Program Description
This program can be found on the Contracts File Maintenance menu (CN-3-10). This program will allow elimination of history records before a specified date. There are numerous options within the purge to select the history records that are to be purged. These options include a specific machine, contract, customer, or group of contracts. The different types of history records will be identified and printed out. While the history purge is running, operators can be working in the Contracts system. However, the Contract History Inquiry should not be accessed from the menu or within the Commitment Entry program.
Rev 13 Changes
Internal changes were made to allow operators to print/purge records created though the Re-Activate Contract program (CN-1-8). These records from CNHIST.DT have a record type of T (T=Reactivate).
When the Contract History file is being added to (CNHIST.DT), the index (CNHIST4.IX) will only be deleted from if the invoice number is greater than 0, which will not be the case in this program.
Rev 12 Documentation
Contract History Purge allows you to eliminate contract history records before a specified date. There are numerous options within the purge to select the history records that are to be purged. These options include a specific machine, contract, customer or a group of contracts. The different types of history records will be identified and printed out. The purge is found on the Contract File Maintenance Menu, 3-10.
Enter Data
While the purge is running operators may be working in the Contract system. However, they should not access the Contract History Inquiry off of the menu or within the Commitment Entry program. Also a printer will be not be available while the purge is running. If your operators cannot stay out of the Contract History Inquiry then do not run the purge during the day. Select the desired printer. This printer will not be available until the purge is completed.
During the screen enter a slash (/) to cancel or an up arrow key to go back one space may be entered. Escape (ESC) logic is not available as this could create a damaged record.
Purge History On Or Before Date
Every contract history record is stored with the system date that it was created on. Enter the desired date with which the contract history records are to be purged. As an example, it is now May 31, 1993. The goal is to keep 18 months of contract history on the system. A date of 11/30/91 would be entered. Any history prior to 12/01/91 would be purged. If the goal is to keep 2 years or 24 months of history a date of 05/31/91 would be input. Any history prior to 06/01/91 would be purged. The purge date entered is a factor in all of the purge options. As an example, if a specific customer or contract is entered only history records with a date on or before the purge date will be eliminated. MMDDYY If an invalid date is entered the prompt, Invalid Date -- Enter Again, will appear. The cursor will return for reinput.
Print Item/Serial Numbers Per Contract History Record (Y/N)
A contract history record is created for each machine on the contract. As an example, a contract with 4 machines is cancelled or billed. Four contract history records are created for the cancellation or billing. The purge printout will consolidate the four records into one record identifying the type of history record. Even with the consolidation there can be numerous contract history records for each contract. Each different type of contract transaction creates a history record. Because of this, the print out of a contract's purged history can be very lengthy. On a contract with multiple machines if all of the item and serial numbers are printed for each individual history record, this could be very repetitive and increase the report printout length considerably. However, there is also an advantage to printing the item and serial numbers by each individual history record in that it will show any changes of machines on the contract between different history records. This prompt allows the purge to be printed in the way you prefer. Enter Y for yes to print the individual item and serial number with each of the contract history records. Enter N for no to print the item and serial numbers, found within the history, only once at the beginning of the contract's history printout. Note, when the starting meter and machine removal records are printed their item and serial numbers will always be included regardless of the input at this prompt.
Beginning Contract Number Or A'll
If only one contract and it's history is desired to be purged enter the contract number. If a range of contracts is to be purged enter the beginning contract number. This would be a numeric range so all contracts within the specified contract number range would have their history purged. Enter A for all to purge all contracts. (8 Numeric or A) Note, if a group bill master contract number or a sub-contract number is entered only the entered contract's history will be purged.
Ending Contract Number
Enter a specific or ending range contract number. (8 Numeric) If an ending contract number is entered that is less than the beginning the prompt, Beginning Contract Greater Than Ending Contract , will appear. The cursor will return for reinput.
Beginning Group Bill Number Or A'll
The option is available to purge the contract history that is found on all of the contracts within a group. The group master contract number must be entered. The history found on the group master will be purged. The history, found on the sub-contracts assigned to that group bill master, will also be purged.If one group of contracts and the history is desired to be purged enter the group bill master contract number. If a range of contracts is to be purged enter a beginning group bill master contract number. This would be a numeric range within the specified group bill contract number range. All contracts, with a group bill number within the specified range, would have the history purged. Enter an A for all to purge all contracts. (8 Numeric or A)
Ending Group Bill Number
Enter a specific or ending range group bill master contract number. (8 Numeric) If an ending group bill number is entered that is less than the beginning the prompt, Beginning Group Bill Greater Than Ending Group Bill , will appear. The cursor will return for reinput.
Beginning Item Number Or A'll
If a specific machine's or item's contract history is desired to be purged enter that item number. If a range of items is to be purged enter the beginning item number. All items that fall within the designated range would be purged. Enter an A to purge all items. (18 Alphanumeric)
Ending Item Number
Enter a specific or ending range item number. (18 Alphanumeric) If an ending item number is entered that is less than the beginning the prompt, Beginning Item Number Greater Than Ending Item , will appear. The cursor will return for reinput.
Beginning Serial Number Or A'll
If a specific machine's serial number is desired to be purged enter that serial number. If a range of serial numbers is to be purged enter the beginning serial number. All serial numbers that fall within the designated range would have the history purged. Enter an A to purge all serial numbers. (18 Alphanumeric)
Ending Serial Number
Enter a specific or ending range serial number. (18 Alphanumeric) If an ending serial number is entered that is less than the beginning the prompt, Beginning Serial Number Greater Than Ending Serial, will appear. The cursor will return for reinput.
Beginning Customer Number Or A'll
To purge the history for a specific customer enter the desired contract ship to customer number. If a range is desired enter a beginning contract ship to customer number. All contract history records found with the designated customer numbers will be purged. Enter an A for all to purge all customers. (8 Numeric or A)
Ending Customer Number
Enter a specific or ending range contract ship to customer number. (8 Numeric or A) If an ending customer number is entered that is less than the beginning the prompt, Beginning Customer Greater Than Ending Customer , will appear. The cursor will return for reinput.
Form Feed Between Contracts (Y/N)
Enter Y for yes if the printout of the purged history should form feed a page and begin a new page for each different contract. Enter N for no to not form feed a page when a new contract begins printing.
OK To Continue (Y/N)
Once Y for yes is entered the purge will begin and cannot be interrupted. Review the input before entering Y for yes. Enter N for no to return to the initial prompt, Purge History On Or Before Date. A / slash can be used to exit the program.
As the purge is processing the contract numbers will be displayed. When the purge is completed a message, Total Records Purged ## , will be displayed on the screen. This is the number of contract history records that were purged. The cursor will be at the following prompt.
Enter 'Y' To Return To Menu
The purge does not return to the menu when it is finished until Y is entered. A Y for yes is the only acceptable input. The reason for this is to alert the operator that the purge is completed and also to alert the operator if there were any errors encountered during the purge. If there are errors an additional message will appear as follows.
** There Were Errors Encountered - Consult Report And Call LMS **
Look through the purge printout and find where an error message is printed. The LMS Support Department should then be called and the errors reported.
Report Results
All types of contract history records are purged together. There is no option to purge by a specific type of history record. History will be purged on a cancelled contract if the history falls within the purge input options. There are five sample purge printouts included. As the data that prints on the history purge printout is described, please refer to the sample reports. Each sample report will reflect a specific contract.
The first two sample reports are for contract 2401. This will illustrate the difference in the purge printout when responding to the prompt, Print Item/Serial Numbers Per Contract History Record (Y/N). The first printout of contract 2401 was run with the response to the prompt as N for no. Note that the items and serial numbers that are found on the history records are printed only once at the beginning of the purge print out. Also note that the start meter and machine removal history records print the item and serial number that was on the history record. The second purge printout of contract 2401 was run with Y for yes to the prompt, Print Item/Serial Numbers Per Contract History Record (Y/N). Notice the increased length of the printout.
The following information is included on the purge printout. The purge prints in group bill contract number order. The individual history records are printed in most recent date order.
GROUP BILL The contract group bill number.
CONTRACT The contract number. The history that is printed is for this contract.
CUSTOMER The ship to customer number found in the history record. The customer name from the current Customer File. If the contract has been cancelled and the customer number has been deleted, * INVALID CUSTOMER *, will be printed after the customer number.
ITEM: SERIAL: The item and serial numbers that are found on the contract history records. These will be printed after each history record or at the beginning of the purge printout. All of the contract history records that are purged are printed. Like records are consolidated into one. As an example, a contract with 4 machines will create 4 history records for the same activity. Instead of printing 4 history records only 1 will print. There are 10 possible types of history records. Depending upon the type different information will be included.
ACTIVITY A description of the contract history type. The possible activities are as follows.
COMMITTED This is a history record that was created when committing and billing the contract through the Commitment Entry program.
DELETED This is a history record that was created when putting a contract on delete status through the Commitment Entry program.
REOPENED This is a history record that was created when a contract was removed from a delete commitment status and put on open status through the Commitment Entry program.
CANCELLED This is a history record that was created when cancelling a contract through Contract Cancellation or the Delete Status Cancellation Report.
INACTIVATED This is a history record that was created when a contract is made inactive in the Contract Cancellation program.
MACH. REMOVED This is a history record that was created when a machine is deleted from a contract through Contract Changes.
START METER This is a history record that was created when the start meter was changed on a machine in the Contract Changes program. A start meter record is also created when a method 3 contract becomes a meter renewal in the Meter Reading Entry program.
BILLED This is a history record that was created when a contract is billed through Contract Billing, Commitment Entry, and Meter Reading Entry. All of the examples have a billing record.
VOIDED This is a history record that was created when a contract invoice is voided through the Contract Invoice Void program.
CREDIT MEMO This is a history record that was created when a contract invoice, that is in the Contract History File, is entered when creating a credit memo.
MR This will print if the contract was a method 3 meter renewal at the time the history record was created. Only committed, deleted and cancelled type history records will print MR.
SYSTEM DATE This is the date the history record was created. This is the date that must be before or on the entered purge date for the record to purge.
BILL METH The billing method of the contract when the history record was created.
B.P. BASE The billing period of the base when the contract history record was created.
B.P. METER The billing period of the meter when the contract history record was created.
CONTRACT DATES The start and expiration date of the contract when the contract history record was created.
COPIES ALLOWED The total copies allowed on a method 2. The expiration copies on a method 3. On a method 1 an amount will print if the first quantity break is greater than zero and the first quantity rate is zero. This will be the total of all the machines. All other methods and scenarios will be zero. This is the copies allowed at the time the history record was created.
PRICE The total base price at the time the history record was created.
CANCEL CODE The cancellation code that was entered when a contract is cancelled or put on delete status. Only deleted and cancelled records will print a code.
INVOICE NUMBER The invoice number that was assigned at the time of the contract billing or credit memo. The invoice number that was voided. Only billed, voided and credit memo records will include an invoice number.
DATE PAID The date the contract invoice was paid and left the balance at zero. Only billed records will reflect a date paid.
CREDIT MEMO The credit memo number assigned to the contract invoice that was credited. Only credit memo records will print a credit memo number.
AUTHORIZATION PERSON The name that was entered when the contract was committed or put on delete status through the Commitment Entry program. Only deleted and committed records will include an authorization person.
START METER: OLD START: This will only print on start meter records. This is the original start meter and the new start meter that was entered.
LAST METER: LAST METER DATE: This will only print on machine removed records. This is the most current meter reading and date at the time the machine was deleted from the contract.
TOTAL RECORDS PURGED This is the total number of contract history records that were purged. Each individual machine's history record is counted. Note, that if a count is made of each machine listed on the example that lists the machines by each record, there are 32 listed. That is the amount of the total records purged. When purging more than one contract the total records purged is for all of the contracts combined.