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Restore to an error free backup and reprocess when you have unfixable errors

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Summary

This guide explains how to restore to an error free backup and reprocess when you have unfixable Check Data errors in Sage 50cloud Accounts.

Description

If your data has become corrupt and the Check Data report shows errors that can't be fixed, we recommend you restore your most recent error free backup and reprocess. To help you re-enter your transactions, you may be able to export or print reports and import or re-enter them into your restored data. Don't worry, we'll take you through this step by step. 

Resolution





Step 5 - Run any relevant reports depending on what is to be reprocessed

Sage 50 Accounts v25 or below - Download and restore the transaction report backup 

NOTE: This report is available as standard in v26 and above.

  1. Download the following reports only backup: Depending on your Internet browser, the file automatically downloads to your Downloads folder or you're prompted to save the file.
  2. In Sage Accounts, click File then click Restore and Browse to the file downloaded in step 1 then click Open.
  3. Click OK then click Yes and click OK.

Export the following reports

All reports should be checked before re-entering as they may not be accurate due to the corruption. Depending on the extent of corruption, some transactions may not export.

Transactions

  1. Click Transactions then click Reports and click Transactions.

    Sage 50 Accounts v25 or below - Click Transactions then click Reports and click My Transaction reports.
  2. Click Transaction CSV (PP=>PA AND SR=>SA) report and click Export.
  3. Click the Save as type drop-down and click CSV Files (*.csv) then browse to a location of your choice and click Save.
  4. In Criteria Values for Transaction No click Between (Inclusive) enter one after the transaction number noted in step 3, (? + 1 = ?) and 9999999 then click OK.

Customer, supplier and product records

Export the following reports as a CSV files.

  • Customer records - Customers > Reports > Customer details > Customer Record CSV report.
  • Supplier records - Suppliers > Reports > Supplier details > Supplier Record CSV report.
  • Product records - Products and services > Reports > Product details > Product Record CSV report.

To export to CSV file:

  1. Browse to and click the relevant report then click Export.
  2. Click the Save as type drop-down and click CSV Files (*.csv) then browse to a location of your choice and click Save then click OK.

Invoices and orders

If you use Invoices and credits, sales orders or purchase orders, print any invoices or orders after the numbers noted in step 3:

Last invoice number:  
Last sales order number:  
Last purchase order number:  

Stock

Once reprocessing is complete, run a product details report to check stock levels.

  1. Click Products and services then click Reports and click Product details.
  2. Click the Product Details report and either Print or Export as required.


Step 7 - Restore the error free back up from step 2
  1. On the menu bar, click File then click Restore.
  2. Click Browse then browse to where you saved your backup, click it then click Open
  3. Click OK then click Yes.
  4. Click OK, enter your logon name and password then click OK.
  5. Now you've restored your backup, we recommend you check your data.


Step 9 - Reprocess using the reports made

Import any customers, suppliers or products

If new customers, suppliers or product codes have been added since the error free back up, import the relevant CSV report from step 5 or manually add the new records required.

  1. On the menu bar click File then click Import then click Next.
  2. In the Data type window, select the type of data you want to import then click Next.
  3. In the Data source window, click Comma separated (*.csv).
  4. Click Browse and locate and select the file to import then click Open then click Next.
  5. Click Load Map then open Shared mappings and click the extended map, for example Customer record (extended).map then click Open.
  6. Click Next then click Import or Finish.
  7. If the import is successful, a list of transactions imported appears in the Record Imported pane. Click Close.

    If the import is unsuccessful, a list of import errors appear in the Records not Imported pane. If available click Edit import to amend the original import file, click Close, then attempt to import again

Re-enter invoices and orders

Re-enter any Invoices and credits and/or Sales orders, and Purchase orders you printed in step 5.

When reprocessing, if you update the ledger for these invoices and orders, you must delete the transactions to avoid duplication when importing your audit trail.

NOTE: If you use Sales orders, when you update these, a corresponding invoice is created. Avoid re-entering the invoice again as this creates a duplicate.

Import audit trail

NOTE: Before you import, please check that the data you're about to import is correct, as due to initial corruption some transactions potentially could be wrong. Any that are wrong you should remove from the import spreadsheet and manually reprocess instead. If you've cancelled transactions on your exported audit trail you may need to update your import file to ensure these are imported correctly. For more information on Cancelled transactions, please refer to this guide >

To import your audit trail file:

  1. On the menu bar click File then click Import then click Next.
  2. Click Audit Trail transactions then click Next.
  3. In the Data source window, click Comma separated (*.csv).
  4. Click Browse and locate and select the file to import then click Open then click Next.
  5. Click Load Map then open Shared mappings and click Transaction (extended).map then click Open.
  6. Click Next then click Import or Finish.
  7. If the import is successful, a list of transactions imported appears in the Records Imported pane. Click Close.

    If the import is unsuccessful, a list of import errors appear in the Records not Imported pane. If available, click Edit import to amend the original import file, click Close, then attempt to import again.

TIP: If you are importing .csv files, be aware that Excel may count credits as a negative value which can affect your import. It is recommended negative values be converted to postive values before importing.  

Reprocess VAT Returns

Reprocess and reconcile any VAT Returns and mark as submitted if applicable. You don't need to resubmit the return to HMRC.

You don't need to post the VAT transfer or post any payment or receipt as these are included in t the audit trail you imported.

Bank reconciliation

Reprocess any bank reconciliations based on the reports you printed in the section Step 6 - Print any VAT Returns or bank reconciliations that have been run since the error free backup.

Stock

Check Product details report you ran in step 5.

If any stock levels are different adjust them accordingly.

 

Once you have completed the steps, check your data, backup and then start processing as normal.



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