Skip to content
logo Knowledgebase

How to resolve corrupt recurring Invoices or Orders

Created on  | Last modified on  Highlight Matches

Summary

How to resolve issues with corrupt recurring invoices and orders in Sage 50 Accounts.

Description

If corruption occurs in the recurring invoices or orders, this can present itself as:

  • Invalid characters appear on the recurring entries
  • Data from one recurring entry appearing on another
  • Software closes when trying to post or edit the recurring entries
  • Incorrect values appearing on the recurring entries
  • Appearing blank or with no information
  • Recurring files have exceeded 1GB in size. For example, INVRECIT.DTA

To resolve this, you can replace the corrupt files with blank data files.

This process removes all recurring invoice or order information. Don't copy the data files from an earlier backup as the corruption can reoccur. If you have a large quantity of recurring entries, you'll need to restore a corruption free backup.

Resolution

TIP:

Use our Data Service Manager that makes this process easier. To find out more, visit our using the Sage 50 Data Service Manager in v31 and above article.

 

Back up the data

Before following the steps below, take a backup of your data.

Run check data

  1. In Sage Accounts, on the menu bar click File, click Maintenance, then click Check Data.
  2. To resolve any errors, warnings, or comments, refer to https://my.sage.co.uk/public/mydata.aspx
  3. Click Close then click Close.

Check if any of the recurring files have expanded in size, exceeding 1GB

  • If no files have expanded, follow the find and remove corrupt recurring invoices or orders section
  • If any files have expanded, you can copy blank files from practice data. Follow the steps below to locate these files then follow the create blank practice data section

In v31 and above, you can use the Rebuild option, which replaces the files.

 CAUTION: Copying blank files or rebuilding files will remove all recurring information. 

To locate these files while logged in

  1. Click Help then About, then Data Directory,
  2. When the Windows folder loads, click into the ACCDATA folder.
  3. You'll need to copy all four files for the module that's affected. For example, all recurring invoice data files that are listed below.
▼ Recurring invoice data files  
  • Invrecit.dta - Recurring Invoice Items
  • Invrecix.dta - Recurring Invoice Index
  • Invrecur.dta - Recurring Invoice Records
  • Invitemrecurindex.dta - Recurring Invoice items index

 

▼ Recurring sales order data files
  • Soprecit.dta - Recurring Sales Order Items
  • Soprecix.dta - Recurring Sales Order Index
  • Soprecur.dta - Recurring Sales Order Records
  • Sopitemrecurindex.dta - Recurring Sales Order items index

▼ Recurring purchase order data files
  • Poprecit.dta - Recurring Purchase Order Items
  • Poprecix.dta - Recurring Purchase Order Index
  • Poprecur.dta - Recurring Purchase Order Records
  • Popitemrecurindex.dta - Recurring Purchase Order items index

Create blank practice data

  1. In Sage Accounts, go to File, then Open, then Open Practice Data.
  2. In the Logon box, enter Manager then click OK.
  3. Click Start Practising or Start again then click OK.
  4. Click Yes then click OK.
  5. Close Sage Accounts.

Rename the recurring entry data files 

 NOTE: If you're using v31 or above, rename these files using the Rebuild option.

  1. If you're using Remote Data Access (RDA), you must rename and replace these files at the site that uploaded the data.
  2. Open your company in Sage Accounts.
  3. On the menu bar, click Help then click About.
  4. Under Program details, click the Data Directory.

This opens a Windows Explorer window.

  1.  

    If you use RDA

    , lock Remote Data Access.
  2. Close Sage 50 Accounts.
  3. Stop the data service.
  4. In Windows Explorer, right-click the required files in the relevant module listed below.
  5. Select Rename, change .dta to .old then press Enter.
▼ Recurring invoice data files 
  • Invrecit.dta - Recurring Invoice Items
  • Invrecix.dta - Recurring Invoice Index
  • Invrecur.dta - Recurring Invoice Records
  • Invitemrecurindex.dta - Recurring Invoice items index

 

▼ Recurring sales order data files
  • Soprecit.dta - Recurring Sales Order Items
  • Soprecix.dta - Recurring Sales Order Index
  • Soprecur.dta - Recurring Sales Order Records
  • Sopitemrecurindex.dta - Recurring Sales Order items index

 

 ▼ Recurring purchase order data files
  • Poprecit.dta - Recurring Purchase Order Items
  • Poprecix.dta - Recurring Purchase Order Index
  • Poprecur.dta - Recurring Purchase Order Records
  • Popitemrecurindex.dta - Recurring Purchase Order items index

 

Copy replacement files from practice data

  1. In Windows Explorer, browse to the following directory:

Sage 50 Accounts v33 or above

C:\ProgramData\Sage\Accounts\Vxx\Practice\Accdata 
Where xx is the version of your software. For example, V33.

Sage 50 Accounts v32 and below

C:\ProgramData\Sage\Accounts\20xx\Practice\Accdata 
Where xx is the year of your software. For example, v32 is 2026.

 
  1. Select the required data files for the relevant module from the options below.
▼ Recurring invoice data files 
  • Invrecit.dta - Recurring Invoice Items
  • Invrecix.dta - Recurring Invoice Index
  • Invrecur.dta - Recurring Invoice Records
  • Invitemrecurindex.dta - Recurring Invoice items index

 

▼ Recurring sales order data files
  • Soprecit.dta - Recurring Sales Order Items
  • Soprecix.dta - Recurring Sales Order Index
  • Soprecur.dta - Recurring Sales Order Records
  • Sopitemrecurindex.dta - Recurring Sales Order items index

 

▼ Recurring purchase order data files
  • Poprecit.dta - Recurring Purchase Order Items
  • Poprecix.dta - Recurring Purchase Order Index
  • Poprecur.dta - Recurring Purchase Order Records
  • Popitemrecurindex.dta - Recurring Purchase Order items index
  1. Right-click one of the files then click Copy.  TIP: To select more than one file at a time, hold down Ctrl. 
  2. Restart the services. 
  3. Open Sage Accounts.
  4. On the menu bar, click Help then click About.
  5. Under Program details, click the Data Directory.
  6. Right-click a blank space then click Paste.
  7. If you locked RDA in the rename the recurring entry data files section, refresh Remote Data Access.  
  8. Follow the reindex and compress the data section.

Find and remove corrupt recurring invoices or orders  

Only follow this section if you don't have any expanded files over 1GB in size.

  1. Open your company in Sage Accounts.
  2. Click the relevant module, for example, Invoices and credits, then Recurring items.
  3. Highlight each of the recurring items one at a time and click Edit. 
  4. Update any incorrect details and click Save.

 NOTE: If the selected item opens successfully and the details are correct, move to the next item. Repeat until you've checked all recurring items. 

  1. If Sage 50 Accounts closes, reopen the program and navigate back to the recurring item located above.
  2. Highlight the corrupt item and click Delete, then Yes.
  3. Continue this for all items in the list.  
  4. Follow the reindex and compress the data section.

Reindex and compress the data

  1. Open Sage Accounts then on the menu bar click File, then click Maintenance.
  2. Click ReIndex, then click the following check boxes:
  • ReIndex Invoices
  • Reindex Purchase Orders
  • Reindex Sales Orders
  1. Click OK, click Yes then click Compress Now.
  2. Clear the Compress All Data Files check box.
  3. Clear all check boxes except Invoices, Purchase Orders, and Sales Orders.
  4. Click Compress, click OK, click Close then click Close.
  5. Follow the check the recurring entries window section.

Check the Recurring Entries window

  1. In Sage Accounts, select the required module, for example Invoices and credits.
  2. Click Recurring items then check that the Recurring Entries window is blank.
  3. Recreate any required recurring entries.

Upgrade your licence

Growing business? Add more companies, users, or employees to your licence with ease. Leave your details and we’ll be in touch.

Image