You can use the tasks on the Sales Order Utilities menu to purge sales order data as necessary, including expired orders/quotes, obsolete sales orders, order/quote history, lot/serial history, sales history, and the Sales Order Recap. The Sales Order Recap can also be purged automatically at year end.
Purging history is useful for storage performance and when your hard disk is nearing its storage capacity limit. It is required that you keep at least two years of sales history.
Before You Begin
Be sure to back up your data before purging it.
Use one, all, or a combination of the following methods to purge sales order data
To purge expired master orders, expired repeating orders, and expired price quotes
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Select Sales Order Utilities menu > Purge Expired Orders/Quotes.
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Select the Remove Expired Master Orders, Remove Expired Repeating Orders, and/or Remove Expired Price Quotes check boxes as desired. For more information, see Purge Expired Orders/Quotes – Fields.
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At the Remove Order/Quotes Expired on or Before field, enter the expiration date to use for removing orders/quotes. All selected orders/quotes that expired on or before this date will be permanently removed from the system.
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Click Proceed. When prompted to remove expired orders/quotes, click Yes.
To purge obsolete sales orders
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Select Sales Order Utilities menu > Purge Obsolete Sales Orders.
Note This task is not available if sales order invoice data entry is in progress.
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Enter the cutoff date for removing obsolete sales orders. All selected obsolete orders entered on or before this date will be permanently removed from the system. For more information, see Purge Obsolete Sales Orders – Fields.
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At the Operand and Value fields, select the sales orders to permanently remove from the system.
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Click Proceed. When prompted to remove the selected sales orders, click Yes.
To purge order/quote history
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Select Sales Order Utilities menu > Purge Order/Quote History.
Note This task is available only if the Retain Sales Orders/Quote History check box is selected in the Sales Order Options window.
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Enter the cutoff date for removing sales order/quote history. All sales order/quote history dated on or before this date will be permanently removed from the system. For more information, see Purge Order/Quote History – Fields.
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Click Proceed. When prompted to remove order/quote history, click Yes.
To purge lot/serial number history
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Select Sales Order Utilities menu > Purge Lot/Serial History.
Note This task is available only if Lot Items, Serial Items, or Both Lot & Serial is selected in the Retain Lot/Serial Item Sales History field in the Sales Order Options window.
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Enter the cutoff date for removing lot/serial number history. All lot/serial number history dated on or before this date will be permanently removed from the system. For more information, see Purge Lot/Serial History – Fields.
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Click Proceed. When prompted to remove lot/serial history, click Yes.
To purge sales history
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Select Sales Order Utilities menu > Purge Sales History.
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Enter the basis for removing sales history.
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If your accounting system is based on fiscal years, select Posting Date.
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If your accounting system is based on calendar years, select Invoice Date.
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Select the cutoff date for removing sales history. All sales history dated on or before this date will be permanently removed from the system. For more information, see Purge Sales History – Fields.
Note You are required to retain at least two years of sales history.
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Click Proceed. When prompted to remove sales history, click Yes.
To purge the Sales Order Recap file
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Select Sales Order Utilities menu > Purge Sales Order Recap.
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Enter the cutoff date for removing records in the Sales Order Recap file. All records in the file dated on or before this date will be permanently removed from the system. For more information, see Purge Sales Order Recap – Fields.
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Click Proceed. When prompted to remove sales history, click Yes.
The selected sales order data is permanently removed from the system, and the system activity log is updated with the date, time, company code, user logon, purge description, and purge date.
