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Purge Process – Inventory Control

Purge Process – Inventory Control

Owned by Mary Volkmer (Unlicensed)
Dec 23, 2019

Inventory Control Purge Help

  1. Access PrismCore Admin application > Inventory Control tab > Parameters folder > Purge Parameters module.
    1. Review the dropdown menu with its 5 options.
    2. Review the Parameters and Values.
  2. Access PrismCore Admin application > Help > Contents and Index line > Contents tab > Parameters "book"> Purge Parameters "book" > About Purge Parameters module.

Note: To be able to access Inventory Help, you must have an ICS module open.

  • Call Support with any questions, as you prepare.
  • Familiarize yourself with the Purge Parameters module.
    • "The Purge Parameters module is where you set purge parameters…"
  • "To be eligible to be purged, they must have the proper status (e.g., closed, discontinued, inactive)…"
  • Two types of data:
    • Check box
    • Number of months to keep records
  • "Purge parameters are not location specific…." If you have multiple locations, all records are purged based on one set of parameters.
  1. Access the Purge Process link.
    • Single-user process, that is, one user logged in.
    • That user must be a "super user".
    • All processes logged off.
    • No one can log on during the process.
    • Can take a CONSIDERABLE amount of time.
    • Can stop the process if necessary.
    • Will most likely need to run more than once.
  2. Scroll down to the Purge Process > To begin the purge process topic.

Workflow

  1. Prepare the data.
  2. Set the parameters.
  3. Prepare for the process.
  4. Start the purge.
  5. Verify the results of the purge process.


Step 1: Prepare the Data

  1. Verify what your parameters' values should be with many sources:
    • Key staff from all inventory locations
    • Buyers
    • Campus business office, auditors, accounting office, and any others
    • State regulations
  2. To prepare for the process:
    1. Discontinue old item/inventory records
    2. Inactivate vendors
    3. Inactivate instructors
    4. Delete old matrixes
    5. Delete old colors
    6. Delete old sizes
    7. Delete old sales events
    8. Remove items from web catalogs no longer for sale
    9. Delete old catalogs
    10. Delete shelf locations
    11. Close terms as needed
    12. Post unposted sales
    13. Complete mail orders (cancelling where necessary)
    14. Complete Merchandise Transfers
    15. Close Purchase Orders, Invoices, Credit Requests, and Credit Memos when possible


Step 2: Set the Parameters

  1. Access PrismCore Admin application > Inventory Control tab > Parameters folder > Purge Parameters module.




  1. Access PrismCore Admin > Inventory Control tab > Help > Contents and Index > Contents > Parameters > Purge Parameters > Explanation of Purge Settings.

Explanation of Purge Settings


There are five groups of purge parameters, with various sub-parameters within each. The groups are explained in detail below.

Across All Subsystems

The Across all subsystems filter has fields to set the purge parameters for records that are not created for a specific subsystem. All fields are activated by the Start Purge button except for the options to purge credit cards. A parameter can be excluded from a purge if set to zero months.
Number of closed terms to retain: This is the number of terms PER CAMPUS desired to retain. Since there is only one parameter for terms, retain the highest number of terms for all campuses. For example, if Campus A should retain 6 terms and Campus B should retain 10 terms, the amount to retain should be set to 10 terms.
Number of months to retain sales history: This is the number of months to retain sales history. Only posted sales will be eligible for purge. Check with auditors, the campus business office, or other accounting staff to determine how many months of sales history that should be retained by the store.
Number of months to retain mail orders: This is the number of months to retain completed mail orders. In order for a mail order to be purged, the mail order must be in a Complete status. When a completed mail order is purged from the system, the corresponding shipment record is also purged.
Number of months to retain customers: This is the number of months to retain mail order customers. This setting does NOT apply to A/R customer accounts. When customers are originally added to the system, the system records the entry date. This date is what the system uses for the purge process. In order for the system to purge a customer, that customer cannot have any Open or Completed mail orders in the system.
Number of months to retain stock ledger: This is the number of months to retain stock ledger information. Check with auditors, the campus business office, or other accounting staff to determine how many months of stock ledger data that should be retained by the store.
Number of months to retain buyback: This is the number of months to retain completed buyback transactions.
Number of months to retain physical inventory: This setting relates to a table in your system that retains previous physical inventory posting information for a temporary purpose. This information is used in emergency cases only, immediately following the posting of an inventory. This setting should always be set at minimum number of months to include the last full store physical inventory posting (usually at minimum 13 months).
Number of days to retain credit card numbers: This is the number of days to retain credit card numbers for mail and web orders. This is used in conjunction with the following purge setting. This setting is depended on the following purge schedule and is NOT dependent on the full system purge.
Purge credit card numbers via: There are two options for purging credit cards for mail order.

  • Scheduler – When the nightly processes are run, the credit cards will be purged on orders closed longer than the set number of days to retain.
  • Close of Month – When the sales month is closed, the credit cards will be purged on orders closed longer than the set number of days to retain.


In both cases, the credit card will purge from all mail order and rental modules. The close date is based on the date the mail order shipment was processed or the rental record was closed.
Number of days to retain Module Access History Audit: This is the number of days to retain the module access history audit information that is found in User Security in WPAdmin. The Module Access report shows all the modules in WinPRISM and/or WPAdmin that were accessed within a selected range of dates and by which user.
Number of months to retain rentals: This is the number of months after the rental is closed to retain the rental history in Rental Number maintenance.

General Merchandise

The General Merchandise filter has fields to set the purge parameters for records that are General Merchandise related. All fields are activated by the Start Purge. A parameter can be excluded from a purge if set to zero months.
Purge discontinued GM items not in use: If checked, GM items that are discontinued and not in use in the system will be deleted. It is important to note that ONLY those items not attached to any other
record in the system will be purged. For example, if an item is marked discontinued, but is on a Purchase
Order, Sales Event, or Catalog, the item will not be purged.
Number of months to retain GM Credits: This is the number of months to retain credit memos for GM credit requests. The purge parameter looks at the date of the credit memo to determine purge eligibility. Additionally, the credit memo must be in a closed status to purge.
Number of months to retain GM Credit requests: This is the number of months to retain credit requests marked with a GM subtype. The purge parameter looks at the create date of the credit request to determine eligibility for purge. If a credit memo still exists in the system for a credit request, that credit request cannot be purged. Additionally, if an invoice is attached to a discrepancy, and the invoice is still in the system, the discrepancy cannot be purged. The credit request must be in a resolved status to be purged.
Number of months to retain GM Invoices: This is the number of months to retain invoices marked with a GM subsystem. The purge parameter looks at the invoice post date to determine purge eligibility. If an invoice is entered for a PO that is still in the system, the invoice cannot be purged. The invoice must be in a closed status to be purged.
Number of months to retain GM Purchase Orders: This is the number of months to retain purchase orders marked with a GM subsystem. The purge parameter looks to the PO date to determine purge eligibility. If the PO is attached to an invoice that is still in the system, the PO cannot be purged. Also, PO's must be in a Closed status to be purged.
Number of months to retain GM Transfers: This is the number of months to retain merchandise transfers marked with a GM subsystem. The purge parameter looks to the transfer date to determine purge eligibility. If the transfer is attached to a merchandise request or invoice that is still in the system, the transfer cannot be purged. Transfers must be in a Closed status to be purged.
Number of months to retain GM Markdowns: This is the number of months to retain markdown records for items marked with a GM subsystem. The purge parameter looks to the markdown or write- off date to determine purge eligibility. Note: the WinPRISM update from 2.0.X.X to version 2.1.X.X reset all markdown dates to the date of the update due to a rewrite of the Markdown module.
Number of months to retain GM Stock Adjustments: This is the number of months to retain stock adjustment records for items marked with a GM subsystem. The purge parameter looks to the date of the stock adjustment to determine purge eligibility.
Number of months to retain GM Price Changes: This is the number of months to retain price change information for items marked with a GM subsystem. The purge parameter looks to the date of the price change to determine purge eligibility.
Number of months to retain GM Item History: This is the number of months to retain item history information for items marked with a GM subsystem. The purge parameter looks to the date of the entry to the item history table to determine purge eligibility.
Number of months to retain GM Serial Numbers after sale: This is the number of months to retain serial number records for items marked with a GM subsystem, after the item is removed from the system via sales. The purge parameter looks to the date of the sale to determine purge eligibility.

Textbook

The Textbook filter has fields to set the purge parameters for records that are Textbook related. All fields are activated by the Start Purge. A parameter can be excluded from a purge if set to zero months.
Purge discontinued Textbook items not in use: If checked, Textbook items that are discontinued and not in use in the system will be deleted. It is important to note that ONLY those items not attached to any other record in the system will be purged. For example, if an item is marked discontinued, but is on a Purchase Order, Course Request, or Buyback List, the item will not be purged.
Number of months to retain Textbook Credits: This is the number of months to retain credit memos for Textbook credit requests. The purge parameter looks at the date of the credit memo to determine purge eligibility. Additionally, the credit memo must be in a closed status to purge.
Number of months to retain Textbook Credit requests: This is the number of months to retain credit requests marked with a Textbook subtype. The purge parameter looks at the create date of the credit request to determine eligibility for purge. If a credit memo still exists in the system for a credit request, that credit request cannot be purged. Additionally, if an invoice is attached to a discrepancy, and the invoice is still in the system, the discrepancy cannot be purged. The credit request must be in a resolved status to be purged.
Number of months to retain Textbook Invoices: This is the number of months to retain invoices marked with a Textbook subsystem. The purge parameter looks at the invoice post date to determine purge eligibility. If an invoice is entered for a PO that is still in the system, the invoice cannot be purged. The invoice must be in a closed status to be purged.
Number of months to retain Textbook Purchase Orders: This is the number of months to retain purchase orders marked with a Textbook subsystem. The purge parameter looks to the PO date to determine purge eligibility. If the PO is attached to an invoice that is still in the system, the PO cannot be purged. Also, PO's must be in a Closed status to be purged.
Number of months to retain Textbook Transfers: This is the number of months to retain merchandise transfers marked with a Textbook subsystem. The purge parameter looks to the transfer date to
determine purge eligibility. If the transfer is attached to a merchandise request or invoice that is still in the system, the transfer cannot be purged. Transfers must be in a Closed status to be purged.
Number of months to retain Textbook Markdowns: This is the number of months to retain markdown records for items marked with a Textbook subsystem. The purge parameter looks to the markdown or write-off date to determine purge eligibility. Note: the WinPRISM update from 2.0.X.X to version 2.1.X.X reset all markdown dates to the date of the update due to a rewrite of the Markdown module.
Number of months to retain Textbook Stock Adjustments: This is the number of months to retain stock adjustment records for items marked with a Textbook subsystem. The purge parameter looks to the date of the stock adjustment to determine purge eligibility.
Number of months to retain Textbook Price Changes: This is the number of months to retain price change information for items marked with a Textbook subsystem. The purge parameter looks to the date of the price change to determine purge eligibility.
Number of months to retain Textbook Item History: This is the number of months to retain item history information for items marked with a Textbook subsystem. The purge parameter looks to the date of the entry to the item history table to determine purge eligibility.

Tradebook


The Tradebook filter has fields to set the purge parameters for records that are Tradebook related. All fields are activated by the Start Purge. A parameter can be excluded from a purge if set to zero months.
Purge discontinued Tradebook items not in use: If checked, Tradebook items that are discontinued and not in use in the system will be deleted. It is important to note that ONLY those items not attached to any other record in the system will be purged. For example, if an item is marked discontinued, but is on a Purchase Order, Sales Event, or Catalog, the item will not be purged.
Number of months to retain Tradebook Credits: This is the number of months to retain credit memos for Tradebook credit requests. The purge parameter looks at the date of the credit memo to determine purge eligibility. Additionally, the credit memo must be in a closed status to purge.
Number of months to retain Tradebook Credit requests: This is the number of months to retain credit requests marked with a Tradebook subtype. The purge parameter looks at the create date of the credit request to determine eligibility for purge. If a credit memo still exists in the system for a credit request, that credit request cannot be purged. Additionally, if an invoice is attached to a discrepancy, and the invoice is still in the system, the discrepancy cannot be purged. The credit request must be in a resolved status to be purged.
Number of months to retain Tradebook Invoices: This is the number of months to retain invoices marked with a Tradebook subsystem. The purge parameter looks at the invoice post date to determine purge eligibility. If an invoice is entered for a PO that is still in the system, the invoice cannot be purged. The invoice must be in a closed status to be purged.
Number of months to retain Tradebook Purchase Orders: This is the number of months to retain purchase orders marked with a Tradebook subsystem. The purge parameter looks to the PO date to determine purge eligibility. If the PO is attached to an invoice that is still in the system, the PO cannot be purged. Also, PO's must be in a Closed status to be purged.
Number of months to retain Tradebook Transfers: This is the number of months to retain merchandise transfers marked with a Tradebook subsystem. The purge parameter looks to the transfer date to determine purge eligibility. If the transfer is attached to a merchandise request or invoice that is still in the system, the transfer cannot be purged. Transfers must be in a Closed status to be purged.
Number of months to retain Tradebook Markdowns: This is the number of months to retain markdown records for items marked with a Tradebook subsystem. The purge parameter looks to the markdown or write-off date to determine purge eligibility. Note: the WinPRISM update from 2.0.X.X to version 2.1.X.X reset all markdown dates to the date of the update due to a rewrite of the Markdown module.
Number of months to retain Tradebook Stock Adjustments: This is the number of months to retain stock adjustment records for items marked with a Tradebook subsystem. The purge parameter looks to the date of the stock adjustment to determine purge eligibility.
Number of months to retain Tradebook Price Changes: This is the number of months to retain price change information for items marked with a Tradebook subsystem. The purge parameter looks to the date of the price change to determine purge eligibility.
Number of months to retain Tradebook Item History: This is the number of months to retain item history information for items marked with a Tradebook subsystem. The purge parameter looks to the date of the entry to the item history table to determine purge eligibility.

Inactive or Disabled

There are five settings for purging that will affect entries in the system marked as inactive or disabled. When deciding to purge, set the following parameters accordingly.
Purge inactive vendors not in use: Check this box to purge vendors marked as inactive in the vendor file. If the vendor is attached to existing items, purchase orders, invoices, or other records, the vendor will not be purged.
Purge inactive instructors not in use: Check this box to purge instructors marked as inactive in your instructor file. If the instructor is attached to existing course requests, they will not be purged.
Purge disabled colors not in use: Check this box to purge disabled colors in your color file. If the color is attached to any item in the system, the color will not be purged.
Purge disabled sizes not in use: Check this box to to purge sizes marked as disabled in your system. If the size is attached to any item in the system, it will not be purged.
Purge disabled shelf locations not in use: Check this box to to purge shelf locations marked as disabled in your system. If the shelf location is attached to any item in Inventory Maintenance, the shelf location will not be purged.

Step 3: Prepare for Process

Factors to consider when you are preparing for the process:

  1. Single-user process
  2. Super-user-only process
  3. Timing – allow enough time

Step 4: Start Purge


Immediately before running the purge process:

  • Complete the Purge Results Worksheet if desired, found on the last page of this document.
  • Ensure that all users are out of PrismCore.
  • All POS locations must have the store closed.
  • A backup may be done on the ICS server to preserve a record of data before purge is run.

To begin the purge process:

  1. Login to WPAdmin as a 'Super User'. You MUST login as a 'Super User' in order to run the purge process.
  2. In the Inventory Control tab, under the Parameters folder, open the Purge Parameters module.
  3. The Purge Parameters module will display.
  4. Double-check your purge parameters on all filters (All Subsystems, GM, Text, Trade)
  5. Click the button "Start Purge". This process may take as little as an hour or as more than a day depending on the size of your database and the amount of data to purge. After some time, your screen may go white or say "Not Responding". This is normal and the purge is still running.
  6. When done, a dialog box will display, "The purge process has completed successfully."

To end the purge process before it completes (if needing to open the store or other activity):

  1. Log in to WPAdmin in a new session (this can be on the same workstation that is running the purge).
  2. In the Inventory Control tab, under the Security folder, open the Reset Module Locking module.
  3. Highlight the purge process and press Clear. The purge will stop and can be started again at a future time. It may be necessary to 'End Task' on the WPAdmin session that began the purge.




Step 5: Verify Success

Purge Results Worksheet & Record Counts

Using the same worksheet you used to record the counts before you begin, do another count and compare the two counts.
Sample worksheet:

Purge Report

  1. Access PrismCore Admin application > Inventory Control tab > Parameters folder > Purge Parameters module.

Note: To be able to access Reports, log in as a super user.

  1. Access Reports.
  2. Select Purge Report.
  3. From the Report Parameters dialog, select the date range for items purged/deleted.

  1. To include more detail about the records purged, check the Include Detail check box. The examples below are the same report.

The first does not include the detail, just the document/record deleted along with the number of records purged:
The second does include the detail, including the Document/Number/SKU, Record Date, Last Activity, Date Purged, and Records Purged.

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