Unable to access entries in my GL batches

[mathe]

Hi guys,

I have a huge problem with my GL batches which come from the sub-ledgers. Some batches appear as if they have entries but when you open the batch, there are no entries though the batch still displays a total. Some of the batches I cannot even open them, i get a message saying "No data is available for this batch". what could have happenned to this batches?

 

[ettienne]

Which Accpac version are you on?
When did you upgrade from an earlier version?

 

[mathe]

We are on 5.3B and we are planning to upgrade to 5.5 in April. The last upgrade was back in 2005 when we moved from the DOS based ACCPAC to the one we are currently on. Whats puzzling is that the users say they were still able to access the batches on Last friday.

 

[ettienne]

Have you run a data integrity check?
Did someone clear GL history? This would explain not being able to open old GL batches.

 

[mathe]

I thought if someone cleared GL history then the batches won't even be listed on the batch list? in our case, those batches still appear on the batch list with batch totals and number of entries, the only problem is that some of them we are able to open but cannot access the entries and some We cannot open with the error "No data is available for this batch".

 

[ettienne]

Data integrity?

 

[mathe]

Still running it, will attach report as soon as its done. could it be data corruption?

 

[Jay Converse]

No, it's not data corruption. Somebody is clearing history and not telling you, or these are old batches from old Accpac versions.

 

[mathe]

If someone did clear history (either intensionally/mistakenly), is there an alternative way of being able to access the batches except database restore?

 

[Jay Converse]

Nope, cleared is cleared.

 

[ettienne]

If GLPOST has not been cleared then you can still get the batch and entry numbers from GLPOST and somehow recreate the batches, the same applies to the posting journal tables. Why are you so concerned about the missing batches?

 

[mathe]

The reason for being interested is because this year has not been reported on yet as it has not been closed. What I have noticed with these batches is that some of them have those details in both tables GLPOST and GLJED while others only have details in the GLJED table.

 

[Jay Converse]

If they're not in GLPOST, then they're not posted yet.

 

[mathe]

Guys I really don't know whats happening to our system, What I have learned is that with almost all of those batches, there were no entries for them in table GLJEH but they had entries in table GLJED and GLBCTL. We managed to find a backup which had entries for those batches in table GLJEH and then imported them back into the live data. We can now open all the batches except for about four which were not available the backup but I think we can re-create them using their entries in GLJED and GLBCTL(am I right).
What puzzles me is how this happened! Somehow I think it has to do with our SQL server(We still on 2000). Our accpac db is around 9GB with its log file at around 95GB! could it be that SQL server is mis-behaving?

 

[Jay Converse]

Sounds like it, this is _not_ normal behaviour.

1. Change the recovery model of the database from Full to Simple
2. Shrink the database

You'll free up 95 Gb, and it won't grow again.

 

[DjangMan]

There is a problem with rebuilding indexes. I had the same thing happen. I don't recall the specific command but it is a common re-build process that ends up ballooning the log files. Not much help but following tuba2007's advice on the recovery model will stop this from occuring again.

 

[mathe]

Thanks Tuba2007,

do you mean I should shrink the database log or the database itself?

 

[ettienne]

The log, but you can do both while you are at it.