Check data

File Maintenance Problems Report

The integrity of your data is really important to ensure your financial values are correct. Data corruption is a serious risk to any business and any resulting data loss can be very costly. The Check Data option checks your data files for corruption and where possible gives you the relevant tools to fix your data.

We recommend you check your data regularly, particularly before you take a backup and after you restore your data.

You can access the check option from File > Maintenance > Check Data.

For full information about how to fix errors, warnings and comments, please refer to https://my.sage.co.uk/public/mydata.aspx

Technical Information

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	The date when the last check data was ran and there were no errors.
Date that the errors were first found	The date when the errors were first identified within check data.

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 is a grouped transaction. A grouped transaction is created by entering 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 usually more than the number of Headers.

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 is linked to.

This shows the total number of usages.

Errors	Indicates data problems caused by corruption. If you have errors we strongly recommend that you restore a backup of the data prior to the errors occurring. If you don't have a backup click the Errors tab and follow the procedures on https://my.sage.co.uk/public/mydata.aspx to correct the corruption on your data before you continue processing. If you continue to process with errors your financial statements may be inaccurate.
Warnings	These indicate data problems which aren't necessarily caused by corruption but you should still correct them. For example, aged balances on your control accounts do not equal the balance of the outstanding transactions. To resolve any warnings in your data, please refer to the steps on https://my.sage.co.uk/public/mydata.aspx
Comments	Comments are the least serious of data problems and 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, which may indicate the transaction has been entered incorrectly. To resolve any comments in your data, please refer to the steps on https://my.sage.co.uk/public/mydata.aspx
Recovery Tools	You can use this option to fix the errors, warnings and comments in the data. However you must ensure you use the correct options for the relevant issue. Full details about which options to use for your errors, warnings or comments, can be found on https://my.sage.co.uk/public/mydata.aspx

Name	The company name for the data you are currently in.
User	The user you are currently logged in as.
Station	The computer name you are accessing the software from.
Path	The data path for the company you are currently accessing.