In cases where users experience a file not found error the cause can in many cases be associated with a document being moved, renamed or deleted outside of the Insolvency application.
An important distinction between Insolvency and File Explorer is necessary in order to understand how to prevent file not found issues occurring in the future.
File Explorer is a Microsoft product and it is basically unaware of the existence of MYOB Insolvency. It is used to access the physical location of a document in the computers File Directory. Unfortunately it means that anything physical you do (i.e. move, delete) to an Insolvency related document using File Explorer is not shared with Insolvency.
Insolvency on the other hand is aware that all the documents it controls are located in the File Directory on your computer. This is because the Manage Document Templates (MDT) function in the application specifically tracks where things are kept. Therefore if you rename, move or delete a document through Insolvency it passes the result of your action to the File Directory and the two systems remain synchronised.
It may appear to you that the documents at and the folder structure at under MDT in the screen shot below are the same as what you would find under the File Directory using File Explorer, however this is not the case. For the purpose of documents and folder management it is better to think of these entries as shortcuts which define a path to the physical location of where they actually exist.
Understanding this concept is fundamental to why files are sometimes not able to be found when you run a merge or attempt to retrieve a document in the application.
A typical cause of why a file is not able to be found occurs when someone decides to do a clean up or to restructure some folders, they subsequently move, as an example Form 507 - Report as To Affairs from within the Merge Template directory using File Explorer to an Archive Folder outside of the Insolvency structure.
Remember File Explorer doesn't recognise Insolvency so if you make changes this way Insolvency is unaware of what you have done and as a result still thinks that Form 507 - Report as To Affairs is located at the Path defined under Manage Document Templates.
When you then run a merge using that particular Form 507 - Report as To Affairs, the document is still available for selection because the application hasn't been told it is no longer there (i.e. the shortcut still exists), however when it tries to locate the physical document based on the File Path stored in MDT it won't be able to find it (you moved it using File Explorer).
The system will return a File Not Found error.
The solution is to always ensure that any changes you do to Insolvency based files are done through the MDT function.
Please refer to the following article for further information about specific File Not Found errors.