2:

This procedure depends on your data status:

1 If you have just setup your customer/vendor records and the file is still in the first fiscal year, and still in history mode, please modify AP or AR control account's opening balances. If you suspect there's a missing invoice, then modify the history invoices of that particular customer/vendor.

2 If the file in not in History Mode, and you suspect there's a missing or incorrect invoice causing this discrepancy, please contact Customer Support and the agent will assist you add or correct the invoice.

3 If the file is having regular data inconsistency in AP or AR module, please keep in mind there are some types of invoicing methods that Sage 50 is not designed for:

for example:

Open Invoicing method - overselling your customers and adjusting the same sales invoices throughout the month.

Incomplete invoicing method - there's a doubt about the final invoice amount because there's not enough information to finalize the invoice. As a workaround, please use a sales order, then convert it into sales invoice when the final figures are realized.

Importing invoices method - make sure the third party product used to import invoices is up to date with the latest version of Sage 50. If  the import was done using Sage 50 Import procedure, please make sure the import layout is in the proper format. See KB25659 for more details.

Does this article apply to my products?

Products: Sage 50—Canadian Edition
Applications: Data Related, Company, General (Accounts), System
Version Applicable: 2008 and higher