PointForce Enterprise Purge Programs - Complete List

Purge programs are designed to remove data from the database which in turn improves the performance of your system. If automation of any purge program is required, then contact smbservices@tecsys.com for a quote to write the scripts necessary for the automated process to run from the Windows Task Scheduler (i.e. "Scheduled Task" in Windows 7).

The following list is a complete list of all PFE purge programs: (To view a list of programs to be run daily, monthly, quarterly or yearly, please click on the links above.)

CC98 Historical Data Purge - used to purge the SAAH (Actual Sales Rep Sales) and OBAH (Actual Sales Rep Bookings) and SACS (Commodity Sales) files. Records are permanently removed up to the entered purge year once this program is executed. SACS statistics are reported by SA80; SAAH and OBAH by Crystal Reporting.

• Recommendation: Annually, leaving two or three years of history on file.

AR37 Purge Claims/Charge Backs - This option will delete All Claims/Charge backs that have been archived by program AR36 and which have been created on or before the chosen purge date. [File: ARCH]

• Recommendation: Annually, leaving two or three years of claims on file.

AR87 Delete Paid Off Invoices - This option will delete all invoices which have been paid off on or before the chosen purge date from the AR Open Items file. These items will no longer show in SU45/C3 folder. This means you will not be able to backdate an Aging prior to the Purge date. Note: These invoices are still available for viewing in IN45 and payments in SU45-C4 folder. [File: ARAR]

• Recommendation: Monthly, leaving one or two months of open AR items on file or annually, should you want to run back-dated aging reports.

AP88 Purge AP Invoice History – All of the AP invoices and associated Cheque Details which have an Invoice Date Prior to and Including the selected date, have no amount owing, and whose associated cheques are not Outstanding will be PERMANENTLY removed from the History File. These invoices will no longer show in AP45. Matched Receipts Accrual details are also removed from the Outstanding Receipts Accrual file. [Files: APIH/APIHP/APIHG/APRA/APRD]

• Recommendation: Annually, leaving one or two years of invoices on file.

CC44 Purge Transaction Log - This program will remove records directly from the live transaction log and create date-based archive files in the RP Archives directory. [File: RPTL]

• Recommendation: Run weekly at a minimum. Your transaction log should not get larger than 100,000 records. If it takes 3 days to reach this volume, then CC44 should be run every 3 days.

IC90 Purge Inventory Movement - This program will purge Inventory Movement transactions and/or Bin/Lot/Serial Movement transactions up to and including the entered Purge Date for ALL Warehouses. Details will no longer show in IC45/V3 folder or report on IC80. [File: ICIM]

• Recommendation:
  
  Movement: Following a full physical inventory count - once it has been balanced, purge up to last physical count date. If using cycle counts purge annually leaving one year of movement history on file.

  Bin/Lot/Serial Movement: Monthly, leaving two or three months of Bin/Lot/Serial movement history on file.

IC91 Purge Lot/Serial Transactions - This program will purge Bin/Lot/Serial records for a selected warehouse and is only relative to multi-bin installations, or lot-serial installations where invoice history and purchasing history has already been purged. Details will no longer show in IC45/V2 folder. [File: ICMS/ICMT]

• Recommendation (for Single Bin Controlled Warehouses i.e. not Multi-Bin):
  
  Without using Serial/Lot control: IC91 should not be run.
  With Serial/Lot control: Annually, leaving same amount as Invoice History.

  IC91 will not remove Lot/Serial Movement records unless the related transaction history is already removed via PO88, Receipt History or IN89, Invoice History.

• Recommendation (for Multi Bin Controlled Warehouses): Monthly, using a purge date of about 3 months prior to the current date.

  Users will find that running this purge consistently is critical to the effective use of Multi-bin. If there has been any activity in the bin after the purge date used, then IC91 will not purge activity in that bin until a subsequent run. If there has been no activity in the bin since the purge date and there are no quantities of product living in the bin, then IC91 will purge the old movement related to the bin, unless the history includes lot control transactions or serial number transactions that are related to still yet existing invoice history or purchasing history.

IN88 Purge Converted RMAs – this program purges RMAs that have been converted to Credit Notes, Invoices or Sales Orders up to and including the purge date entered. Note: RMAs that have no detail lines with a date prior to or equal to the purge date entered are also purged by IN88. Details will no longer show in IN67. [File: INRM/INRMD]

• Recommendation: Quarterly, leaving three or four months of RMAs on file.

IN89 Purge Invoice History - This program is used to delete Invoice details from the Invoice History file and associated Payment History that are no longer required. You can purge by date or by Invoice number. Note: Any Invoice that still exists in the Account Receivable file is not deleted, regardless of the date or Invoice range selected. Details will no longer show in SU45/I1 and C4 folders and invoices cannot be reprinted in IN50. [File: INIH/INID/INIDP/INIHP]

• Recommendation: Annually, leaving seven years of invoice history on file.

OE87 Sales Order Purge - removes all Sales Order lines for the specified season code(s). If you do not have Season Codes set up in 'Maintain Inventory Tables' (IN09/Season Codes), you cannot run OE87. [File: OE00]

• Recommendation: A few weeks after a given season is complete.

OE89 Purge Bookings Info File - All of the orders currently in the Booking Analysis file which have a date prior to or including the Purge date will be Permanently removed from the Booking Analysis file! These booking statistics are reported via Crystal Reporting. [Files: OBBH/OBBD]

• Recommendation: Annually, leaving one or two years of order bookings on file.

PO87 Purge Weekly Purchases - This program will purge weekly purchases up to and including the calendar year you select. These statistics are reported via Crystal Reporting. [File: POWP]

• Recommendation: Annually, leaving one or two years of purchasing history on file.

PO88 Delete Purchasing History - This program will permanently remove receipt and/or purchasing history from the PO History file up to and including the Purge Date you choose. You have a choice of selecting just Receipts or just Purchase Orders or both.

Receipts: Based upon Receipt date. These stats are used by program PO65-Revise Landing Factors [File PORH/PORHL]
Purchase Orders: Based upon Purchase Order date. Details will no longer show in IC45/C3 or on PO82 [Files: POPH/POPHL] Stats will also be removed from the Purchasing History File viewed by iTopia. [Files: POHH/POHD]
• Recommendation: Annually, leaving one or two years of history on file.

SA59 Purge Commission Archived - This routine will purge all Commission records archived by SA56 up to the specified date. [File: SAUCH]

• Recommendation: Annually, leaving one or two years of commission history on file.

SA61 Purge Royalty Archive - This routine will purge all paid Royalty records archived by SA58 up to and including the specified date. [File: SAURH]

• Recommendation: Annually, leaving one or two years of royalty history on file.

SA94 Purge Weekly Sales - This program will purge weekly sales up to and including the calendar year you select. These statistics are reported via Crystal Reporting. [File: SAWS]

• Recommendation: Annually, leaving one or two years of weekly sales history on file.