Enter a cutoff date for selection of records to be purged. A history record is eligible for purging if the history record date is not later than the cutoff date.
To allow proper functioning of the Maintenance Warning report, the most recent record for service codes 1 through 10 will never be purged regardless of the range selected.
Service Code X1 records, which are used track vehicle movement, can be purged separately once historical reporting for those dates is no longer needed.
Though the cutoff date will likely be older for this purge program than for others, be careful to run this program as regularly as other purge programs.
Vehicle sales performance data is purged at the same time that Vehicle History records are purged. The sales peformance data is a record of the number of days the vehicle was on rent and the amount of T & M revenue it earned in each month. (This data is available on the 12-month Performance Report.)
User tip: To obtain a report of the data that will be purged, PRIOR to running this program run the Vehicle History Report for the same date range that will be purged. As it will likely be a lengthy report, it is recommended to send it as e-mail rather than printing it.
To access the Purge Vehicle History File program, type PURGEHST (RET) at any menu "OPTION:" field or the appropriate line number from the Purge Non-Dependent Files menu.T he screen will display:
| OPTION: __ PURGE VEHICLE HISTORY FILE 1 Cutoff Date 07-18-08 2 Starting Code 00 3 Ending Code 89 4 Starting Vehicle # FIRST 5 Ending Vehicle # LAST 6 Sold Only N 7 Purge all for deleted vehicles N 8 Second Employee 1DO PURGE 2 3 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. CUTOFF DATE |
Using the selected date format, enter the cutoff date to purge through. Be careful to change this to an earlier date if the purge should not be through today. Press RET to default to today's date. EXAMPLE: Type 123107 (RET) |
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2. STARTING CODE |
Enter up to 2 numeric characters to indicate the starting history service code to purge. Press RET to default to 00. EXAMPLE:T ype 01 (RET) |
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3. ENDING CODE |
Enter up to 2 numeric characters to indicate the Ending Code you wish to purge. Press RET to default to 89. EXAMPLE: Type 80 (RET) |
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4. STARTING VEHICLE # |
Enter up to 6 alphanumeric characters to indicate the Starting Vehicle Number whose history records are to be purged. Press RET to default to FIRST Vehicle Number. EXAMPLE: Type 14100 (RET) |
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5. ENDING VEHICLE # |
Enter up to 6 alphanumeric characters to indicate the Ending Vehicle Number in a range whose history records are to be purged. Press RET to default to LAST Vehicle Number. EXAMPLE: Press (RET) |
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6. SOLD ONLY |
Enter: Y = Yes. Only sold vehicles which fall within the number range specified in Fields 4 and 5 will have their history records purged. N = No. All vehicles which fall within the number range specified in fields 4 and 5 will have their history records purged. EXAMPLE: Type N (RET) |
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7. PURGE ALL FOR DELETED VEHICLES |
For reasons concerning the way CARS+ operates, certain history records must be kept on the system for un-purged vehicles--even when a complete purge of history records is performed.This field is used to instruct CARS+ to purge all records for purged vehicles. Y = Yes. Purge all history records for vehicles that have been purged from the Inventory File. N = No. The most recent transactions for the first 10 history codes will be saved, even if a complete purge is requested. EXAMPLE: Type N (RET) |
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8. SECOND EMPLOYEE |
This field may or may not display for your operation. User tip: A field in the Edit Miscell. Control Fields screen specifies whether or not a second employee code is required in order to perform a purge of this file. If this field appears, a second employee (who is allowed access to the purge program) is required to enter their employee code and password before the purge will be performed.If the purge is attempted without the second authorized user, the following message will display and the purge will not begin: INVALID VALIDATING EMPLOYEE, PROGRAM ABORTED EXAMPLE: Type MMG(RET) |
The screen will then display:
| OPTION: __ PURGE VEHICLE HISTORY FILE 1 Cutoff Date 12-31-07 2 Starting Code 01 3 Ending Code 10 4 Starting Vehicle # 14100 5 Ending Vehicle # LAST 6 Sold Only N 7 Purge all for deleted vehicles N 8 Second Employee MMG 1DO PURGE 2 3 4 5BACKUP 6 7HELP 8 |
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.
TIPS ON RUNNING THIS PROGRAM.
With the ability to exclude certain types of history
records from purging, certain records may be retained on file longer
than others. For example, it may be useful to retain abbreviated rental agreements (used by the system for
researching parking ticket violations) much longer than vehicle shuttle
movement records. This can be accomplished by doing multiple purges with different parameters.