Reindexing (Reconstructing Indexes) and Redistributing Data

Reindexing is done through F. File Utilities.

The only time you should use the Reindex utility is if an error code indicates an index is damaged or missing, such as with an error 32. Each Database file (Customers, Inventory, Archives, etc…) has an index(s); the index is a small pointer file used to organize and search for data faster. When data is amended and updated within a database file, index file(s) must update accordingly. Index damage is typically caused by interruption of a database file writing operation. Examples of interruptions include: loss of connection to the server, pressing escape at the wrong time and terminating a function, and computer or network lockups. Another reason Indexes become corrupted is by constant manual editing within a Database.

If you are reindexing constantly, not only following major operations (ie: power outage, database cleanup or improper install of an update), you have a system or user problem. The problem could be within your network or possibly caused by improper use.

Redistribution of Data is done through N. Bookkeeping, F. File Utilities.

This Bookkeeping function activates the program to review and perform diagnostics on the detail of each entry that is in the General Ledger, that detail is then verified or moved to the correct GL. Redistribution should only be done if the GL is out of balance. Major adjustment entries or amending records within the sales ledger are the only legitimate causes for your GL to be out of balance. Most companies will re-distribute at the close of a month after entering bank adjustments. If your GL is out of balance for any reason besides the reasons listed, you may have a problem. You will most likely be experiencing Index errors also; the problem may be within your network or possibly a result of improper use.

We highly recommend that you develop a method of tracking the time(s) and reason(s) you Re-Index or Redistribute. You and your staff should have access to a wall or desk calendar—on that calendar record each date and time you or a network administrator Re-Indexed or Re-Distributed data. Below each noted time, indicate if there was a logical reason for the issue (power outage, major data clean-up or end of month adjustments). Note the reason—if you were unaware of anything that would have caused the issue place a question mark below the note. If you end up with more than one Question Mark a month for two consecutive months, call our Business Services Department to schedule time with a network specialist.

We can give you the tools to find the issue; sometimes this search can take a long time, and sometimes the cause is simple and easy to locate. We know that Reindexing data is inconvenient, since all PTM functions must cease until the process is complete. Our goal is to solve the problem instead of simply fixing the symptom.

Thank you,

The Staff @ PLUSS Corporation