| OPTION: _________ PURGE DEPENDENT FILES MENU -- PURGE IN THIS ORDER -- 1. Purge Res/Quote Files PURGERES 2. Purge RA File PURGERA 3. Purge Non-Rev Movements PURGENR 4. Purge Cust/Vendor Files PURGECV 5. Purge Vehicle File PURGEVEH 6. Purge Rental Rules/Rates PURGERAT 7. Purge Option Rates PURGEOPT 8. Purge Tour Files PURGETR 9. Purge Credit Card File PURGECC |
ORDER OF PURGING
There are two submenus of Purge Programs
Purging Dependent Files. Some records will purge only if other records referring to them have already been purged. For example, customer records will not purge if there is a Reservation or RA still on file referencing that customer number. If the last 2 years of RAs are kept, any customer who is referenced on those RAs will not be eligible for purging. Purge records in the order they are listed on the Purge Dependent Files Menu.
Purging Non-Dependent Files. Other files within CARS+ are not dependent on any other files. As a result these files can be purged at any time and do not need to be done in any sequence. As an example, the Physical Inventory purge is not dependent on other purges and, therefore, can be done at any time.
DECISIONS ABOUT PURGING
The following items must be considered when making decisions about purging:
DEFINITIONS
The following definitions should help in understanding the concepts involved in the purge process:
RECORD - A collection of information logically belonging together. For example, a customer record contains name and address, special codes, sales data, etc. Certain fields within records such as customer number and customer name are known as KEY fields which are used to obtain direct access to the desired record without reading the entire file.
PURGE - Removing unwanted records from files. When running the purge programs, records are purged from the midst of the file without reducing the size of the file. In other words, gaps are made in the midst of the file which are then reused or filled in when adding new records to the file. These gaps are still considered to be part of the file when the computer calculates the file size. This means that running the purge programs will not visibly increase the amount of free storage, but will allow addition of new records without increasing file size. If a file is allowed to become too large, thereby using too much free space, it can first be purged to remove unwanted records and then rebuilt. Rebuilding a file means to copy it without the gaps left by purged records. The copied file will be smaller. The original file is then deleted.
CHANGING VEHICLE NUMBERS
Some licensees are assigned a range of vehicle numbers and, therefore, must recycle the numbers after a period of time. To keep the old vehicle history records on the system, do the following:
Instead of selling and purging the old inventory record, change the unit’s number by using the Change Vehicle Number program (Fleet Menu). This must be done one vehicle at a time.
For example, assume unit # 12345 was sold 2 years ago and now that number needs to be used for a new vehicle. Rather than purging the old record, use the Change Vehicle Number program to change unit # 12345 to X12345. The system will then have no record of unit # 12345 and that unit number can be used to in-fleet the new vehicle.
Be forewarned, however, that changing a vehicle number will likely require a significant amount of processing time due to the fact that the RA, Reservation, Vehicle History, and other files need to be updated with the change. Refer to the chapter of the manual titled Change Vehicle Number for more information.
PROCEDURES TO BE FOLLOWED IN PERFORMING PURGES
STEP 1: BACKUP DATA PRIOR TO PURGING
Stand alone systems: A complete backup of data should be made prior to purging any file. This provides the security of being able to restore the original file to its pre-purge condition should any problem occur.
CARS+ Internet users need not be concerned about this step as Thermeon backs up data each day.
STEP 2: PRINT REPORTS PRIOR TO PURGING
Some operations want a record of the data which is to be
purged PRIOR to running the purge program. For example, it may be desirable to run a Vehicle History Report prior to purging the Vehicle History file. Like other CARS+ reports, it is recommended that these reports be sent as e-mails rather than printing them.
STEP 3: PURGE IN THE PROPER SEQUENCE
Some records cannot be purged without first purging all cross references to records in other files. Though it is not fatal to the integrity of the data, purging out of order may fail to remove the unwanted records.
Purge records in the order they are listed on the Purge Menu.
STEP 4: RUN THE PURGE PROGRAM
See the instructions for each purge program following this section.
User tip: Operations who use the RealWorld A/R module should purge A/R Open Item file using the "Purge A/R Open Item File" program found on page 2 of the RealWorld A/R Menu. Operations who do not use RealWorld should purge the A/R Open Item file using the CARS+ "Purge A/R Open Items" program found on the PURGE.
| RES/QUOTE PURGE |
RESFIL RESCHG - for reservations being purged XREFIL - cross reference records for the reservations being purged NTSFIL - notes attached to the reservations being purged DEPPAY - deposits taken on reservations being purged CCAUTH - for DEPPAY records being purged CCATHR - for DEPPAY records being purged CCSTTL - for DEPPAY records being purged STLQUE - for DEPPAY records being purged HZRES |
|---|---|
|
RA FILE PURGE |
RAFILE RACHRG - for RAs being purged EXCHNG - for RAs being purged VCHVAL - for RAs being purged DRVFIL - for RAs being purged DMGFIL - damage reports for RAs being purged XREFIL - cross reference records associated with the RAs being purged NTSFIL - notes attached to the RAs being purged DEPPAY - deposits and payments taken on RAs being purged and Petty Cash records CCAUTH - for DEPPAY records being purged CCATHR - for DEPPAY records being purged CCSTTL - for DEPPAY records being purged STLQUE - for DEPPAY records being purged NFFILE - for RAs being purged NFRAFL - for RAs being purged ONEWAY - for RAs being purged INCFIL - incident records related to the RAs being purged The following log files: RAFILE.log, AUXFIL.log, RACHRG.log |
|
NON-REV MOVEMENT |
NRVFIL |
|
VEHICLE HISTORY FILE |
VEHHST - except those with Service Code 92 or which have a Damage Report number VEHSLS VENINV OBJFIL |
| CUSTOMER/VENDOR FILES |
CUSFIL FFTFIL - for the customers being purged VENFIL ADRFIL - Address's for the customers and vendors being purged CUSADR - Address's for the customers being purged VENADR - Address's for the vendors being purged NTSFIL - notes attached to the customers or vendors being purged XREFIL - cross reference records associated with the customers being purged |
| VEHICLE FILE |
VEHFIL NTSFIL - notes attached to the vehicles being purged XREFIL - cross reference records associated with the vehicles being purged VEHFIL.log VEHHST - all records for vehicles being purged |
| PLANNING CALENDAR |
CLSFUT RTEFUT |
| RENTAL RULES/RATES FILE |
OBJFIL RULEFL RATEFL NBRRATE - upsell rates NTSFIL - notes attached to the rates being purged |
| LOG FILES |
all other log files other than those listed elsewhere |
| MARKETING PROMO RECORDS |
NBRFIL - incident entry rental certificates XREFIL - records for certificates being purged |
| RATE CONTROL RECORDS |
RTECAP |
| EMPLOYEE INCENTIVES |
EXTREV |
| FLEET UTILIZATION FILES |
FLTSUM |
| FOP VIEWING LOG |
FOPVEW |
| LOST & FOUND FILE |
LOSTFL |
| TOUR FILES |
ITFILE MANDIT - for IT records being purged TPRFIL - for IT records being purged |
| CREDIT CARD FILE |
CCFILE |
| PHYSICAL INVENTORY FILE |
PHSINV |
| A/R OPEN ITEM FILE |
AROPEN |
| OPTIONAL RATES |
OPTRTE OPTFIL |
| TRACKED SPECIAL DOCUMENTS |
XREFIL - records of individual special documents |