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