Reindexing Files
Overview
This topic covers two important file maintenance utilities: reindexing all files and recalculating employee year-to-date files. These utilities help resolve common database issues in ProPay.
Reindex All Files
When to use this utility
Occasionally, due to hardware, electrical, or other problems, one or more index files may become corrupted. When that happens, the program cannot read the data correctly.
How to reindex files
Run the Re-Index All Files routine from the Employer menu.
In most cases, the program should work properly after reindexing.
Important notes
- Reindexing can never cause any problems
- It can often help solve data reading issues
- This is a safe maintenance operation to perform regularly
Recalculate Employee Year-to-date File
When to use this utility
If the message "YTD file does not equal the Detail file" appears anywhere in the program, it means that the total of all paychecks does not equal the employee's year-to-date earnings.
How to fix the issue
Running the RE-CALC Employee YTD File utility can correct this discrepancy.
What this utility does
The utility recalculates year-to-date totals by:
- Reviewing all paycheck detail records
- Summing the totals
- Updating the year-to-date master file
- Resolving any discrepancies between the two files
Best Practices
- Run these utilities when you encounter data inconsistencies
- Reindex files after power outages or system crashes
- Recalculate YTD files if you see discrepancy warnings
- Both utilities are safe to run at any time
When to Run These Utilities
Consider running these maintenance utilities:
- After unexpected system shutdowns
- When you receive error messages about file corruption
- If reports show unexpected or inconsistent data
- As part of regular quarterly maintenance