Integrity Checks and History Rebuild

Check Integrity and Rebuild History

Some of the modules in the system (Customers, Suppliers, Products, Financials – General Ledger G/L ) have a  Utility to “Check module Integrity”.

Three of them (Customers, Supplier, Products) ask an additional question : “Do you wish to rebuild the module History  ….”. If this question is not seen, Under Admin / Defaults / Manage System Defaults the flag for Asking Non-Critical Questions has been turned off.

The Integrity check functions will re-evaluate balances in the applicable module. e.g. for Customers and Suppliers the outstanding balances; for Products the on hand, allocated, on order  and on backorder quantities; for the G/L accounts in the Financial chart the balances at the end of the month.

The Integrity checks are necessary if there have been software errors or issues, data has been imported or merged, or data has been altered using utilities or functions that do not necessarily update those values. e.g. merging customers; merging products; merging G/L accounts or altering/adding to the Financial chart.

The Financial integrity check also advises the user if the chart is not logically correct. i.e. a new account may be located in the wrong part of the chart or it might add into a total account which is higher up in the chart. See G/L Chart Check Exceptions Explained

The Customer, Supplier and Product Integrity checks do not report errors.

We recommend the integrity checks are done once a month or after certain functions have been used, and it also is done when the system is updated to a newer version.

The Rebuild History functions will re-calculate the balances shown in the enquiry screen for the module.

e.g. Customer Enquiry – the Sales History tab; Supplier Enquiry – the Show History tab; Product Enquiry – the  Show History tab.

These Historical summary values are also used by some of the Sales and Purchases Analysis reports.

Some of the Sales and Purchases Analysis reports will review the actual customer invoice or product receipt data – but others will use this summarised data.

If you see the Instock Qty in red on a product, it is an immediate indication that the Product Integrity Check needs to be run.  The two tables that store the stock numbers are not in sync.  

 

If you see that the History values are incorrect then the History Rebuilds need to be run.

If you see that the balances of the product total quantities  do not match the location quantities,  then the Integrity check needs to be run. This will show when the numbers on the main screen are different to those on the product.

If you have used a function such as the Customer Merge and have been advised to do an Integrity check, with rebuild history, after all merges have been done, not each merge.