Restore to an error free backup and reprocess

1. On the menu bar click Help, then click About.
2. Under Data Information make a note of the following figures: Headers, Splits, Invoices, Sales Orders and Purchase Orders.
3. On the menu bar, click File then click Backup and, if prompted, click No to the check data message.
4. Enter a file name for your backup, then click Browse.
5. Browse to where you want to save it and click OK. 
6. Select the Data Files check box and click OK then click No and click OK.

Make a note of the last transaction number on the error free backup and you the last invoice, credit and order numbers.

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.

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

 NOTE: If the report is opened in Excel it can reformat and cause errors when importing, if you need to view the contents open the report in Notepad. 

1. Go to Transactions, then Reports, and select Transactions on the left.
2. Select the 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 a 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:

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.

VAT Return

1. Click VAT then click the required Return and click VAT Return.
2. Click Print and select the VAT Return, Summary and Detailed check boxes.
3. Click Printer then click Run then click OK.
4. Repeat from step 1 for all affected VAT Returns.

Bank Reconciliation

1. Click Bank Accounts and open the required bank account.
2. Click the Memo tab and open the Statements folder.
3. Double-click and print the required statements.

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.

The Backup Manager makes managing your backups simple. You can schedule backups to run automatically so you don't need to worry about it, and you can still work in Sage Accounts while your backups are running. You don't even need to have Sage Accounts open. Check data runs automatically and you can manage backups and check data results for all companies in one place.

To set up a backup schedule:

1. Open Sage Accounts and log in using the manager logon name and password.
2. On the menu bar click File, click Schedule back up then click the Settings tab.
3. Enter your backup schedule settings as required. using the Manage your scheduled backups and check data results article.

Import any customers, suppliers or products

If new customers, suppliers or product codes have been added since the error free backup, 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.

imported audit trail

NOTE: Before importing, check for errors—remove any incorrect data and update cancelled transactions. See our Transaction Details guide for more info.

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.
8. Re-allocate any transactions as the import routine doesn't allocate them automatically.

TIP: If you’re importing .csv files Excel may count credits as a negative value which can affect your import. It’s recommended that negative values be converted to positive 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 the Product details report you ran in step 5.

If any stock levels are different, correct the quantities and cost prices.

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