Our Adagio OE & AR modules started acting weird today (wouldn't find customers and repetitively listed the same customer in the grid) and so I ran a Data Integrity Check. The results are pasted below. The errors we're rebuilt and the next Integrity Check was completed without errors. My question is, why does the DataCare report say, "Customer must be manually correct for document ______". When we open these documents there appears to be nothing wrong (no errors). Is there anything further we need to do? Also, not sure why the report says it removed a bunch of shipping addresses.

Adagio OrderEntry: Application Integrity

Invalid customer code MO1375 on document C 24416
Invalid customer code MO1375 on document C 24417
Invalid customer code BE1444 on document I 179150
Invalid customer code BE7320 on document I 179151
Invalid customer code BG0392 on document I 179196
Invalid customer code MO1375 on document I 179197
Invalid customer code MI2934 on document I 179199
Invalid customer code MI1761 on document I 179201
Invalid customer code MR0125 on document O 155488
Invalid customer code MR0131 on document O 155504
Invalid customer code MR0130 on document O 171633
Invalid customer code MO0877 on document O 176400
Invalid customer code ME1900 on document O 177971
Invalid customer code AL4064 on document O 178255
Invalid customer code KA4648 on document O 178417
Invalid customer code BA1676 on document O 178802
Invalid customer code BE8611 on document O 178880
Invalid customer code BE8611 on document O 178937
Invalid customer code JV3046 on document O 179184
Invalid customer code GW2505 on document O 179235
Invalid customer code ME9646 on document O 179389
Invalid customer code ME9646 on document O 179390
Invalid customer code MI5946 on document O 179610
Orders/Invoice headers ... 23 error(s) found
Items ... Checked OK
Invalid customer code on shipping address for AL4756
Invalid customer code on shipping address for AM3074
Invalid customer code on shipping address for AZ0195
Invalid customer code on shipping address for BA1274
Invalid customer code on shipping address for BE7320
Invalid customer code on shipping address for BI5316
Invalid customer code on shipping address for GO0093
Invalid customer code on shipping address for GR5978
Invalid customer code on shipping address for GR9876
Invalid customer code on shipping address for HA0133
Invalid customer code on shipping address for HA1590
Invalid customer code on shipping address for HE4411
Invalid customer code on shipping address for HO0031
Invalid customer code on shipping address for HO2156
Invalid customer code on shipping address for HO2235
Invalid customer code on shipping address for HO7385
Invalid customer code on shipping address for KA4648
Invalid customer code on shipping address for KD1876
Invalid customer code on shipping address for MA5583
Invalid customer code on shipping address for MA7670
Invalid customer code on shipping address for MC3422
Invalid customer code on shipping address for MC8967
Invalid customer code on shipping address for ME0174
Invalid customer code on shipping address for ME9646
Invalid customer code on shipping address for MR0130
Invalid customer code on shipping address BRANCH for MR0130
Shipto address ... 26 error(s) found

Adagio Receivables: File Integrity

Customers ... 204 error(s) found ............................................... FAILED
Customers Extension ... 165 error(s) found ..................................... FAILED

Summary

File Integrity ... 369 error(s) found .......................................... FAILED
Application Integrity ... 49 error(s) found .................................... FAILED

Finshed at: 2008.06.12 14:18

Data Repair Phase


Correcting Phase 2 Errors
*** Customer must be manually corrected for document C 24416
*** Customer must be manually corrected for document C 24417
*** Customer must be manually corrected for document I 179150
*** Customer must be manually corrected for document I 179151
*** Customer must be manually corrected for document I 179196
*** Customer must be manually corrected for document I 179197
*** Customer must be manually corrected for document I 179199
*** Customer must be manually corrected for document I 179201
*** Customer must be manually corrected for document O 155488
*** Customer must be manually corrected for document O 155504
*** Customer must be manually corrected for document O 171633
*** Customer must be manually corrected for document O 176400
*** Customer must be manually corrected for document O 177971
*** Customer must be manually corrected for document O 178255
*** Customer must be manually corrected for document O 178417
*** Customer must be manually corrected for document O 178802
*** Customer must be manually corrected for document O 178880
*** Customer must be manually corrected for document O 178937
*** Customer must be manually corrected for document O 179184
*** Customer must be manually corrected for document O 179235
*** Customer must be manually corrected for document O 179389
*** Customer must be manually corrected for document O 179390
*** Customer must be manually corrected for document O 179610
*** Shipping address AL4756 for customer has been removed.
*** Shipping address AM3074 for customer has been removed.
*** Shipping address AZ0195 for customer has been removed.
*** Shipping address BA1274 for customer has been removed.
*** Shipping address BE7320 for customer has been removed.
*** Shipping address BI5316 for customer has been removed.
*** Shipping address GO0093 for customer has been removed.
*** Shipping address GR5978 for customer has been removed.
*** Shipping address GR9876 for customer has been removed.
*** Shipping address HA0133 for customer has been removed.
*** Shipping address HA1590 for customer has been removed.
*** Shipping address HE4411 for customer has been removed.
*** Shipping address HO0031 for customer has been removed.
*** Shipping address HO2156 for customer has been removed.
*** Shipping address HO2235 for customer has been removed.
*** Shipping address HO7385 for customer has been removed.
*** Shipping address KA4648 for customer has been removed.
*** Shipping address KD1876 for customer has been removed.
*** Shipping address MA5583 for customer has been removed.
*** Shipping address MA7670 for customer has been removed.
*** Shipping address MC3422 for customer has been removed.
*** Shipping address MC8967 for customer has been removed.
*** Shipping address ME0174 for customer has been removed.
*** Shipping address ME9646 for customer has been removed.
*** Shipping address MR0130 for customer has been removed.
*** Shipping address MR0130 for customer BRANCH has been removed.

Rebuilding Customers ... Done
Rebuilding Customers Extension ... Done

Finished rebuilding integrity errors.
Please repeat Data Integrity Check.

Hi Susan,

Have you deleted any customers recently? These errors are typical of a customer being deleted, which 'orphans' historical transactions such as those in OE. Integrity check can't really fix this - the 'manual' repair is to add back the customer record using Edit Customers.

Go into OE and search for one of the documents listed. What customer code is on the order, invoice or credit note? Perhaps all of these are for a single customer code, or perhaps there are many. From the first section of the Integrity Check results, it appears that there are a number of customes.

As for the shipping addresses, if you delete a customer, DIC will delete any orphaned shipping address codes - these aren't as important to keep around as orders or invoices if the customer was deleted.

Yes, we have been deleting customer accounts today, however, only inactive accounts. The Orders, Credit Notes and Invoices listed in the report are all recent and for customers that are still on our system.


Also, it appears it deleted the shipping addresses for active customers that were not deleted from AR.

We'll be sure going forward to try to remember to delete the shipping addresses first before the deleting the inactive customers.

Here's the 2nd go-round today. We just spent most of the afternoon manually re-adding all the shipping addresses for our current customers that were deleted for no good reason. We also continued deleting old customers that have no transactions and are out of business to take them off our system and then AR and OE became corrupt again. We were very careful before we deleted the customers to ensure there was no activity and no shipping address attached. The customers that are becoming corrupt in the DataCare report are current customers with no relation to the customers that we are deleting.

Is there any good time to delete customers that it won't corrupt our data? We want these customers off our system. We prefer not to spend our days re-adding shipping addresses and repairing data as a result. Also, the Orders, Invoices and Credits that the DataCare report is telling us to manually correct, have no issue since those customers were not deleted.

Below is the DataCare Report:

Adagio OrderEntry: Application Integrity

Invalid customer code TR5143 on document C 24419
Invalid customer code TR5143 on document C 24420
Invalid customer code TR5143 on document I 179173
Invalid customer code TR5143 on document I 179185
Invalid customer code VA3882 on document I 179194
Invalid customer code TR3321 on document I 179195
Invalid customer code TR5143 on document I 179209
Invalid customer code TR5143 on document I 179210
Invalid customer code TR3028 on document O 174822
Invalid customer code TR5590 on document O 177643
Orders/Invoice headers ... 10 error(s) found
Items ... Checked OK
Invalid customer code on shipping address for TO1119
Invalid customer code on shipping address for TO3420
Invalid customer code on shipping address for VA3295
Invalid customer code on shipping address for VA3882
Invalid customer code on shipping address VALLEY for VA3882
Shipto address ... 5 error(s) found

Adagio Receivables: File Integrity

Customers ... 23 error(s) found ................................................ FAILED
Customers Extension ... 9 error(s) found ....................................... FAILED

Summary

File Integrity ... 32 error(s) found ........................................... FAILED
Application Integrity ... 15 error(s) found .................................... FAILED

Finshed at: 2008.06.12 16:26

Data Repair Phase


Correcting Phase 2 Errors
*** Customer must be manually corrected for document C 24419
*** Customer must be manually corrected for document C 24420
*** Customer must be manually corrected for document I 179173
*** Customer must be manually corrected for document I 179185
*** Customer must be manually corrected for document I 179194
*** Customer must be manually corrected for document I 179195
*** Customer must be manually corrected for document I 179209
*** Customer must be manually corrected for document I 179210
*** Customer must be manually corrected for document O 174822
*** Customer must be manually corrected for document O 177643
*** Shipping address TO1119 for customer has been removed.
*** Shipping address TO3420 for customer has been removed.
*** Shipping address VA3295 for customer has been removed.
*** Shipping address VA3882 for customer has been removed.
*** Shipping address VA3882 for customer VALLEY has been removed.

Rebuilding Customers ... Done
Rebuilding Customers Extension ... Done

Finished rebuilding integrity errors.
Please repeat Data Integrity Check.

To further answer your question above, when we call up the documents that DataCare says we need to manually correct, they are all different customers however they are all documents that were entered today.

On the other hand, the ship to addresses that are being deleted by DataCare's rebuild seem to be completely random. They are current customers some with current orders, others that are current customers that haven't ordered for a long time. None are the customers that were deleted today.

Hi, Susan,

Before going further, please confirm for me exactly how you are deleting customers.

For example, which module are you using to do this? AR, OE, etc?

Can you confirm that all customer deletions are being done within Adagio or are you using Plus and possibly deleting some from there?

How are the customers being deleted? eg. highlight customer and delete or using the 'delete inactive customers' function?

Please provide full version and release dates for each of the following Adagio modules: Receivables, OrderEntry and DataCare. This information can be obtained by selecting Help | About from the main menu of each module.

We are deleting customers in Adagio Receivables 8.1A 070920. In Edit Customer List, we highlight the customer, then click the Delete button to the right of the list. At times a warning window popped up saying, "This customer has historical transactions are you sure you want delete" and we said, "YES".

We are using OE 8.1A 080326 and DataCare 8.1A 071220.

Hi Susan,

In the 'Receivables' part of the integrity check you posted, there were a good number of 'File Integrity' errors. These are more serious than the 'Application' errors that were being reported for OE. File Inegrity errors are typically bad index files or damaged data, not just that numbers or values are wrong. If different data was removed from the file that what was intended, rebuilding the integrity error would in effect delete that record. In short, when customers are being deleted, different information is being removed from the data than what you told it to.

Sometimes this situation is network related, such as opportunistic locking or file caching enabled through Windows or Novell. In a multi-user situation, workstations hold their own copy of the data and there are problems writing back. This is typical of any computer program that allows multiple people to access the same data at the same time - file caching and opportunistic locking should be disabled from all workstations. If you are using a Novell network, check the workstation Clients and Advanced settings.

When you delete a customer, can you verify that indeed that customer number was removed, or another unexpected one? The best way to tell is after you delete, close the Edit Customers window and then re-open it to refresh the grid. If you can still find that customer code in the list, then a different customer was actualy deleted.

Are customers being deleted from a single particular workstation, or from many different stations?

Are any of the customers that you desired to delete being deleted? Or are all the missing customers those that shouldn't have been?

These problems are not occurring because you are deleting customers at the 'wrong' time. There is something wrong in the system when deleting a customer from the data file. I appreciate that this must be very frustrating for you.

I would suggest that in DataCare, you disable the automatic repairing of Receivables integrity errors for now. This could be deleting customers from the files that are not meant to have been, due to the damage in the files. This might help prevent the other problems in OE, such as deleting valid ship-to addresses. If you still get OE errors and removed ship-to addresses, then the 'damage' has been done in AR by deleting a customer, before the check in DataCare has ever been done.

You might also want to set the customer you wish to delete as Inactive, and maybe change the name to something like 'Do Not Use'. So that as the problem is determined, these customers aren't accidentally used.

The customers were deleted from one workstation today. We are finished deleting customers for now, but I fear for the next time we have more customers to remove from our system. As far as I know, opportunistic locking was disabled at the time that Adagio was installed on each of the workstations. Adagio installation gave a warning about opportunistic locking and then asked if you want to disable it now, which we did. I don't know anything about file caching. We have XP Pro workstations on 2003 SBS server.

I know that Softrak always warns customers not to run Adagio on the server (which we don't), however, in this case if the network is the problem, would it make sense to delete customers from the server machine so that it read/writes without errors?

I keep hearing on this forum that deleting is not good and can corrupt data, not just in AR, but also Inventory. I really want to delete obsolete customers and inventory items. The idea of keeping these records forever and renaming them "Obsolete" seems to be not a very good long term solution. Those Obsolete codes will continually add up. And won't they slow down our searches and reporting? We'll always have to filter them out somehow because we really don't want to even know they are there. It seems so much cleaner and better organized to remove them.

Obviously, we can't risk destroying our data so if we have to keep our old records to prevent data corruption I guess we will do so.

Please let me know if there is a better alternative.

To answer your other questions, when the customer was deleted, everything appeared to be working correctly. The correct customer was indeed deleted and disappeared from the list while no other customers disappeared unintentionally. Very shortly after, when looking up and down the list for customers, the list started repeating the same customer multiple times.

Can someone please answer my questions specifically:

1. Although it is advised by Softrak to never run Adagio on the server (which we don't), would it makes sense in this case since you explain the problem as being network related, to delete customers from the server machine so that it read/writes without errors?

2. If the answer is No to #1, is there ANY safe way in Adagio to delete customers and inventory items without corrupting data?

For over a year now, DataCare keeps changing one of our active inventory item to ZERO whenever we run the program. Re:
Although it is advised by Softrak to never run Adagio on the server (which we don't), would it makes sense in this case since you explain the problem as being network related, to delete customers from the server machine so that it read/writes without errors?

Is the above statement truth? Do Not run Adagio on the server.

Hi Susan

Deleting from the server would make no difference - I haven't read the whole thread up above but I don't think anyone would claim that these errors are network related.

The absolute safest way to "delete" customers and items without corrupting data is to use the customer number or item number change add-on by Dakota Software (www.dakotasoftware.com), and merge what you want to delete into a dummy customer or item set up for that purpose. You can import a list from Excel, which makes the whole process rather smooth.

The only caveat is that I would recommend creating multiple dummy items, one for each unit of measure used.

When you use this add-on, it flows through the whole database, including modules such as SalesAnalysis and SalesCQ that normal deletion doesn't look at.

Steve

Hi Steve,

I appreciate your response and have heard about Dakota Software from previous posts. I have to question however why we need to buy 3rd party software when all we want to do is delete a few customers that have no activity for a long period and are no longer in business. Why does Adagio Receivables have a "Delete" button if it corrups the data? I'm not refering to the kind of error that might give a warning that the customer code is not valid when calling up an old invoice. We are experiencing full blown data corruption to the receivables database affecting multiple accounts unrelated to the customers who were deleted. Is the only technical software answer to this problem to either a) leave the customers on your database forever or b) buy 3rd party software? Does it seem reasonable using this very advanced accounting package that we can't delete customers or inventory items even though the feature is there?

Hi Susan,

Firstly, let's not intertwine too many threads here.

Deleting a customer, regardless of where that action is performed, should not result in some other customer being deleted, or shipto addresses for another customer being deleted. This will only happen if the index is damaged - and this condition is the first thing checked when doing an integrity check. If you ever see such behaviour, and the integrity check is clean, then please bring it to our attention immediately. (Of course, it has to be repeatable, and that can be a challenge.) So, the answer to your first question is "No" - there is no requirement to only delete customers from the server. (and as mentioned before - we don't think it's a good idea to be running any applications (Word, Excel, Explorer, Adagio - anything) on the "server" - especially given how inexpensive hardware is these days.

The integrity does not check order and/or invoices in OrderEntry that have been moved to history so "corrupt" is perhaps too strong a word. Steve's suggestion of using the item and customer number changers to "merge together" items you no longer want to see is the best approach.

FWIW - it's not clear what behaviour people would like to see when they are trying to delete customers and inventory items. I think that the item number changers provide the functionality that most people would like.

You should always be able to delete customers and inventory items without a file problem. The question is what to do about the complaints that the integrity check generates when it discovers an order that refers to that deleted item.

Fong: Nobody should be running any applications on your server (see earlier paragraph). It's a false economy.

Hi Andrew,

Thanks for your response. In reference to your statement, "You should always be able to delete customers and inventory items without a file problem", please advise how we can achieve that. Whenever we try it, we experience a damaged index.

Hi Susan,

Can you try the following?

• Make sure all your data passes the integrity check "clean".
• Make a backup of your data.
• Delete a customer or item (whichever seems to cause the problem).
• Immediately do another integrity check and see if any of the indexes are damaged.

If you end up with a damaged index, then I'd like a copy of the data to see if the problem is repeatable here (hopefully it won't be).

I know this is inconvenient, but this will be the only way to track down what it going on.

Thanks for your patience.

Hi Andrew,

Thanks for the idea.. I will try this as soon as possible. I'll need find some more customers that need to be deleted and do it on a weekend or after hours. Maybe I can just add a few dummy accounts and then delete them one at a time followed with integrity checks.

Re-reading the post, I realized that it isn't clear that we need a copy of the data PRIOR to the deletion (the one that damages the index), and a note about which customer/item you deleted.

Sorry if there was any confusion.

Oh I see.. I'm running out of time to work on these things but will see if I can get a chance to try this out.