The file maintenance problems report

You can view the File Maintenance Problems Report in the following ways:

When you check your data within File, Maintenance, Check Data.
When you view the last check data results within File, Maintenance, Check Data, Last Results.

Understanding the File Maintenance Problems Report

The report summary shows the total number of errors, warnings and comments generated in your data. You can then view the individual notifications from the Errors, Warnings and Comments tabs. To find out more about each tab, click the options below:

NOTE: If you’re accessing the data remotely, to fix corruption you must carry out the steps at the main site.

▼ Errors

All errors appear in this tab grouped by the error type. This indicates corruption in your data.

If you have errors, you must stop processing until they're resolved. If you continue to process with errors, your financial statements can be inaccurate.

To find out how to fix any errors, refer to I have errors, warnings or comments in my data.

Alternatively you can restore a backup of the data before the errors occurring.

▼ Warnings

All warnings appear in this tab grouped by the warning type. These are issues with your data that aren't always corruption, but you should still correct them.

For example, aged balances on your control accounts don’t equal the balance of the outstanding transactions.

To find out how to fix any warnings, refer to I have errors, warnings or comments in my data.

▼ Comments

All comments appear in this tab grouped by the comment type. Comments don't necessarily require immediate attention. However, they do indicate minor inconsistencies in the data, which you should investigate.

For example, transactions dated beyond the current processing date can indicate an incorrect transaction.

To find out how to fix any comments, refer to I have errors, warnings or comments in my data.

▼ Recovery Tools

You can use Recovery Tools to fix errors, warnings and comments in the data. However, you must ensure you use the correct options for the relevant issue.

For full details about which options to use for your issue, refer to I have errors, warnings or comments in my data.

▼ Technical Information

This tab shows useful information about your data.

Company Information

Name	The company name for the data you’re currently in.
User	The user you’re currently logged in as.
Station	The name of the computer you’re accessing the software from.
Path	The data path for the company you're already in.
Version	Your software version number.

Check Data Information

Date	The date you ran this check data.
Time	The time you ran this check data.
Date that the data was last error free	When the last check data ran, and there were no errors.
Date that the errors were first found	When check data first identified the errors.

Dataset Information

Headers

Every transaction has one header. It holds transactional information, including the account reference, total net, total VAT, any exchange rate used and foreign values.

This shows the total number of headers.

Splits

Every transaction has at least one split but can consist of multiple splits if it’s a grouped transaction. A grouped transaction creates when you enter multiple lines with the same reference and date. Each split holds transactional information, including a nominal code, net value, VAT value and any foreign values.

This shows the total number of splits which is often more than the number of headers. This is normal.

Usages

When you pay or match transactions, this creates an allocation.

Every transaction with an allocation has at least one usage, but can consist of multiple usages if there are multiple allocations. Each usage holds the amount of the allocation, the matching allocation number and the split number it's linked to.

This shows the total number of usages.