Vehicle records do not consume much disk storage, and most vehicle reports are unaffected by the presence of sold and foreign vehicles in the file. However, it is always good management practice to maintain the same regularity in purging the Vehicle Inventory file as with the other files. Therefore, run this program regularly to remove vehicle records.
A vehicle will NOT be purged if it appears on any RA, Reservation, or Non-Rev record on file. A vehicle MAY be purged even though there are history records for the vehicle in the Vehicle History file.
When specifying sold vehicles for purging, enter a cutoff sale date for selection of sold vehicles. A sold vehicle record is eligible for purging when the sale date is earlier than the cutoff sale date.
To purge foreign vehicles, the vehicle's current location MUST be a foreign location. They must be rented back with a RA or shuttled back with a Non-Rev Movement to a foreign location. No date test occurs for foreign vehicles.
User tip: PRIOR to running this program it may be useful to produce a Vehicles Sold Report for the same date range that the purge will cover. Remember, reports do not have to be printed - they can be sent as e-mail messages.
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 record on the system, change the unit’s number by using the Change Vehicle Number program.
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, change unit # 12345 to X12345. The system will then have no record of unit # 12345 and the number can be used to in-fleet the new vehicle.
Changing a vehicle number may 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.
REMINDER
Remember, Reservations, RAs, and Non-Rev’s must be purged first in order for Vehicles to purge.
To access the Purge Vehicle File program, type PURGEVEH (RET) at any menu "OPTION:" field or the appropriate line number from the Purge Dependent Files menu. The screen will then display:
| OPTION: __ PURGE VEHICLE FILE 1 Sold, Foreign or Both B 2 Sale Date 12-12-08 3 Start Vehicle # FIRST 4 End Vehicle # LAST 5 Second Employee 1DO PURGE 2 3 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
3. START VEHICLE #
|
1. SOLD, FOREIGN, OR BOTH |
Enter 1 alpha character to select the vehicle types to purge. Press RET to default to B. S= Sold EXAMPLE:Type S (RET) |
|
2. SALE DATE |
Using the selected date format, enter the latest sale date to purge through. Be careful to change this to an earlier date if you do not wish to purge through today. Press RET to default to today's date. EXAMPLE:Type 123106 (RET) |
|
Enter up to 6 alphanumeric characters to indicate the starting vehicle number to purge. Press RET to default to the FIRST Vehicle Number. EXAMPLE: Press (RET) |
|
|
4.END VEHICLE # |
Enter up to 6 alphanumeric characters to indicate the ending vehicle number to purge. Press RET to default to the LAST Vehicle Number. EXAMPLE: Press(RET) |
|
5. SECOND EMPLOYEE |
This field may or may not display for your operation. 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) 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. |
The screen will then display:
| OPTION: __ PURGE VEHICLE FILE 1 Sold, Foreign or Both B 2 Sale Date 12-31-06 3 Start Vehicle # FIRST 4 End Vehicle # LAST 5 Second Employee MMG 1DO PURGE 2 3 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PROCESSING.
The following questions will appear:
HAVE YOU BACKED UP YOUR DATA ?
HAVE YOU RUN ALL NEEDED REPORTS ?
ARE YOU SURE YOU WANT TO PURGE ?
Entering "N" to any of them 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.