A big problem: working on the wrong business

1

Hello Everyone.
I hope you have a solution for my problem, which is not re-doing all the work done in the past 8 months.
in April 2024 we finished all the accounting work for the year 2023 and our accounts were successfully audited and approved by the government in my country.

Unfortunately, my accountant has put effort into the year 2024, creating new client accounts/control accounts, as well as suppliers, including all invoices and their receipt vouchers, etc.

unlucky for us we have discovered today that he was working on the wrong business file. and all the amendments required by the audit were not included in our system.

is there a method to move all the history of the current year and the current wrong file to the correct one because we have entered the total amount of 8 months of hard work.

please help me.

2

There are enough posts in this forum about the necessity to make and keep backups. If you use Cloud then maybe @Lubos may have some backups that could be restored otherwise you are out of luck.

3

I assume you have both old and new file.
One way i could think of is Batch Update, If you want the data of the new file to be added to your old one (2023 audited business file), but you must have same customer, suppliers, items, and any other accounts even same custom fields (if you have any) having same UUID or account codes on both files.
So, you need to be extremely careful doing this and if u try this, create backups and experiment on those backup files so you don’t end up losing everything.

4

we did, we took backups. the problem is that one of the backups (past year, an unaudited version) was considered as the latest by mistake, and all the work of current was done on the wrong version.

5

unfortunately, we have created more than one client, suppliers, custom fields, and themes.

I hope I can find a way.

6

Yes, on a backup use

Transfer has to be done in the same order as manual data entry ie independent data prior to dependant data.

Data base manipulation (which is what you are doing) requires significant computer knowledge. That is a cost you will have to pay.

1 Like
7

Why not simply adjust the opening balances for the “wrong” business file and that would make it right again?

This should be less work if you don’t have the ability to transfer all the records.

8

thanks a lot for your help. do you mean that there is a method to combine TWO BUSINESS FILES?? but requires a technical background. I guess my computer knowledge could help me do it but how

9

this is the only solution that we came up with yesterday. to reset all the accounts’ balances starting from 1/1/2024. and keep last year as a whole business.

10

yes

That is probably the limitation given you have been told how to do it a couple of times already. Hence

What you will need to tell you computer contractor

  1. Use batch update to copy the data entered in to the wrong business file
  2. Paste this in to spreadsheet
  3. Delete the data already in the correct data file
  4. Delete the “Key” field
  5. Correct any reference fields to correspond to the identifiers used in the correct Manager file
  6. Use batch create to import this data in to the correct Manager data file
11

I dont think that would be necessary. If he copy batch update data from customers first and paste in batch create/update screen of the target business file, then the customers he already has on both would not get updated and newly added customers in new file will be updated in the old file along with the same UUID. Same goes for suppliers and other accounts. That would help in transactions like payment receipts invoices etc.

12

Each tab in Manager corresponds to a database table.
Each record in each database table is given a unique reference / UUID
When a new record is created a new UUID is created (hence batch create does not have a key field as it is created by the program)
When a record refers to data in another table the UUID is used to link them (or reference in later versions of Manager). Hence when moving data between business files these links need to be updated

But this is really irrelevant as only the @MutazAlhawash contractor, who is actually doing the work needs to understand

13

Yes but it wont create a new UUID if you have already provided a key in batch update/create data, which in this case would come from new business file. So new customer will be created with same UUID as of the source file.
I suggested this because this way he would get same UUID on both files. Later he just have to copy the transactions data and paste in the target business file and all the customers/suppliers will get linked to the transactions without much work.

14

I suspect that it is a lot trickier than is being suggested and will require a significant effort to ensure the batch creations are created in the correct sequence

It is probably simpler to re-enter the transactions manually

15

I would be far more worried about the business processes that caused this to be discovered 8 months later. Also not sure really what the problem is reading the first post again because the accountant created new client and control accounts be it in a different business file then the one audited.

It will be easier just to add whatever needs adding to the correct business file starting January 2024. This can be as simple but reliable as adding and entering everything fresh and make regular backups or a complicated and more prone to error using batch processes recovering from the wrong business data file to the correct one.