On September 12th I ran a Data Integrity Check in Payables. The check returned a few errors. I had not seen these kinds of errors before. Following is a sample of the message I received:

Vendor BE100 transaction IN 90985494 computed balance 1364.90 does not match stored balance 0.00
Vendor BE100 transaction IN 90985494 computed home balance 1364.90 does not match stored home balance 0.00
Vendor BE100 balance outstanding is 127,713.63 calculated is 130,443.43
Vendor BE100 home currency balance is 127,713.63 calculated is 130,443.43

I performed a backup and then selected the Rebuild function. After the rebuild, the errors were gone but I wasn't clear on what the system had done to 'fix' the errors.

I have now learned that what the rebuild did was wrong. We now have some invoices showing as outstanding that have already been paid.

I have three questions.

1 - what would have caused these integrity errors?
2 - how should I have fixed the issues when they were identified after the integrity check was done?
3 - how do I fix things in Payables now so that these invoices show as paid in the vendor and on the aged payables report etc? Keep in mind that restoring a backup isn't easy now since the rebuild was done a week ago. Is there another option?

Thanks,
Laura

Hi Laura,

Integrity errors can happen for a number of reasons, such as a bad network connection or time-out, incorrect network user rights, vigorous anti-virus software, a program problem, or others. I couldn't guess at the actual reason.

When the integrity check finds errors, it is always prudent to not only make a back-up prior to a rebuild, but also to look at the reported errors to see if they make sense, and check the results of a rebuild immediately afterwards to ensure the correct fixes happened. I realize it's too late for this advice now, but for the next time.

When the integrity check reports a problem where the calculated amount was one value but the stored value is something different, in general this could happen for one of two reasons. One is that the sum of the existing details/distributions does not equal an incorrect stored total amount on the header record. This error is easily fixed by the rebuild process by doing the sum of the details and putting the correct total back on the header.

The other is that detail/distribution records don't have the right values or are missing, and thus the correct header total value no longer equals the sum of the incorrect details. In this case, the rebuild process will do the math on the incorrect details and make an undesirable change to the header value. It is this type of error that cannot really be fixed correctly by an automatic rebuild process and should instead be fixed by a database repair.

If you cannot restore your Payables data from a week-old backup, the other option is a database repair. You should talk to your Adagio consultant to discuss the best option for you.

Are the invoices showing as outstanding and should be paid, or are they showing as paid and should be outstanding? Your post says both.

You need to make the appropriate adjustment in Payables and perhaps discard the g/l entries generated by the adjustment.

Hi Andrew,

Sorry if my post seemed confusing. The invoices are showing as outstanding right now but they were paid in July. The Aged report in July was correct but now in August the Aged report shows the items as outstanding. So, do I just enter a dummy payment to clear them and then delete the details on pull over into the G/L?

Thanks,
Laura

...or do I need to do the database repair thing mentioned in the first response to my query?

Thanks,
Laura

I'd record a manual payment and discard the g/l transactions it generates.