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How do I fix Goods Received Notes (GRN) corruption?

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Summary

How to resolve corruption in GRNs.

Description

GRN corruption may present itself in one of the following ways:

  • When you print a GRN, the wrong information prints
  • Incorrect characters appear when viewing GRN's
  • Sage Accounts hangs when compressing Goods Notes
  • One or both of the following files exist in Accdata: GNDATA.FFF or GNINDEX.FFF

This article explains how to resolve corruption in GRNs.

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.

 

Reindex and compress the GRN's

  1. Take a backup of data files.
  2. File > Maintenance > ReIndex.
  3. Select the ReIndex Goods Received Notes check box > OK > Yes.
  4. Compress Now > clear the Compress All Data Files check box.
  5. Clear all of the remaining check boxes apart from Goods Received Notes > Compress.

If the issue still occurs, please refer to the following section To restore a back up before the issue occurred.

Restore a back up before the issue occurred

  1. Help > About > in the Program Details area, make a note of the Data Directory.
  2. Take a backup of data files.
  3. Restore the backup taken before issue occurred.
  4. Ensure that you either stop the Data Service or Remote Data Access if in use.
  5. Browse to the data directory and open the Accdata folder.
  6. Right-click GNDATA.DTA > Copy > Paste to Desktop.
  7. Right-click GNINDEX.DTA > Copy > Paste to Desktop.
  8. Restore your current data, taken in step 2.
  9. Browse to the data directory and open the Accdata folder.
  10. Right click the files on Desktop>Copy>Paste to the Accdata folder. 
  11. If you stopped the data services at step 2, restart them now.
  12. Open Sage Accounts > Follow the procedures in the section Reindex and compress GRN's. 

 NOTE: You'll not be able to recreate the missing GRN's from the current data. 

If the issue still occurs, please refer to the following section To create a new set of GRN files.

 NOTE: To resolve this issue with the rebuild option, you'll need to be using Sage 50 Accounts v31 or above. Click here to download the latest version.

To create a new set of GRN files

NOTE: This process completely removes all GRN's that are currently in the data.  

  1. Help > About > in the Program Details area, make a note of the Data Directory.
  2. Ensure that you either stop the Data Service or lock Remote Data Access if in use.
  3. Browse to the data directory and open the Accdata folder.
  4. Right-click GNDATA.DTA > Delete > Yes to confirm.
  5. Right-click GNINDEX.DTA > Delete > Yes to confirm.
  6. Right-click in a space in the folder > New > Text Document.
  7. The New Text Document.txt file appears at the bottom of the list > change the file name to GNDATA.DTA
    NOTE: If you can't see the '.txt' extension, you will have to clear the hide extensions for known file types extension in Windows.
  8. Right-click in a space in the folder > New > Text Document.
  9. The New Text Document.txt file appears at the bottom of the list > change the file name to GNINDEX.DTA
    NOTE: If you can't see the '.txt' extension, you will have to clear the hide extensions for known file types extension in Windows.
  10. If you stopped the data services at step 2, restart them now.
  11. Open Sage Accounts > Follow the procedures in the section Reindex and compress GRN's.