Help Articles

1. If you are closing the year, check the last year end dates.
2. Look for incomplete dates in the module being closed.
   1. For example, closing the General Ledger prompts the program to ask about closing Payroll and Vendor years. Any incomplete dates in GL, Payroll, or Vendor could cause an error.
3. In the module where the error is encountered, go to Data File Utilities and select Data File Index Repair.
4. Narrow down the source of the corruption by considering what files were in use when the error was received. Errors often occur in the following screens:
   1. Transaction Data Entry (filename GLTRAN##, where ## is the month, 01-13 for current year, and 14-25 for prior year)
   2. Payroll Data Entry (filename PRTRAN##, where ## is the month, 01-12 for current year, and 14-24 for prior year)
   3. General Ledger Account Update (filename GENLED)
   4. Vendor Information (filename VENDOR)
   5. Employee Information (filename EMPL)
5. Another way to narrow down the source of the corruption is to print different reports. For example:
   1. If you print an Earnings Report and get the error, the source of the corruption may be an employee data file (filename EMPL).
   2. If you get an error while printing a Chart of Accounts report, the file containing the chart of accounts may be corrupted (filename GENLED).
   3. If you get an error while printing the Payroll Journal report, the file containing the transactions may be corrupted (filename PRTRAN##).
6. Try to locate the corruption source by searching each screen for incorrect characters (for example, smiley faces, percentages, or outrageous numbers or symbols). 
   1. If printing a report generates the error, look for corruption in the applicable screen associated with the report. For example:
      • If you were printing a General Ledger, look in the Transaction Data Entry screen for the corrupted data. 
      • If it was a Vendor listing, look in the Vendor Information screen. 
      • If it was the Payroll Journal, look at the Payroll Entry screen from the Enter Transaction screen or from Manual Processing.
7. Look for strange characters by scrolling through these screens:
   1. General Ledger Account Update or Employee Information:
      • Use ALT-V or the down arrow and scroll through the records by pressing ALT-N or clicking the Next button.
   2. Payroll Data Entry or Special Journal Entry:
      1. Hold F10 to scroll through the entries.
   3. If you are unable to access a screen, such as January in the Transaction Data Entry screen, then the file GLTRAN01.### is corrupted to an extent that prevents recovery of data.

When corruption is located, delete the record by pressing ALT-D or click Delete. Then reenter the data.

1. If an employee entry is corrupt:
   1. Use the Zero out ALL Employee Earnings utility.
   2. Use the Delete or Renumber Employee Records utility to remove the record.
   3. If needed, reenter the employee, then repost all earnings by printing a payroll journal for each month.
2. If the corrupted data is a general ledger account, you must use the Delete or Renumber Accounts utility to delete the corrupted account.
   • If the corruption is extensive, you may encounter an error attempting to remove it.
     • In this case, you'll need to restore a backup or delete data files using Windows Explorer. Depending on how current the backup is, restoring files can still result in a loss of data.
3. To delete data files: 
   1. Copy data to a backup file.
   2. Exit EasyACCT, then access Windows Explorer.
   3. Double-click on the EASYW folder under the drive where EasyACCT is installed. 
   4. Double-click on the folder where the data is stored.
   5. To group company files together, click on VIEW and select ARRANGE ICONS, then BY FILE TYPE.
      • The FILE TYPE will include the company's 3-digit ID
   6. Scroll through the files to find the appropriate data file (for example, GLTRAN01, PRTRAN12, etc.).
   7. Right-click on the file name, then select DELETE. 
   8. Open EasyACCT and the company.
   9. Run Data File Index Repair in the appropriate module. 
   10. Reenter any data lost.