File Purging
File Purging
Purpose: To delete data from your disk drive. Important: Purging a file is the same as deleting it.
All purge programs allow you to save the data to tape or diskette before deleting. Either media type is acceptable; however, a tape is quicker if you are saving a large amount of data. If you choose to save data to a diskette, and you exceed the available memory on one diskette: you will be prompted to insert another.
There are four (4) reasons to purge a file:
- Your computer is getting low on disk space. You can save the data on a tape or diskette so that you can retrieve it at a later date.
- Your daily backup is exceeding one tape and you don't want to switch tapes.
- Accessing a file or running reports, which access a file, becomes very slow due to the amount of data it contains.
- A file contains data that you no longer need since you have a printed copy of the information.
There is no set rule for purging data from your system; however, you should be consistent in reference to the elapsed time between purges. A list of file purges broken down by module is shown below.
| File Maintenance | Accounts Receivable |
| Customer Records | Accounts Receivable Records |
| Storage and Billing | Inventory Control |
| Location History Records | Purchase Orders |
| Storage Proposals | Receiver Master Records |
| Vendor Returns | |
| Point Of Sale | Accounts Payable |
| Ship's Store Records (tickets) SS | Accounts Payable Records |
| Point of Sale (tickets) SI | |
| Order Entry (tickets) SOR | |
| T. Point of Sale POS | |
| Service | Boat Sales and Inventory |
| Work Orders | Not Available |
| Work Order Estimates | |
| Reservations | DM Journals |
| Reservation Records | G/L Journal Transactions |
| Billing Records (A/R & BS) | |
| G/L Files by Period | |
| General Ledger | Order Entry |
| GAAP files by period | Sales Orders |
| Sales Invoices | |
| Sales Analysis | |
| System Administration | Launch Management |
| File Transaction Log | Haul/Launch Schedule |
From the menu select System Administration, Purges.
- Process Name – Click on the down arrow to select a file to purge. If other files will also be purged, a window will display a list of ancillary files, which will also be purged.
- Ending Purge Date - If applicable, enter an Ending Purge Date or ALL. This should be the last date that you want to purge information. For example, if you want to purge all Work Order Estimates up to Dec. 31, 2002, enter 12/31/02 as the Ending Purge Date. All Estimates with a date less than or equal to 12/31/02 will be purged.
- Save to Media – Click the Save to Media box to save the purged data to a storage media or leave it blank to delete the information.
- Media Type – If clicked the Save to Media box, click on the down arrow and select a Media Type to store the purged data.
- Click the Purge button to start the purge process.