Sage 100 Rebuild Sort Files – Why Should You Run This Utility?

From time-to-time we as Sage 100 Consultants may recommend running the Rebuild Sort Files utility on specific modules, have you ever wondered why…what does Rebuild Sort Files do?

Sort files maintain your Sage 100 master files, A/R Customer, A/P Vendor, I/M Item, etc.  The Rebuild Sort Files utility can be run to resolve the following issues –

• The Sort files are damaged, resulting in a missing record (Error 11) or missing information in a report.
• Rebuild Key Files or Reinitialize Data Files utilities have been run.
• Balances must be recalculated to resolve a specific issue.

When running Rebuild Sort Files for certain modules you will be asked to “recalculate”, see below for details –

• Accounts Payable
  • “Do you want to recalculate vendor balances in the Vendor masterfile?” click Yes to recalculate Balance Due in the Vendor Masterfile.
• Accounts Receivable
  • Select the Recalculate Aging in Customer Master checkbox to recalculate the dollar amounts of open invoices that belong in the aging fields in A/R Customer Maintenance / Inquiry.
  • Select the Aging Date field.
  • Select Recalculate Open Order amount in Customer checkbox to recalculate the Open Order Amount in each customer record in A/R Customer Maintenance / Inquiry.
• Inventory Management
  • “Do you want to recalculate committed lot/serial quantities?” click Yes to search the following files for any data entry records containing lot or serial Items;
    • S/O Invoice Data Entry (Tier Distribution Detail)
    • I/M Transaction Entry
    • P/O Return of Goods/Invoice Entry
    • P/O Material Requisition Issue Entry
    • P/O Receipt of Goods/Invoice Entry
    • B/M Production Entry
    • B/M Disassembly Entry

• Job Cost
  • “Would you like to recalculate unbilled costs also?” click Yes to recalculate the Unbilled Costs field in the Job Masterfile.
• Purchase Order
  • “Would you like to recalculate open purchase order quantities in the inventory masterfile also?” click Yes to recalculate the On PO quantity in Item Maintenance / Inquiry based on the open orders in the Purchase Order Entry files.
• Sales Order
  • “Do you want to recalculate open sales order quantities in the Inventory masterfile also?” click Yes to recalculate the On SO quantity in Item Maintenance / Inquiry based on the open orders in the Sales Order Entry files.

• Production Management
  • “Do you want to recalculate open work ticket quantities in the Inventory Masterfile?” click Yes to recalculate the On W/T and Req for W/T quantities in Item Maintenance / Inquiry based on the open Work Tickets in the Work Ticket Entry files.
• Work Order
  • “Do you want to recalculate Open Work Order Quantities in the Inventory Masterfile also?” click Yes to recalculate the On WO quantity in Item Maintenance / Inquiry based on the open orders in the Work Order Entry files.

Please reach out to either your Net at Work Sage 100 Consultant or Account Manager, should you want additional information on Rebuild Sort Files.