How Purge Process Deletes Records

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