Order Purge

Sales Orders > Order Purge

Order Purge

You use this program to balance the sales order allocations for stocked items and to delete or archive information that is no longer required within the Sales Order module.

Toolbar and menu

Field	Description
Start Processing	Select this to process the function you selected.
Print	Select this to print the information currently displayed in the Messages, Sales Order Purge Report and Balance Exception Report panes. By default, all of these panes are selected for printing, but you can indicate which ones to print in the After Processing Complete section of the Information pane.
Save Form Values	This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode. Form values and defaults are applied at operator level. They are not saved at role or group level.

Information

Field Description

Control details

Company(s) This indicates all the companies that share the current company's inventory file (Company Setup).

History retention is expressed in days This indicates that you are retaining history in days (i.e. the values entered for the Number of days to retain options represent days). See Sales Orders Setup.

History retention is expressed in months This indicates that you are retaining history in months (i.e. the values entered for the Number of days to retain options represent months). See Sales Orders Setup.

Processing options

Function Indicate the processing function you want to perform.

Balance Select this to correct any out-of-balance situation which may arise when the ship quantity against an order line does not match the serial/bin/lot allocations.

Purge

Select this to delete orders, invoice reprints, dispatch notes and or dispatch invoice reprints.

You use the Purge options to indicate what you want to delete.

Balance and purge Select this to perform both the Balance and Purge functions.

Balance options These options are only available when you select the Balance or Balance and purge functions.

Validate inventory quantity allocations Select this to reset the inventory, customer, and sales order files according to quantities held on the order file.

Update descriptions from inv master Enable this to check the stock code descriptions on all sales order lines against the stock code descriptions in the Inventory master file, and to replace the descriptions against the sales order lines with the descriptions from the Inventory master file where they differ.

Update price codes

If your pricing method is defined as simple or extended, then this option enables you to update the order file with any price changes made to a stock item where the order is in a specific status.

The specific status is defined at the option: Order status codes used (Sales Orders Setup).

Update fax/email from customer

Enable this to update all active sales orders with changes made to fax/email document transmission methods in the Customers program.

The same option is also displayed after changing the fax/email document transmission method against an individual customer and saving the details.

This is useful when your customers suddenly decide that they want to receive documents via email or fax rather than post.


	This does not update the actual fax/email information held against the customer.

Update fax/email on reprint data

Enable this to update all reprint data on the sales orders updated with the Update fax/email from customer option.

This is only enabled when Update fax/email from customer is enabled.

The same option is also displayed when changing the fax/email document transmission method against an individual customer and saving the details.


	This does not update the actual fax/email information held against the customer.

Balance serial tracking qty available

Select this to re-allocate serial numbers from order lines that are for serialized items as well as re-allocate inventory to any manual serial numbers in stock which are on loan, in for a service or at the service depot.

This only applies when the Serial tracking system required option is enabled (Inventory Setup).

Warehouses

Warehouse selection Indicate the warehouse(es) for which you want to validate inventory quantity allocations.

Purge options These options are only available when you select the Purge or Balance and purge functions.

Purge orders

Select this to purge or archive orders that are no longer required by the system.

When you select this option, counter sale deposit detail records attached to the orders purged are also purged.

Purge invoice reprint

Select this to purge invoices from the invoice reprint file according to the number of days/months you are retaining information in this file (Sales Orders Setup). Counter sale payment details attached to the sales order reprint records being purged are also purged.

The retention period is calculated as the difference (in days) between the current company date and the invoice date held on the Sales Order Master Reprint record.

When the Customer delivery performance file option is enabled (Sales Orders Setup) and you select to purge the invoice reprint file, then performance records are deleted if they are older than the number of days/months for which you are retaining these records (Sales Orders Setup).

The retention period is calculated as the difference (in days) between the current company date and the invoice date held on the delivery performance record.

Purge invoice index

Select this to remove invoice number entries in the ArInvoiceReference table providing they do not exist in the SorMaster (Sales Order Master), ArInvoice (normal invoices), MdnMaster (Dispatch note invoices) or MdnMasterCons (consolidated Dispatch note invoices) tables.

This enables you to re-use invoice numbers which were not used (for example if you changed a Sales order to status 8 and then cancelled the order).

No entries are written to the ArInvoiceReference table when the Same invoice for different customers option is enabled (Set Key Information).

Purge dispatch notes

Select this to purge completed dispatch notes where the number of days/months to retain them has been exceeded (Sales Orders Setup). This will delete the header and the associated details, including bins, lots etc.

The retention period for complete dispatch notes is calculated as the difference (in days) between the current company date and the date on which the dispatch invoices were created.

Purge dispatch invoice reprint

Select this to purge dispatch invoices and consolidated dispatch invoices where the number of days/months to retain the reprint file has been exceeded (Sales Orders Setup). Counter sale payment details attached to the sales order reprint records being purged are also purged. This will delete the reprint dispatch invoice / reprint consolidated dispatch invoice headers, and all associated reprint details including lots, bins etc.

The retention period for dispatch invoices is calculated as the difference (in days) between the current company date and the date on which the dispatch invoices were created.

The retention period for consolidated dispatch invoices is calculated as the difference (in days) between the current company date and the date on which the dispatch invoices were last printed.

Purge details

The Purge details are displayed for information purposes only and cannot be changed here.

If any of these fields are blank, it indicates that you are retaining the history for that item indefinitely (i.e. 999 is entered against the Number of days to retain option for that item (Sales Orders Setup). No details are deleted for those items.

No purge against an item indicates that no details will be purged for that item, as the item was not selected in the Purge options above.

Refer to the Purge options above and to Purge for additional details.

After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Messages

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

The message Unallocated scheduled orders remain; they can only be allocated using the S/O Purge Scheduled Allocations program is displayed when there are scheduled orders with either stocked or non stocked lines that have not yet been allocated and you ran the Balance function without enabling the Validate inventory quantity allocations option.

You can use the following SQL query to identify these orders:
```
SELECT * FROM [SorMaster] a
LEFT JOIN [SorDetail] b ON (a.SalesOrder = b.SalesOrder) 
WHERE (a.ScheduledOrdFlag = 'Y' AND 
(b.LineType = '1' OR b.LineType = '7') 
AND b.MAllocStatSched <> 'Y')
```

Sales Order Purge Report

Balance Exception Report

Balance

The system performs the following routine for a Balance:

The system checks that the ship quantity against each order line matches the serial/bin/lot allocations.

If the program detects an imbalance, then the quantities are changed to match the lowest quantity as follows:
- If the lowest quantity is the order line ship quantity, then the lot/serial/bin allocation file quantities are updated to match this total.
- If the lowest quantity is that allocated to either lots, or bins, or serials, then the allocation quantities against the other numbers are changed to match the lowest quantity, and the order line ship quantity is reduced. The difference is placed on back order (i.e. whatever is reduced from ship quantity is added to back order quantity on the order line).
Order lines for traceable stock items are processed as follows:
- The lot number master file is processed and the quantity to ship figure is reset to zero.
- During the phase where inventory is re-allocated, the order ship quantity is added to the lot quantity to ship field - providing that it is not for a scheduled order.
- For scheduled orders: if the lot number has not been entered against the order line, the outstanding order quantity is forced into the backorder figure of the order line, and the ship quantity field is set to zero. If the lot number has already been defined, and if the order ship quantity does not exceed the lot quantity on hand, then the order ship quantity is added to the lot quantity to ship field.
The blanket sales order files/tables are excluded from the Balance function.
The Order Purge program detects and reports the existence of unallocated scheduled orders as part of the Balance function. You use the Scheduled Order Allocations program to allocate stock to these orders as required.
If the Work in Progress module is installed and the setup option: Reserve serials for allocations is set to either Yes or Prompt operator (Work in Progress Setup) and you select the option: Balance serial tracking quantity available, then the Order Purge program checks for any outstanding material allocation reservations for each serial number and reduces the quantity available by the quantities reserved. This ensures that the quantity available on the serial tracking header is correct.
If the option to Validate inventory quantity allocations and the option Reserve stock for confirmed jobs are enabled (Work in Progress Setup) then:
- the quantity re-allocated includes the reserved quantity against job allocations.
- the WIP reserved quantity against the warehouse is balanced.
- for ECC controlled items, the quantity reserved for the item at revision/release level is balanced.

Purge


	If the option: Archive completed sales orders is enabled (Sales Orders Setup) then when you purge sales orders, the archiving function is performed as part of this processing phase. You can define the maximum number of sales orders that must be saved to each archive file (see Sales Orders Setup). The file name(s) created by the archive process are printed at the end of the report produced by the Order Purge program.

The system performs the following routine when doing a Purge:

Orders and order lines matching the purging criteria are processed as follows:
- Completed, cancelled or aborted orders.
  
  Completed sales orders are purged when the number of days/months to retain them is exceeded (Sales Orders Setup). The retention period is calculated as the difference between the current company date and the date of the last document print, held on the Sales Order Master record.
  
  If you selected the option: Archive completed sales orders (Sales Orders Setup) then completed orders matching the criteria for purging are archived before being deleted (see Archiving).
- Completed order lines.
  
  Completed stocked, non-stocked, freight and miscellaneous order lines are only deleted if you enabled the option: Delete completed order lines (Sales Orders Setup). Otherwise completed order lines are deleted only when the entire order is complete.
- Order lines with no detail lines
  
  Order headers that contain no order detail lines will be deleted, regardless of settings.
- Backorder lines that have been fully shipped.
  
  The backorder and allocations field on the inventory master files is reset.
- Counter Sales deposit records linked to a sales order which is purged are also purged, if you selected the option: Purge orders.
  
  Specifically, the Counter Sales Deposit Definition, Counter Sales Deposit Detail and Counter Sales Deposit Comment records are purged.
- Counter Sales Payment Detail records linked to a sales order which is purged are purged if you selected the options: Purge invoice reprint and/or Purge dispatch invoice reprint.
The number of orders held against the customer is reset.
Order Analysis records

Order analysis records are purged when the number of days/monthd to retain them is exceeded (Sales Orders Setup).

The retention period is calculated as the difference between the current company date and the transaction date held on each of the order analysis tables/files. Order analysis tables/files are created according to your selections at the Order Analysis files to be generated option (Sales Orders Setup).
Custom form fields

When you invoice sales orders that contain custom form fields, the invoice numbers are written to the custom form tables. These records are only deleted when the reprint information is deleted. When only the Purge orders option is selected, the program does not remove any records in any table that is linked to an invoice number. If you then re-cycle the sales order numbers, the sales orders will contain old customized field records such as courier tracking numbers, for example.

In order to purge the lines linked to an invoice number as well, you need to also select Purge invoice reprint and Purge Dispatch invoice reprint (where applicable) and ensure that the purge date falls outside the history retention period defined for the Reprint file and for Completed sales orders (Sales Orders Setup).

Notes and warnings

Prerequisites

It is strongly recommended that you take a backup of your data before processing the Purge or Balance and Purge function.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

Open the program for which you want to insert application help into a customized pane.

This functionality is only available for a program that has panes.
Right-click any form field.

You can also click the triangle menu icon that appears in the title area of a pane.
Select Insert Application Help from the context-sensitive menu.

The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

Select the Close icon in the right-hand corner of the application help pane.
Confirm that you want to delete the pane.