Troubleshooting Damaged Data

The data contains damaged files or there are files missing. If you are importing a file, the message identifies the error in the record at which processing stopped.

If you are importing a file

1. Click OK. You return to the window where you started the import.
2. Fix the import file record that has the error (you do not need to leave Sage HRMS Payroll).
3. Select Import from the File menu. The Restart Maintenance dialog box opens.
4. Click Restart to resume the import.

If you are not importing a file

1. Write down the message in case you need to contact Customer Support.
2. Before leaving the application, check the reports and listings you have on file for the data, to determine whether they contain complete and up-to-date information that would allow you to reconstruct your data if you need to.

   If the information you have on file is not up to date, you may be able to print new reports. Be sure to try to print the reports and listings before leaving the application. Once you have left the application, you may not be able to start it again.

   If you cannot use the printing functions, skip the remainder of this step, and go directly to step 3.

   You may be able to use the printed reports to:

   • Pinpoint the problems in the data.
   • Provide a record of data to be re-entered after an earlier backup is restored.
   • Use in verifying the data after it is repaired.

   Reports and listings you may want to print include:

   • Batch Listings. Print listings of all unposted batches to provide details of unposted transactions you may have to re-enter.
   • Posting Journals. Print all current journals to provide details of posted transactions. You may need to re-enter these transactions or use the journals to identify a transaction that damaged the data.
   • Batch Status Report. Print complete batch information for all types of batches. This report helps you track all unposted batches and the batches you deleted or posted since you last cleared the data for the report.
   • Other Reports. If you do not have recent listings of other reports produced by the application, such as Financial Statements and the Chart of Accounts in General Ledger, print copies of these reports to update your files.
3. Close Sage HRMS Payroll and back up the directories where your site, system, and company data is stored, using your standard procedure for backup.
   • Site data is located in the \SITE, \COMPANY, and \USER directories. This is data that is shared by all your companies and systems.
   • System data is located in \DATA\systemdatabaseID (or in whichever folder the system administrator created the system database, if it was not \DATA). System data includes currency and security information.
   • Company data is located in \DATA\companydatabaseID (or in whichever folder the system administrator created the company database, if it was not \DATA). Company data includes the accounting data for all your company applications, as well as shared company information like the company profile.

   Typically, site, system, and company data directories are subdirectories of \Program Files\Sage HRMS Payroll, but they can be anywhere in a network installation. The location of this SharedData is stored in the registry of each computer running Sage HRMS Payroll.

   For example, if the registry of your computer contains the entry "SharedData d:\data", then d:\data specifies the drive and folder which contains the location of your data, and other database information.

4. Check your hard disk to see whether it contains any errors. (Refer to your operating system manual for instructions use CHKDSK or SCANDISK.)
   • If no disk errors are reported, go to step 5.
   • If disk errors are reported, fix the problem, then go to step 5.
5. Reset your computer by pressing the Ctrl, Alt, and Delete keys together, then start Database Setup and choose the Verify Databases command. Log the errors to an error file.
6. Leave Database Setup and restart Sage HRMS Payroll, selecting the company you were working with when the problem occurred. Check the integrity of all your accounting data.
• If no errors are reported, the problem may have been resolved. Try the task again. If the error does not recur, go to step 7.
• If errors are reported, go to step 8.
7. Check whether any restart records exist for incomplete processing. If they do, print a list of the records, fix the errors, resume processing where it was interrupted, then clear the restart records.

   If no errors were reported in step 6 and you have completed step 7, you should delete the files that were created in the root folder in step 4. You can resume normal processing now. You do not need to read any further.

8. Close Sage HRMS Payroll and Windows, and at the system prompt, delete all the files in the directories that you need to restore data to. Make sure you have backed up all these files before you delete them, since you will need to use your backup if you cannot successfully restore accurate data in step 9.

   If files were created in the root folder as a result of the disk check in step 4, you should delete them as well.

9. Restore your company data from the last backup you made before discovering that your data was damaged.
10. Restart Sage HRMS Payroll and clear any restart records that exist.
11. Check the integrity of the restored data.
    • If no errors are reported, make a backup of the restored, updated data. Re-enter transactions and other data that were entered after you made the backup, then continue using the application.
    • If errors are reported, restore an earlier backup copy of the data, then repeat this step. If the earlier data is also damaged or you do not have an earlier backup, contact a technician. You will then need the backup copy (made in step 3) of the most recent version of the damaged data.
12. If you were directed to follow these instructions as part of the recovery for another error message, return to the instructions for the other message to determine whether there are additional steps you must take.