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Integrity Check Guide

Created on  | Last modified on 

Summary

Explanation of integrity checks and how to load and run them.

Resolution

CAUTION: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.

 

You can use the Integrity Check utility to correct certain data related errors when no other methods can corect them. If you do not back up your data beforehand, the utility will remind you.

Only run this utility on data that has known problems.

Loading the Integrity Check

  • Sage 50 2018.1 - Current
  1. Change your accounting period to 1. See How do I change the accounting period?.
  2. Go to Help, Support Utilities, Integrity Check.
  3. Continue to step 4 if you have already made a backup. If you have not created a backup of your company select Backup, enter a name for the backup file (example: IC10092013 - IC for Integrity Check and today's date).
    Note: When the backup is complete it will open the Data Integrity Check/Repair Window.
  4. Select Continue if you have already made a backup. The Data Integrity Check/Repair Window will open.
  • Sage 50 2013-2018.0
  1. Change your accounting period to 1. See How do I change the accounting period?.
  2. Go to Help, Customer Support and Service, Integrity Check.
  3. Continue to step 4 if you have already made a backup. If you have not created a backup of your company select Backup, enter a name for the backup file (example: IC10092013 - IC for Integrity Check and today's date).
    Note: When the backup is complete it will open the Data Integrity Check/Repair Window.
  4. Select Continue if you have already made a backup. The Data Integrity Check/Repair Window will open.
  • Sage Peachtree 2012 and older
  1. Close Sage 50
  2. Right-click on the Sage 50 shortcut and choose Properties
  3. Place your cursor to the far right of the Target field and enter a blank space, add -i and click OK.
  4. Launch Sage 50 with the shortcut that was just modified
  5. Change the accounting period to Period 1. See How do I change the accounting period?.
  6. Click File, Integrity Check.
  7. Continue to step 8 if you have already made a backup. If you have not created a backup of your company select Backup, enter a name for the backup file (example: IC10092013 - IC for Integrity Check and today's date).
    Note: When the backup is complete it will open the Data Integrity Check/Repair Window.
  8. Select Continue if you have already made a backup. The Data Integrity Check/Repair Window will open.

Explanation of Integrity Checks

Note: Each test should be run one at a time. If more than one test is needed, always run the first test then reselect Integrity Check to run the next one.

Section 1: File Tests

  • Reindex Files
    • Corrects i/o errors
    • Reestablishes record data that is otherwise missing or out of sync
    • Reindex only the file with the error
    • An error during the reindex indicates the file could not be repaired and requires restoring a good backup
    • To Reindex a file, select Reindex Files on the left and then highlight the file in the Reindex File List on the right
  • Journal Balances
    • Corrects journal out of balance
    • Will not correct an entry where an account number or dollar amount is missing in a transaction
    • If an error noting a transaction cannot be posted, delete the referenced entry and re-key it back into the system
  • G/L Balances
    • Corrects General Ledger Trial Balance when debits do not equal credits
    • An adjustment to Retained Earnings is made to offset the balance error
    • A journal entry may be required to transfer the adjustment to a different account
    • Test runs very fast

Section 2: Data Synchronization Tests

  • Customer / Journal
    • Corrects customer sales history
    • Corrects customer receipts history
  • Vendor / Journal
    • Corrects vendor purchase history
    • Corrects vendor payments history
  • Employee / Journal
    • Corrects year-to-date errors on paycheck stubs
    • Recalculates W-2 ID fields which are causing erroneous payroll tax reports
  • Chart of Accounts / Journal
    • Corrects General Ledger footing errors
    • Corrects out of balance errors
    • Verifies the general ledger account types, debits, and credits of each transaction
    • If synchronization errors are found and corrected, the errors will appear at the end of the test.
      Note: Errors relating to problems inserting records indicate that the data is corrupt beyond repair and a good backup will need to be restored.
  • Inventory / Journal
    • Corrects costing errors in inventory items where Cost of Goods Sold appears to be grossly incorrect
    • Examines each transaction in the Sales Journal that uses a Stock or Assembly Item and recalculates the cost based on the costing method established.
    • Unposts all journals and resynchronizes each beginning balance and all transactions related to inventory to reestablish an accurate cost.
    • At the end of the test, a Chart of Accounts/Journal Sync test will be run automatically.
      Note: This test can take a lengthy amount of time and will use several percentage bars on the screen. Sometimes, the window will even appear blank but the test is still running. Do not interrupt the test.

Section 3: Invoice/Payment Sync Tests

  • Accounts Receivable
    • Finds broken links between invoice and receipt
    • Run test if amount paid on the invoice is incorrect
    • Works in conjunction with Correction Strategy
  • Accounts Payable
    • Finds broken links between invoice and payment
    • Run test if amount paid on the invoice is incorrect
    • Works in conjunction with Correction Strategy
  • Correction Strategy
    Works in conjunction with Invoice/Payment Sync Tests
    • Invoice is Presumed Correct - Corrects or creates payment attached to the invoice to match the reported amount paid. If payment is created, the reference number will be FIX
    • Payments are Presumed Correct - Corrects invoice attached to the payment to match the reported amount of the payment
    • Ask each time - Gives user choice to select Invoice is correct or Payment is correct. This is the best selection when there are a mix broken links between invoices and payments.

Section 4: Duplicate Reference Test

  • Checks for duplicate reference numbers
  • If duplicate is found, an additional character will be added to the end of the reference number to make it unique
  • Run before running an Invoice/Payment Sync Test so that the incorrect invoices are recognized
  • The Duplicate Reference test will only correct duplicates found for one customer or vendor at a time. If errors are encountered, keep running the duplicate reference test until no errors are encountered.


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Error: “The file cannot be reindexed. Only -1 out of a theoretical 0 records could be recovered. You must restore a complete, valid backup in order to continue using your company data."