An error log is available for BatchedSales Orders, Sales Estimates, Sales & Purchase Ledger Statements, Purchase Ledger Remittances, and Purchase Orders (but only for Purchase Order documents).

If an error occurs whilst processing these batched items, the error will not be displayed immediately but will be stored in the error log.

The error log will record:

While the batch is being processed a temporary file is created on the User’s machine.

This file will contain a header consisting of the User ID of the person processing the batch, the unit where the batch is held, the Batch Reference, and the file creation Date.

The filename of the temporary file will use the following format “Error-log-<User ID>-<Unique ID Number>.txt”.

As each error is detected the details of the error will be added to this file.

If an ACD/Crystal or SQL error is detected, the full error will be added to the file, but a simplified version of the error will be shown on the error log.

If the Batch process is completed (i.e. Access Accounts has not crashed), the errors stored in the file will be read and stored in a table in the user’s Data set on their SQL server, regardless of whether or not the User chooses to view the log. This will create an error audit trail for use by your Support Provider in the future.

Once the table has been successfully updated, the file on the User’s machine will be deleted.

If Access Accounts does crash the file will be left on the machine until the next time Access Accounts is run. If on startup,Access Accounts detects a temporary file, then it will be read and stored in the error audit trail. An error indicating that accounts had failed to update the error audit trail the first time, will also be added to the error audit trail.

After the error audit trail has been updated the file will be removed from the User’s machine.

The error audit trail will be limited to 50,000 lines. Once the limit has been reached the oldest 1,000 entries will be removed.

If, once the batch processing has finished, any errors have been logged, a message will be displayed. The message gives you the option to view the error log.

Only current errors, related to that instance of the batch, will be shown.

You can sort the errors by clicking on any of the column headings. By default, it will be sorted by Order Number and date/time the error occurred.

The second column heading will show as “Order No.” or “Header Ref.” depending on which is appropriate at the time the error log is opened.

All the text on the window can be customised using the Message Entry feature. Where possible the phrases that make up the error descriptions, results of problems, and types of problems will all be language messages.

If an error message occurs twice, look at the times of the errors, as it may be that you have tried to process a Transaction twice, and for example, there has not been enough Stock on both occasions.

When the error log is open, the user will be able to print it to Screen, Printer, File, and Email.

When printing to a Printer, the page set up should be Landscape.

When sending an Email it is treated as a single document print. This means that you will be presented with the Email and its attachment, you will have to enter the Email address and click Send.

No Email addresses are provided by the system from any Customer or Supplier records.

The report produced will simply reflect the contents of the list – no extra fields will be added.

If the user chooses to print the report to File or Email, the files will be created in the default folders for those destinations.

When you have finished with this window you should click the Close button. A message will then be displayed (it will also appear if you choose not to view the error log), asking if you want to reprint the log.

If your Support Provider wishes to view the error audit-trail stored in the Data files, they will need to connect directly to it and interrogate it using SQL Enterprise Manager or Query Analyser.