This program removes Sundry Invoices which are posted from the Invoice file.

Sundry Invoices consume a considerable amount of disk storage. Therefore it is impractical to keep all invoices on the computer indefinitely. This program should be run regularly to remove old records, and make space available for new ones.

An invoice will NOT be purged if any of the following circumstances exist (see the exception at the end of this chapter):

Run any desired reports for the range of the data to be purged PRIOR to running this program. Remember it is not necessary to print the reports; they can be sent as e-mail messages. Suggested reports, as needed, are:

To access the Purge Sundry Invoices program, type PURGEINV (RET) at any menu "OPTION:" field or the appropriate line number from the Purge Non-Dependent files menu. The screen will then display:

OPTION: __ PURGE SUNDRY INVOICES

1 Start Invoice# FIRST
2 End Invoice# LAST
3 Location ALL
4 Cutoff Date 09-22-08
 5 Purge File N
6 Print Report Y







1DO PURGE 2 3 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. START INVOICE#

Enter the first Sundry Invoice Number to be considered for purging. Press RET to default to FIRST.

EXAMPLE: Press (RET)

2. END INVOICE#

Enter the last Sundry Invoice Number to be considered for purging. Press RET to default to LAST.

EXAMPLE: Press (RET)

3. LOCATION

Enter:

1. Up to 6 alphanumeric characters to select a single location where the invoices were created.

2. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+".

3. Press RETURN to default to ALL locations.

EXAMPLE: Type TUS (RET)

4. CUTOFF DATE:

Using the selected date format, enter the Cutoff Date to purge through. Press RET to default to a date one year earlier than today.

EXAMPLE: Type 063008 (RET)

5. PURGE FILE

Enter:

Y = Purge qualifying records from the Invoice File.

N = Do not purge records from the Invoice File. (This choice is provided so that a report can be examined first prior to purging.)

EXAMPLE: Type Y (RET)

6. PRINT REPORT

Enter:

Y = Print a report (or send the report as an e-mail) of those Invoices which match the selection criteria entered into fields 1 - 4.

N = Do not print a report.

Note: When purging is requested, a report is always generated regardless of the entry in this field. The choice here is available when a report is desired without purging.

EXAMPLE: Type N (RET)


PRESS "F1" AT "OPTION:" TO BEGIN PROCESSING.

The following question will appear:

HAVE YOU BACKED UP YOUR DATA ?

Entering "N" returns the cursor to the "OPTION:" field from which point the program can be exited or the data in the fields can be changed.

Entering "Y" allows the purge processing to proceed.

The program will display various messages and counters at the bottom of the screen to confirm that processing is occurring.