Whilst working in Tradebox, you may receive the error messages
Exception of type 'System.OutOfMemoryException' was thrown
Tradebox was unable to connect to it's database for the following reason:
[Microsoft][ODBC Microsoft Access Driver] System resource exceeded.
or another error with similar wording. Any errors like these that reference insufficient resource, out of memory, resource exceeded etc. indicate that there is not enough resource available from your PC to carry out the requested operation.
In the first instance of receiving an error, you should close any open programs and restart your PC. If your Tradebox data is not held on this PC, also restart the PC or server that holds the database.
Or, if you've been using Tradebox for some time you may experience a gradual slowdown of the software to the point that the download and posting routines take much longer than they used to. These problems may be intermittent and may require some trial and error to resolve, but we are able to recommend the following troubleshooting steps and routines to keep your data in check.
Repair & Compact
In the first instance, repairing and compacting the Tradebox database will resolve a lot of issues. Go to Support > Repair & Compact, then once this has completed, click on Cleanse Data Folder.
Remove old data
Historical data can be removed from Tradebox to speed up processing and allow the program to run more efficiently. This can be achieved by archiving the order history, or clearing it entirely. Note that this will have no effect on your Sage data, as removing orders from one program does not remove them from the other.
Before Tradebox imports an order the order ID is checked against the Tradebox database to determine whether or not that order has been imported previously. Maintenance > Archive Order History will remove orders prior to the chosen date from this check but still keeps record of the orders so that they are included in the analysis and activity.
The Maintenance > Clear Order History option is similar, but more thorough. Where archiving the order history moves the orders from one table to another within the database, clearing the history will remove old orders entirely. These means it will have a greater boost to the performance of the program and as such is the preferred option for troubleshooting these errors. Be aware, the orders are entirely removed from the database and so are no longer included in any of the analysis figures in Tradebox. If you use any of the analysis you may prefer to either archive as above, set a less recent clear date, or both. We also recommend taking a backup of your Tradebox data if you are able to before clearing orders.
If orders from before the date chosen with either option are presented to Tradebox again it is likely these would be imported again, as such it is recommended that you do not choose a date from within the last 60 days. To minimise the risk of duplication, you may wish to place a restriction on the connection settings to prevent orders being downloaded prior to a given date. This can be found in the Sales Channel Details.
After running either option, is important to again run the Repair & Compact and Cleanse Data Folder routines.
If the error occurs during backup
If the error appears as you run a backup and the above steps don't resolve the problem, it may be due to the size of data within your Tradebox data folder. When troubleshooting any backup issues, test the backup to your local PC (backing up to C: or your Desktop) rather than an external storage device or network location which will be slower and more prone to timing out.
You can view the contents of your data folder via Support > Folders, click on the Data folder to open it. Storing backup files within the data folder will exponentially increase the size of this folder, so move any .bak files to a different location. The Logs folder resides within the Data folder and can also become very large over time. Log files are created on each download and display information about the processes run and any errors encountered, deleting old log files is perfectly safe and we recommend doing this periodically to free up space. To delete old logs, open the Logs folder > Ctrl + A to select all files > Delete.
An excess of Sage data can cause issues with Tradebox posting, especially in numbers of customers, invoices and splits. These can by viewed by going to Help then About within Sage Accounts. Sage have exhaustive troubleshooting guides for performance which are available free to all users. Step 2 of this article gives their recommendations on safe volumes of data.
Note: these are ballparks inside which Sage software runs stably in their testing environment, and would not necessarily run quickly. A dataset with 40,000 invoices is inside the recommended limit but will be slow to perform certain tasks and may still run into problems.
Clearing old data from Sage can have a number of steps depending on which area of the program needs to be reduced. Before removing anything, we would recommend taking a backup, and archiving your Sage data so you can still view old information for audit purposes. Sage provide guides on deleting customer records, invoices, and audit trail transactions. For further assistance with this, contact Sage technical support.
Processing orders will automatically result in greater numbers of invoices and audit trail transactions. However you can influence the reduce the number of customer records created by setting Tradebox to use generic accounts, as covered in our guide.
A number of environmental factors can have an impact on your Tradebox. You may need the assistance of your system administrator to troubleshoot these issues.
- Disable any antivirus software and retry the process. If it works, you'll need to add Tradebox's folders and the Tradebox application to your antivirus exclusions.
- Check your User Account Control settings in your Windows control panel. Set this to the lowest/least invasive setting.
- Launch Tradebox as Administrator by right-clicking the shortcut and choosing Run as Administrator.
Running any program across a network will be slower than running with the database and relevant files stored locally on your PC, as requests and transfer of data will be impacted by your network speed.
You can check the setup of your Tradebox by going to Support and looking to the Folders. The Program Folder should always be installed locally within a directory on your computer's C:\ drive.
The Data and Logs folders always sit alongside each other. The location of these folders will let you know whether Tradebox is running purely from your PC (data folder on local drive e.g. C:\) or across a network (data folder has either a mapped network drive e.g. S:\tradebox, or a path starting with a double backslash e.g. \\server\tradebox or \\192.168\tradebox). It's also worth checking the location of the In/Out/Shipped folders in the Sales Channel Details.
If your Tradebox is currently running across a network and you are having problems, it may be worth relocating the database to your computer to see if it improves performance. If you don't need to access Tradebox from any other PC's on your network, there's no benefit to running across network. If you do need to remain in a network environment, we would always recommend a wired connection as this will always be faster and more stable than running via wi-fi.
Hardware and other factors
If you continue to have problems after following all of the above advice, we recommend seeking advice from an IT professional. They should first check that any PC's in your setup meet the recommended requirements for the version of Sage you are running, and also monitor your PC's performance when running the software and routines that you normally run. If your computer itself is underpowered, you may experience issues even with a dataset that has been well maintained.