HOUSEKEEP - Open Day - Database size has crossed 80% of manageable size-please truncate log, reindex master and delete temp tables using DB tuning utility

ERROR CATEGORY: Open Day

ERROR: Database size has crossed 80% of manageable size-please truncate log, reindex master and delete temp tables using DB tuning utility

OCURANCE: After clicking on 'Open Day' during day begin operations

CAUSE: 

Database has become very huge due to heavy number of transactions and masters. It needs maintenance to work smoothly.

SOLUTION:

1) You need to do database tuning.

2) Goto Housekeeping -> Database Tuning Utility

3) Click on the following boxes as shown in figure:

a) Re-Indexing DB Master Tables

b) Re-Indexing DB Transaction Tables

c) Repair DB Without Data Loss

d) Shrinking Database

e) Truncation of Log 

This process may take varying amount of time depending on the size and state of your database. It may typically take about 15 to 30 mins to complete.

PRECAUTION:

1) Take a backup before starting this 'DB Tuning Tool'

2) Do not cancel the operation mid-way until you see a message at the bottom saying 'DB Tuning Completed'. Interrupting mid-way may corrupt the database.

HOW TO AVOID THIS ERROR:

1) This error cannot be avoided and is bound to come as the database size grows to enormous sizes. Similar to every machine requiring maintenance for smooth working, the database too requires tuning and there is no harm in doing this process from time to time.

2) This process basically resets the database tables entries and checks the database for consistency problems. It also shrinks the database and clears all the unnecessary log entries which the database maintains.

HOUSEKEEP - Open Day/Close Day - Error occured:- 2147467259-->Cannot open database "shoperccc" requested in the login - The login failed

ERROR CATEGORY: Day Open / Day Close

ERROR: Error occured:- 2147467259-->Cannot open database "shoperccc" requested in the login - The login failed
OCURANCE: While trying to open the day or close the day

CAUSE: Shoper database has become corrupt

SOLUTION:

1) Repair the corrupt database OR

2) Restore the previous working database

PRECAUTION:

Repairing the database is not always possible. It actually depends on the degree of corruption which your database has gone through.

Restoring the previous working database is the best possible option but it may cause some data loss as the last backup available would be of the last day-end. So, the transactions made today will have to be re-entered into Shoper.

Restoration of the backup is a pretty easy activity, but care must be taken to ensure that the data file path are correctly entered.

HOW TO AVOID THIS ERROR:

Database corruption usually occurs due to the two reasons mentioned below. Care must be taken to avoid their occurance which will ensure smooth Shoper operations.

1) Power Fluctuations - If your shop is in a area where there is regular load-shedding or there are voltage fluctuations, then you must use a UPS to avoid database corruption.

2) Proper Shutdown of your PC - The computer must be properly shut-down when you close during the night. Switching off the mains before shut-down or doing a PC restart when shoper is running should be strictly avoided.

Goods Inward - Inward transaction is not allowed for chain store - XXXX

ERROR CATEGORY: Goods inwards/outwards (Transfer In / Transfer Out)

ERROR: Inward transaction is not allowed for chain store - XXXX

OCURANCE: While trying to do a transfer in or transfer out of stocks.

CAUSE:

During 'HO Chain Store' Catalogue, the particular chain store has not been given the permission of Transferring In or Transferring Out stock.

SOLUTION:

1) Goto Shoper main menu. Goto Catalogue -> HO Chain Store

2) Click on edit button and enter the code of the Chain Store. Refer figure below where we have edited the details of chain store code '001'

3) In order to avoid the error, both the check boxes shown in red box, must be checked. This gives the necessary permission for the chain store to allow inwards/outwards.

4) Click on OK and the setting will get saved.

PRECAUTION:

Be careful while editing the chain store in 'HO chain store' catalogue. Edit only your required chain store and click on OK. Ensure that you do not delete any of the existing chain stores.

HOW TO AVOID THIS ERROR:

1) If you are a stand-alone store, ensure that you do the cataloging the first time very carefully. This ensure that you do not face a similar error in future.

2) If you are a part of a chain store, then ask your Head Office to send you the HO chain store catalogue in a proper format so that you won't face this error.

Goods Inward - Numberic fields having non-numeric values!

ERROR CATEGORY: Goods inwards (PT file loading)

ERROR: Numberic fields having non-numeric values! Check the log file: pt_validator.txt

OCURANCE: While trying to load the PT file, after clicking on 'load from PT file' button.

CAUSE:

Some values in the PT file header or details section have negative values in them.

The values which must be strictly positive values have some negative values.

SOLUTION:

If the PT file has negative values in the first line (i.e. header section), then the PT file needs to be regenerated from the vendor who has sent you the file.

If the PT file has negative values in the details section, then it can be edited by opening it in 'wordpad' or 'notepad' and removing the negative (-) values.

PRECAUTION:

Be extra careful while opening the file in notepad or wordpad and making changes in them. Any wrong changes may affect the PT file adversely which may cause wrong entries getting updated in your database.

HOW TO AVOID THIS ERROR: 

1) Always insist on your vendor using the latest format of PT file format to generate the PT files while sending it to you.

2) Always insist that your vendor's item master has all the right and positive values in the costing columns so that the vendor's PT file do not affect your databases' values.

Goods Inward - Document Details could not be located in any of the PT files

ERROR CATEGORY: Goods inwards (PT file loading)

ERROR: Document Details could not be located in any of the PT files

OCURANCE: While trying to load the PT file, after clicking on 'load from PT file' button.

CAUSE:

1) The PT file is not pasted in the correct location (IN folder)

2) The PT file naming convention is wrong

3) There is a problem with the structure of the PT file

SOLUTION:

1) The PT file must be present in the 'IN' folder of the 'Shoper9' directory in the drive where your application is installed. The easiest way to locate is to right-click on the shoper icon on the desktop and click on 'find target' or 'open file location'. Double-click on 'IN' folder here and paste the PT file there.

2) The PT file's naming convention is :  PTmmddCCC.seq

Here 'mm' stands for month (e.g. April will be denoted as '04')

Here 'dd' stands for date (e.g. 24th will be denoted as '24')

Here 'CCC' stands for shoper  company code 

So, for a store having company code '001' a PT file of 24th April, 2011 should have a name

PT0424001.seq or PT0424001.txt (Please note that the year is not of any significance here)

3) If both the above steps are rightly done and still the file does not load, then there may be a problem with the structure of the PT file. This can be corrected from the vendor's end by recreating the PT file.

PRECAUTION:

Be very careful while renaming the PT file, because if you enter an invalid month or date, then shoper may give you random error messages.

HOW TO AVOID THIS ERROR:

1) While downloading the PT file, ensure that you are giving the proper target directory of the application directory, shoper9 folder, IN folder.

2) Ensure that you do not rename the file accidently or that there is no prefix or suffix getting added to the filename.

3) Ensure that you do not try to open the PT file in some other program other than 'wordpad' or 'notepad'. Opening in other programs may disturb the format of the PT file.

GOODS INWARD - Column mismatch between header and detail records

ERROR CATEGORY: Goods inwards (PT file loading)

ERROR: Column mismatch between header and detail records. Check the log file: pt_validator.txt

OCURANCE: While trying to load the PT file, after clicking on load from PT file.

CAUSE:
1) The PT file which your are trying to load are in an old format

2) Your Shoper is running on an out-dated patch

SOLUTION:
1) Contact the vendor from where you have got the PT file and request them to recreate the file in the newest format and sent it to you. The new format is the 'GUI with delimiter New Format'.

2) Update your shoper software with the latest available patch.

PRECAUTION:
Never try to open the PT file in notepad and make changes in it manually. 99 out of 100 times the file will not get loaded, but if in the least chance it gets uploaded with wrong settings done by you manually, then there can  be junk entries in your itemmaster or stock entries.

HOW TO AVOID THIS ERROR:
1) Always insist on your vendor using the latest format of PT file format to generate the PT files while sending it to you.

2) Always ensure that the latest shoper patches have been downloaded and your software is up-to-date.

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