Purging Process

Important:

It is the position of RFMS that the practice of purging old data is not necessary and may expose your data integrity to certain risks.

Purging data can lead to unforeseen consequences. For example, if a cutoff date is specified, such as 2015, and the purge is executed, it may later be discovered—after restoration is no longer an option—that two old orders from 2015 were not purged due to receipts or various other date-related components. Additionally, purging can create complications with inventory and the recreation of records.

Given the current hardware offerings, concerns regarding disk space should not be an issue. We recommend that you consider increasing hardware capacity to accommodate data growth rather than resorting to archiving with purging.

RFMS Hosted clients - Please be advised that RFMS does not support or conduct archiving or purging processes for subscription/hosted clients.

IMPORTANT

Any purging done is at the client's discretion.

RFMS/Cyncly shall not be held responsible for any unforeseen outcomes.

These processes are NOT REVERSIBLE.

Accounting>Utilities>Maintenance

 Purge Customer Sales

 This selection purges all unnecessary sales related records for a specified month and year. No active records will be purged even though they are in the specified period.  Original customer orders will not be cleared if the payment dates on receipts are after the purge date.  Only customer's orders that have been job costed and paid in full will be deleted.  This includes the header record, assignment lines, job cost records, salesmen, receipts, tax information, installer's records and checks.  Job cost records will be deleted if their corresponding customer order records have been deleted, even if the tax has not been marked as paid on those records.  Only checks that have been marked as cleared will be deleted.  For example, if you purge through May, but there is a check still open in April, your check register will only be cleared through March.

BEFORE PURGING INVENTORY, GO TO ACCOUNTING, FILE, ACCOUNTS RECEIVABLE, AR REPORT. RUN THIS REPORT FOR OPEN ORDERS, AND THEN BASE YOUR DATE PRIOR TO THE OLDEST OPEN ORDER.

IF YOU HAVE ORDERS THAT ARE STILL OPEN, LINES ARE IN A CUT STATUS, YOU PURGE AS OF TODAY YOU LOSE ALL THE INVENTORY RECORDS THATARE TIED TO THE ORDER, YOU CANNOT CLOSE THE JOB. THIS HAPPENS BECAUSE YOU CUT THE MATERIAL FROM INVENTORY SO RFMS SOFTWARE THINKS IT GONE SO IT DELETES IT.

THIS IS WHY YOU HAVE TO BE CAREFUL WITH YOUR DATES YOU CHOOSE WITH PURGING INVENTORY.

Purge Roll Inventory

This selection clears the roll inventory file of rolls under the length you specify.  

MAKE SURE A GOOD BACKUP EXITS BEFORE RUNNING THIS PROCEDURE! 

It is designed to delete all records from your roll inventory file that have less than a selected amount remaining. (The system will default to 4 lineal feet.)  You may also specify a cut-off date.  (The system will default to the last day of the month of the month before last to safeguard the clearing of current information.)  Running this routine will clear your Roll Inventory file of unneeded records and will make space available on your hard disk.  All records in Roll History pertaining to these deleted rolls will be marked and a report will be produced listing all usage of rolls no longer needed in your inventory.  The inventory printout is sorted by style, color, and then roll number. 

Adjustments Created

The total value of all "costed" rolls that have been deleted will be posted as an inventory adjustment record to the job cost file.  Then when the journal is closed, you are given the option of including those inventory adjustments.  If you do, at that time Inventory will be credited with the sum of the adjustments and Cost of Sales will be debited.  If inventory adjustments are not included, no related figures will be posted to the General Ledger. 

You may wish to view those records through Inventory>Reports>Inventory Adjustments Report from the Inventory Main Menu and decide on an amount to hand post as a journal entry.

Purge Item Inventory 

This selection is designed to delete all records from your item inventory file that have a zero balance.  Running this routine will clear the Item Inventory file of unneeded records and will speed up the processing of any reports that refer to this file.

This function clears the Item History along with Item Inventory records.  If you only want to clear the history for items, use the Purge Item History function instead.

MAKE SURE A GOOD BACKUP EXITS BEFORE RUNNING THIS PROCEDURE! 

Product Code From and To

1 or more product codes may be selected

Item # From and To

A single Item # or a range of item #’s can be entered

Ending Date Received Enter the cut-off date received to clear.  Records that match the other selections with a date ON or BEFORE the Ending Date Received cut-off will be cleared.

Purge Item History

This selection clears item history up to and including the date entered for the item numbers specified.  It is suggested that you print item history before clearing it.  Only the history is deleted, not the item record itself.

To print an Item History report, go to Inventory>Reports>Item History Report. 

Purge A/P

This selection allows you to delete old A/P records that are in closed accounting periods up to and including the date entered.  If you need to produce 1099 forms at the end of the year for the current accounting year, do not enter a date in the current year.

In addition, if there are voided A/P records in the file that do not have a check number, the check number field will be changed to contain the word "VOID".  This allows searching and flagging of open payables to be much faster.

Purge Purchase Orders

This option allows you to purge all PO’s in a Satisfied or Cancelled status for the selected time period.  Enter the cut off date for purging the PO’s in the space provided.  You may also print a report of all purged purchase orders by selecting the option ‘Print a Report of Purged Records’.

Note: Purge Audit Data and Purge PDF History are exceptions to RFMS recommendations to not purge data. Purging of either of these two items does not affect other data in the database. 

Purge Audit Data

If you want to retain the Audit Log information you are purging you can send it to a csv first. If there is a lot of information to save in a csv file, break it down into smaller time frames or it may take a long time to process. If you decide to extract this information go to: Accounting > Utilities > Audit Viewer. Create your sort (potentially using one year at a time) > click the Printer Icon > check Output CSV To and enter your path/name > click OK.

To purge go to: Accounting > Utilities > Maintenance > Purge Audit Data > Enter cut-off date. 

Purge PDF History

Follow these links for: Purge PDF History or PDF History Table Maintenance