Sage Out of Balance

Hello again!

I'm working from a backup we received from a potential acquisition company.  It appears that their book-keeper has been posting bank payments from a non-bank nominal ledger so the TB is out of balance.  By the looks of it this appears to include prior year entries.

My thoughts on the solution would be to note all of the codes and text entries, then delete the original entries and replace with standard journals in order to go forward with good figures.  Is there a better way?  Also, of course, what about the B/F imbalance?

 

Many thanks

Pat

Comments

Out of Balance

johndon68 | | Permalink

If there are bank payments showing on non bank accounts then there is a serious problem with the data as Sage will not allow you to do this - if you run Check Data, are there any errors?

John

patvanaalst's picture

Yes there are

patvanaalst | | Permalink

Thanks, yes there are, it was one of the things that drew attention to the problem.  :-(  Two main errors, 'Transaction XXX has invalid bank account 'XXXX   '' and 'Header transaction XXX is not linked to ledgers', as well as a couple refering to the out of balance TB and nominal acocunt.

 

Thanks

Pat

Corrupt Data

johndon68 | | Permalink

In which case the data is definately corrupt and there is nothing you can do in the program itself to correct the problem.

You have the following choices:

1. Restore a backup that has 0 errors and re-enter anything entered since the backup was taken.  Whilst this is certainly the cheapest option, it does, of course, rely on there being an error free (and recent) backup being available.

2. Send the data to Sage to fix.  Depending on the level of support the client has, they may fix it free of charge with a turnaround time of 3-4 working days.  If the client has no SageCover, then there is a charge going up to £795+VAT for an overnight fix.

3. I offer a data fixing service that is cheaper and quicker that Sage (I fix data overnight at no extra cost).  All I'd need is a backup of the data and I could give a price and timescale for the fix.

Whatever you do, the data MUST (apologies for the bold capitals but I really cannot emphasise this enough) be fixed before any other entries are made - as you can see from the errors, the trial balance does not balance and I suspect that many customer, supplier and bank accounts don't have the correct balances either...

John

patvanaalst's picture

Manual Approach

patvanaalst | | Permalink

Thanks again.  Thinking logically, as we're not talking a huge volume of errors, would deleting the enties work?  Alternatively I could post receipts to offset, then manual journals to re-create?  It would never actually resolve the errors but would leave the errors as offsetting, thereby 'covering up' the damage.

The year end is 31/12 so there will be very little more work to do on the accounts before rolling over to the next financial year, where the plan would be for us to do it right in future.

 

Thanks

Pat

Manual

johndon68 | | Permalink

You could certainly try deleting the entries but, as they are corrupt, they would not be deleted correctly as Sage would not be able to remove the effects from the correct nominal/bank accounts.  For example, on a 'clean' set of data, if a receipt was posted to bank account 1200 and deleted, it's effects would be removed from account 1200 - in this case, because of the corruption, the deletion routine has no idea which code to remove the transaction from...

Unfortunately, journals won't work - the Trial Balance is currently unbalanced so, as your journals must, by definition, balance, the TB will still be unbalanced - you'd need to be able to post a single sided journal which, of course, you can't.

The damage cannot be 'covered up' as there is no way to know, for certain, which codes are incorrect at the moment.  Unless manual records are available, it would be very difficult to produce a set of year end accounts with any accuracy from the existing data.

With regards to the new year, one option would be to use the Rebuild option to completely remove all transactions and then start again next year with Opening Balances on all accounts - assuming, of course, you can work out what they should be from the current set of corrupt data...

Even assuming you were able to reconcile the accounts, the nature of data corruption is that it just gets worse so it does need to be sorted out - one way or another, you need Check Data to return zero errors which means either getting it fixed or, as I've mentioned, clearing it out and starting with opening balances.

John

 

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