Purge and Archive

You use this program to copy lot transactions and inspection records to an archive file as well as purge transaction details for lots that are complete.

Menu and Toolbar

Field	Description
Start processing	This begins processing according to your selections.
Restore Lot	This re-establishes all the files that were previously archived for a lot. The stock code, warehouse and lot number must be entered to restore a lot. If multiple bins is used then the bin number must also be entered. If multiple bins are not enabled against the warehouse, the bin number in the Bin field must be the same as the bin defined against the warehouse.
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 (i.e. they are not saved at role or group level).

Lot Purge and Archive Criteria

Field	Description
Archive Details
Archive number	Indicates the name of the archive file that is generated. You can use the Browse on Archived Lots program to view details of all the files that were archived for lots.
Archive lots completed	Indicates the cut-off date according to which you want completed lot records to be archived. A complete lot record is on where the quantity on hand for a lot reaches zero prior to the specified archive date.
Archive expired lots only	Archives only lots which have expired.
Thorough bin check	Validates the bin location field in the lot master table. This is generally used when toggling the Multiple bins option (Inventory Setup). If multiple bins is enabled then every lot entry must have a value in the bin field, otherwise the default bin location is used. If multiple bins is disabled then any entries with a value in the bin area is removed and a single lot entry is made for the total for that lot number. The transactions are treated in the same way.
Archive Text
Click to add notes	Select this to use the Admin Notepad Editor (Monospaced Text) program to enter free format text you want to store in the archive file (e.g. to describe where the archived information is actually stored).
After processing completed	These options are displayed within programs that can be automated. They let you indicate the action you want to perform once processing is complete.
Close this application	This exits the program once processing is complete. Don't select this if you want to be able to view the information on screen when processing is complete, or you want to print or email the contents of the Report pane.
Product Recall Archive Details	These options enable you to specify criteria according to which you want to archive product recall details.
Product recall archive	Select this to include product recall data when archiving.
Product recall archive number	This indicates the archive file name that is generated.
Product recall completed	This indicates the cut-off date according to which you want completed product recall records to be archived.
Product recall comment	This lets you add a comment for archived product recalls.

Lot Purge and Archive Results

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).

Notes and warnings

Restrictions and limits

• Once a lot has been archived, you cannot process further transactions for the lot, unless you select to restore the files from archive.

• You cannot restore a lot that contains any serialized items.

• You cannot restore archived lots if you archived while Multiple bins were required (Inventory Setup) and you then switched multiple bins off. When multiple bins are not required, the Bin field defaults to the default bin (usually the warehouse code) and you cannot access the Bin field on the Restore Archived Lot screen.

• A lot is not archived if there is a quantity still in inspection for the lot (see WIP Inspection Maintenance).

• A lot is not archived if there is a quantity reserved against the lot (see WIP Reserve Lots & Serials Maintenance) even if the lot has a zero quantity on hand and the last processed date for the lot is before the date selected.

• WIP inspection records are not archived if the Capture lots at end of WIP inspection option is enabled (Work in Progress Setup) as no lot information is available until the item is accepted into stock.

Deletion considerations

• When a lot is archived (and its associated transactions deleted) the program automatically deletes and archives any inspection records held against the lot.

  Similarly, if the lot is serialized, then any serial transactions relating to issues or sales generated for the archived lot are also archived. This ensures that transaction records are retained even if the serial is deleted by the Serial File Purge program (this program deletes serial numbers and transactions for traceable items only once the lot has been archived).

• The lot master file comprises of a header record and a transaction record. The header record is never deleted from the lot master table; only the lot transactions are deleted and archived. When you query an archived lot, you are given details of when it was archived and the actual archive file name in which the lot transaction records are stored.

Hints and tips

Backup considerations

• We recommend that you back up the archive file with a relative path name, and that the archive index portion of the file is backed up at the same time.

  This enables you to restore the archive file into a folder that differs from the one in which it was created (useful, if space is limited).

  For example:

  If your archive file was created in: /u/syspro/ATRC001, then you should first change to the /u/syspro folder before backing up the file ATRC001 (without specifying the folder name /u/syspro).

  Backing up the index portion of the archive file (e.g. ATRC001.idx) enables you to query the restored archive file without first having to reindex it.