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The verify/recover
utilities fix errors caused by system crashes, disk failures,
network interruptions, and other various hardware problems
that can corrupt totals in your database.
Unlike Data Utilities, verify/recover doesn’t
reorganize or repair damaged data. Instead, verify/recover
simply verifies that your account balances and job totals add
up -- if not, Clients & Profits recovers the totals.
Ordinarily, you should never need to verify/recover anything. Since Clients & Profits
X updates jobs, clients, G/L, and other account totals as records are posted,
your totals should always be accurate. Account totals can become inaccurate
if posting is canceled, crashes, or otherwise stops. The verify/recover procedures
repair these inaccuracies.
The verify/recover utilities can be very time consuming in some cases, and
can slow down other users as they work. So it’s best to run these utilities,
except for the verify one job utility, when no one is using Clients & Profits
X Pro.
 Don’t
overuse verify/recover. If your account totals are constantly inaccurate,
it’s a sign of more serious data corruption. Call Working
Computer first if you’re having problems.
You
can verify/recover accounts balances for one client, vendor, or
G/L account. When you know precisely which account is incorrect,
enter the account number (or client or vendor code). Only the records
for the specific client, vendor, or G/L account will be verified
-- which can save lots of time.
The G/L account balances option ensures that an account’s balance equals
its debit and credit journal entries. First, the balances are cleared for the
chart of accounts. Then, these balances are recalculated from posted journal
entries. This utility takes longer at the end of your fiscal year, since there
are more entries.
The Job costs/billings option ensures that the totals on job summaries equal
each job’s costs, POs, time, and billings. First, your job totals are
cleared. Then, each job’s totals are recalculated from the job’s
costs, purchase orders, then finally its billings.
The A/P account balances option ensures that your vendor account balances equal
their A/P invoices and vendor payments. First, your vendor balances are cleared.
Next, the total purchases are calculated from posted payables. Finally, vendor
payments are calculated from posted checks. The difference becomes the vendor’s
balance due.
The A/R account balances option ensures that your client account balances equal
their A/R invoices and client payments. First, your client balances are cleared.
Next, the total billings are calculated from posted receivables. Finally, payments
are calculated from posted client checks. The difference becomes the client’s
balance due.
The Job tasks only option ensures that job tickets show the right job tasks.
This fix is simple: Job tasks are reconnected to their job tickets.
The Purchase order balances verifies that the balances on purchase orders are
accurate. First, the purchase order balances are cleared. Then, costs from
posted A/P invoices are calculated and applied to each PO line item. The difference
becomes the “open” or unbilled balance on the purchase order.
The One job ticket option ensures that the job’s totals are accurate.
First, the job’s totals are cleared. Next, the job’s costs are accumulated
by purchases, time sheets, and expenses and added up by job task. Then, the
job’s billings are totaled using posted A/R invoices for each job task.
Finally, the job’s tasks are reconnected to the job ticket.
The Job’s cost billing status option will reapply billing amounts to job’s
costs; use this function to apply billing amounts to jobs that were billed
in advance, or when the cost’s billing status is otherwise not saved correctly.
To use the Verify/Recover utility
1 Choose Setup > Utilities > Verify/Recover.
The Verify/Recover window opens.
2 Select on a verify/recover option from the pop-up menu.
3 Enter a job number, client number, etc. if prompted.
This option lets you verify/recover one job, client, vendor, etc. instead of
all jobs, clients, vendors, etc. If you’re certain only one specific client,
etc. is inaccurate, then verifying only the one account will be much faster.
4 Click OK.
| The G/L account balances option compares
your G/L account balances with journal entries. The job costs/billings
option compares job totals with A/P invoices, time sheets,
POs, checks, and client invoices. The A/P account balances
option compares vendor account balances with unpaid invoices.
The A/R account balances option compares client account balances
with unpaid invoices. The job tasks option verifies that
the right job tasks are attached to the right job tickets.
The purchase order balances option compares the balances
on purchase orders with posted vendor invoices. The staff
hours option compares the week’s daily hours with the
day’s time cards. |
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