Running balance ledger or verifying data in Sage 200 is an important aspect of running any business
When you verify your data in Sage 200 you validate key quantities within the module.
In this Tip of the week, we show you how to run your balance ledger and verify your data in Sage 200.
Additionally, you can watch the short tutorial here to help better your understanding.
Running Balance Ledger/Verifying Data
Before running this routine, it’s important to ensure you have a backup of your data and ensure all users are logged out of the program.
To maintain the integrity of your data each month, it is recommended to run verify data for all modules within both the commercial (if you have a license) and financial modules.
Go to ‘Accounting system manager > system utilities > verify data > financials/commercials‘
If you are checking financials, this will cover the integrity of the Sales Ledger, Purchase Ledger, Cash Book and Nominal Ledger.
The commercials option covers checking the integrity of Sales Order Processing, Purchase Order Processing and Stock Control
Financials Module
Select the module you wish to verify.
When selecting the ‘Nominal’ module, all the options are greyed out. The program will check that the total month to date and year to date values balance for all accounts, and that the values on all accounts agree with the central value stored for the ledger. It also check’s that previous year’s figures for all accounts balance.
When selecting the ‘Cash Book’ module, all the options are greyed out. The routine checks the total values on all bank accounts agree with the total central value stored for the ledger. It verifies transactional information for standing orders and direct debits to ensure that transaction types are valid. If there are any Cash Book balance discrepancies, these are amended and reported.
Please note, you are unable to run ‘validate and report anomalies’ for Cash Book and Nominal Ledger, it will only allow you to run ‘validate, report and correct anomalies’.
After selecting the module, select ‘All accounts’.
We would recommend you run the ‘Validate and report anomalies’ option first to understand the errors reported and identify if the errors are fixable.
If you are happy with the errors reported to be fixed, then run the ‘Validate, report and correct anomalies’ option.
We run this option even if there are no errors , as sometimes unreported issues can still be present and will be fixed using this option.
Select ‘OK’ and ‘Yes’ to proceed to run verify data.
The following error log will present which shows any errors reported and those which the system can fix.
If there are any errors which are not fixable, please take a screenshot of the Error Log and use the Print button in the bottom left corner of the screen, and email the produced reports and screenshot to our support desk.
Commercials Modules
Choose your validate data option. We recommend you run the ‘Validate and report anomalies’ option first to understand the errors reported and identify if the errors are fixabe.
If you are happy with the errors to be fixed or if no errors are reported, run the ‘Validate, report and correct anomalies’. We run this option even if no errors are reported as sometimes unreported issues can still be present.
Next, select and tick the modules you wish to verify. You can choose a single module or a combination.
(Selecting the ‘Stock Control’ module will automatically select and grey out the Sales Order Processing and Purchase Order Processing modules).
After selecting ‘OK’ and ‘Yes’, the following error log will present which shows any errors reported and those which the system can fix.
If there are any errors which are not fixable, please take a screenshot of the Error Log and use the Print button in the bottom left corner of the screen, and email the produced reports and screenshot to our support desk.
If you would like more support concerning setting up the output mode or your Sage system, you can contact us via the enquiry form or contact our support team at sagesupport@pkfscs.co.uk.
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