Data is stored in a database which, in simple terms, are structured tables of data. Pastel Partner is made up of 98 different tables. Depending on your settings in Pastel, one single invoice with one item line will update the following tables:
- GL Transactions (Every Debit and Credit about 5 records)
- History Lines (One record per body line no matter if item,GL or remarks)
- History Header (One record per document)
- Open Item (One record for future receipt allocation)
- Multi Store Transaction (Updates Qty and costs by Store)
- Inventory Master (Updates Item Record)
- Customer Master (Updates Customer Period Column by invoice Value)
- GL Master (Updates up to 5 GL Accounts Period Column Amount)
- History User Defined (If User defined Fields where used add records)
- GL Parameter (Next Invoice Number Update)
So while a user is updating this one single invoice and one or all the following occurs:
PC Freezes or reboots
User reboots PC when not finished.
Cable error in a network.
Unable to connect to Server where data is residing.
And many more reasons that could stop the above tables to all be updated.
Then not all the tables have being updated, you will have discrepancies between different reports. Some of the above tables have a financial implication in terms of your Trial Balance that is suppose to balance. From an accounting point of view one needs a debit for every credit and a credit for every debit which mathematically means the following :
The GL Transaction file that keeps a record of every Debit and Credit needs to equal to ZERO.
Not only must the whole table equal zero but also by period as one invoice for lets say R114.00 Including VAT with a know cost of R50.00 for the item that is being invoiced would create the following GL transactions.
If one of these Lines or GL Transactions are not present in the GL Transaction table then the table will be out of balance. Now Pastel is able to do some simple mathematical calculations to see if one balances or not by doing the following. The above would equal to ZERO by the entry type sales and by the period the invoice is done in.
ADD the GL Transaction (Must equal zero)
Add the GL Transaction by Period (Must also equal zero)
Add the GL Transaction by period and by entry type (Must also equal zero)
Compare the GL total by each GL Account , Debtor and Creditor and these totals must match the GL, Debtor and Creditor master movement amount by each period of the last two years.
It also adds the Open Items of each Customer and Supplier that are open item to see if this matches the currency balance in each master file.
The above checks are only really from a financial aspect to see if your data has gone corrupt or not. There is a small check t see if any history lines and headers are missing but these are a simple “if a history line exists then a history header with same document number should exist”. There is not financial check to see if History and Item stock related files have gone corrupt.
So backups are still the best solution to go back to , to be 100% sure of your data.
The stockfix updates all data in your Multi Store Transaction file using the History lines file to update quantity, average prices etc and if the History Lines file has missing data then the Stock Fix will also create unreliable data.
Most datafixes will do one thing only and that is balance the GL Transaction file or update the totals in the Master files if the GL Transaction file balances. The fact that maybe 10 Invoices are missing or partly posted and should have 10 x records in the Sales GL Account, a data fix will usually create 1 NEW Sales Record of the total amount missing.
Also be aware that all the non Financial Tables are updated (So you can do a sales by item report and see all 10 invoices) but all the GL and financial tables including Master Files are not updated. This will cause a data integrity report to not show any problems, even though you have the financial’s of 10 invoices missing from the Financial Section.