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Introduction to the Purge Process
The purge process deletes old records no longer "in use" which reduces the size of your database resulting in quicker response time.
How Purge Process Deletes Records
The purge process starts at the end and moves backwards. For example:- A PO cannot be deleted if on an invoice…
- An invoice cannot be deleted if on a credit request…
- A credit request cannot be deleted if on a credit memo…
- A discontinued item/inventory record cannot be deleted if on a POS transaction…
For a record to be deleted,
- Set values for number of months/days to keep records, and/or
- Use the "status" of a record
Two "status" examples:
- A closed PO is eligible to be deleted; an open PO is not.
- An inactive vendor record is eligible to be deleted; an active vendor is not.
The purge process deletes old records no longer "in use". "In use" means no other records are dependent on that record.
Examples of Records to Delete
- POS Transactions
- Credit Memos
- Purchase Orders (closed status)
- Invoices
- AP Invoices
- AR Transactions
- Course Requests
- Inactive Vendors
- Discontinued item/inventory maintenance records
Purge Process Workflow
Before the purge:
- Prepare data
- Schedule purge date
- Set Purge Parameters
Immediately before the purge:
- The POS registers/store should be closed
- Verify backups are current
- All users should be out of WinPRISM
- If desired, research 'before' record counts
After the purge:
- Verify the data
- If desired, research 'after purge' record counts
- Archive the backup tape/files from before the purge
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