Hi TOMS,

Thanks for using Community Hub.

To me it seems that the source of the issue is likely the third party software if the invoices come from there and then cause net/base issues in Sage 50 Accounts.  If you post an invoice manually, that was corrupted on import, does the same error occur? I would suggest checking your version number (Help > About) and then checking with the third party software vendor that there is definitely compatibility between the thirds party software and your version of Sage 50 Accounts.

With regard to reducing the number of records , the following article has some steps that can help with that: Delete old records >

if this helps, please click Verify Answer.

Regards,

Andy
Sage UKI

Good Morning Andy.

Thank you for your reply.

They have double checked the third party software and cant replicate those errors, which is what led me to try to resolve any issues that there might be with my data (which has probably been neglected for too long anyway) in case that might be causing the problem. My thinking was to try to fix the issues that I can see first.

I looked at the advice on Deleting old Records, which says:

"You can delete customer or supplier records if they have no remaining balance, no transactions associated with the account and are not associated with a project.

• If the account has a balance, you must post transactions to make the account balance zero
• If the account has associated transactions, you can remove these by backing up and running the Clear Audit Trail option. This permanently removes all fully paid, allocated and reconciled transactions up to a specific date"

In theory.. I can only highlight a customer record for potential deletion if it has no balance or transactions associated with it and it is before a specified date.  After running clear audit history and delete invoices up to 31/3/2021, I ran Review Customer Records up to 31/03/2021 but this shows up 2 other issues,
1) it hasnt highlighted any more customer records for deletion and checking any of the customer records before 31/3/2021 reveals that they still have transactions associated with them, it looks like clear audit trail hasnt quite worked for some reason.
2) some of the customer records highlighted are actually from current invoices that have not been posted, which shouldnt be possible as they are later than 2021 and have a balance associated with them. I actually deleted one to see if it would work and then that caused a warning as the invoice account reference had no record.

Hi,

Thanks for coming back.

Those issues suggest that the third party app may not be writing correctly to the Sage Data.

An alternative would be to create a house account and record sales to the one account rather than creating a new customer record every time? I recommend discussing this further with Sage Technical Support >

Regards,

Andy
Sage UKI

Thank you Andy, I will contact support.

Hi Andy.

I thought I would just send a quick update. Everything seems to be OK now. Managed to get the number of Customer records reduced with the help of Sage Support.
The problem was that I had been using the wrong tax code all these years.  Not being VAT registered I should have used T9 code for everything and not T0. Therefore it was showing all transactions as not having been reconciled for VAT, which is why they were not able to be deleted during clear audit trail. With their help I sorted that and ran a dummy VAT return to reconcile the transactions. Then the allowed them to be deleted in clear audit trail, which is turn freed up the Customer Records to be deleted. After re-index and compress.. No Errors. Then straight away uploading invoices from the third party software became much faster and I managed to upload a months worth in one go, without any errors. All appears to be as it should be. I guess this shows how important it is to keep on top of tidying up data. Many thanks for your help.