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Sage gurus needed here please

I have always tried to avoid using Sage (a QuickBooks then Xero man myself) so I am stumped by what I am seeing in Sage here. Can anyone more experienced please enlighten me?

EDIT: the link to the Sage screen clip is here http://www.topaccountants.com/storage/Sagenonsense.png [click to open]

The two transactions in the top part of this Activity report for a customer clearly do not produce the reported balance of zero. However, taking into account the two items with "Link Removed" in the details column, will calculate to a balance of zero. What's going on here please? Surely the transactions in a customer's history should represent the calculated balance?

Also, when I am looking at the transaction listing in Company > Financials, what is the difference please between a transaction with "Cancel - see tran x" in the details column and one with "Deleted - see tran x"?

Sage drives me crazy! Any insights gratefully received :)

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01st Mar 2012 11:53

"Link Removed"

Have you tried checking the data? (File, Maintenance, Check Data) I have had this twice before and on both occasions the data was corrupt. One was fixed over the phone with SAGE support. The other was a day and a half reinputting the data! When you check the data - if there are errors I would suggest calling SAGE support to see if you can recover anything. Good luck. 

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01st Mar 2012 12:03

Data Fixing

Sandnickel wrote:
The other was a day and a half reinputting the data! When you check the data - if there are errors I would suggest calling SAGE support to see if you can recover anything. Good luck. 

In 99.9% of cases of corrupt data, it can usually be recovered with little or no reinputting required - you can also get data fixed by 3rd parties who offer such a service that is both faster and cheaper than Sage ;)

John

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Yes and No

Thanks Sandnickel. Yes I ran Check Data and no, there were no errors or warnings reported at all :(

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01st Mar 2012 12:01

Customer Balances

The balance on the account is made up of the outstanding balance on the transactions which, from the screenshot (although the left hand side is covered by adverts on my screen) appears to be correct as the two transactions that show have no outstanding balances.

'Link Removed' means that the transaction that paid the invoice (i.e. the Sales Receipt) is no longer on the Audit Trail most likely as a result of the Clear Audit Trail procedure having been run. 

Newer versions of Sage 50 don't allow this to happen during Clear Audit Trail, they will only remove a transaction if both sides (ie SI and SR) of a transaction can be removed so you no longer get left with this situation.

John

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01st Mar 2012 12:07

johndon68

Hi John,

Yep that is my experience too. I happened to be in the 0.01% band where the data was well and truly off the scale with errors and corruption!! The client had been merrily inputting data when SAGE was going insane and posting transactions everywhere! It was a hard lesson for the client to learn, especially when they received our bill for the reinput!

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By Fmaat
02nd Mar 2012 12:52

Difference between drs and crs is always the balance.

Software packages built more  by programmers than by accountants where the programmers are not fluent with the accountancy language come up with all sorts of terminology which are simply goobledegook; such as history report, activity report, history or activity balance, when all you need is the balance. They rely on feed backs or wish lists from the users to evolve as they go along, obviously free of charge.

In the good old days the difference between the debit column and the credit columns always gave the balance.

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02nd Mar 2012 13:07

Balance

Fmaat wrote:
In the good old days the difference between the debit column and the credit columns always gave the balance.

And that would, indeed, be the case with Sage but the problem here is that, because the Clear Audit Trail has been run, transactions have been removed from the Audit Trail so the debits & credits that remain no longer match the balance although the Outstanding Amounts of the remaining transactions do match the balance (as they should).

John

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