Inventory Transaction Purge (INFM007)

Inventory Transaction Purge can be found on the Inventory File Maintenance menu, 3-7.  The purge has been added to allow purging of the Inventory Transactions when you feel it is necessary or to clean up some file space.  Records can be purged by product class, transaction warehouse, item number and transaction type.  The dates of the records to be purged are specified.  The purge can be run for everything except for the current accounting month’s transactions.  You also have the option to print the purged records.

 

The Imwactd file is the file that is purged.  This file is updated by the programs On Order Posting/Adjustments, Inventory Receipts, On Hand Adjustments, Back Order Adjustments, Allocation Adjustments, Inventory Transfer, Automatic Inventory Transfer, Physical Posting, Remote Physical Posting, P.O. Receipts, and P.O. File Maintenance (when reversing a P.O. Receipt).  The file is also updated when an item and Item/warehouse record is accessed in the change mode or deleted in Item File Maintenance and Warehouse/Item File Maintenance.  Accessing a Serial File record in the change mode in the programs Machine Placement and Serial File Maintenance creates an Imwactd record.  Accessing an existing machine through the add mode in Machine Placement also creates an Imwactd record as this is basically a change.  Deleting a Serial File out of Serial File Maintenance creates an Imwactd record.  All transactions entered through these listed programs are included on the Inventory Transaction Purge.  The information stored in the Imwactd File is maintained on the system until this purge is run.  You may maintain the information as long as you desire.  The program, Initialize Index Files which must be run with the AR Billing End of Month Procedures, marks the current month’s transaction as not a current month transaction.  This enables the purge to never purge the current accounting month’s transactions.

 

For details on the updating to the Inventory Transaction File each transaction type, please review the documentation on the individual programs.

 

The records written to the Imwactd File from the transactions of changing and deleting items and item warehouse and serial records may be numerous.  This depends on how many people have access to these programs especially using the change mode. You may want to purge these transactions more often and not keep them on the system as long as the actual inventory movement transactions.  This provides more file space.

 

 

 

Enter Data

 

It is not necessary for operators to be off the system during the purge.  The printer selection routine appears.  During the input an up arrow ^ to go back one entry or a slash / to cancel can be entered.

Enter Date To Purge Inventory Transactions (Ex. 123195) Or

‘A’ For All Transactions Prior To Current Month

 

 

All of the inventory transactions for the purge go by the date the transaction was entered into the computer.  The Inventory and P.O. Receipts programs store the entered date received as the transaction date.  The rest of the Inventory Data Entry programs store the transaction date as the date entered at the menu prompt upon entry to the program.  Entering a date at this prompt purges all transactions that have a stored transaction date that is equal to or before the inputted date.  When an invalid date is input, the prompt Invalid Date – Enter Again appears.  The cursor returns for reinput.  Enter an A for all transactions prior to the current month.  Note:  As stated earlier, current month inventory transactions are never purged.  (MMDDYY)

 

 

 

Enter Data  (Cont’d)

 

Beginning Product Class Or A’ll

 

Enter a beginning or specific product class.  Enter an A for all product classes.  When specifying product classes, only items assigned to the designated product classes are included.  This is the product class at the time of the transaction stored in the Imwactd File not the current product class of an item.  (4 Digits or A)

 

Enter Ending Product Class

 

The cursor only stops at this prompt when a beginning product class is entered.  Whatever was input as the beginning product class displays as the default ending product class.  A carriage return accepts the default.  This can be overridden, if desired.  Enter the desired ending product class number.  If an ending number is input that is less than the beginning, the prompt Beginning Product Class Greater Than Ending appears.  The cursor returns for reinput.  (4 Digits)

 

Beginning Warehouse Or A’ll

 

Enter a beginning or specific warehouse number or an A for all warehouses that had inventory transactions within the designated parameters.  When specifying a specific warehouse or range, only inventory transactions for the included warehouses are included in the purge. (1 - 9999 Or A)

 

Ending Warehouse

 

The cursor only stops at this prompt when a beginning warehouse number is entered.  Whatever was input as the beginning warehouse displays as the default ending warehouse.  A carriage return accepts the default.  This can be overridden, if desired.  Enter the desired ending warehouse number.  If an ending number is input that is less than the beginning, the prompt Beginning Warehouse Greater Than Ending appears.  The cursor returns for reinput. (1-9999)

 

Beginning Item Number Or A’ll

 

Enter a beginning or specific item number.  Enter an A for all item numbers.  When specifying an item number or range, only those items are included.  (18 Alphanumeric)

 

 

 

Enter Data  (Cont’d)

 

Enter Ending Item Number

 

The cursor only stops at this prompt when a beginning item number is entered.  Whatever was input as the beginning item number displays as the default ending item number.  A carriage return accepts the default.  This can be overridden, if desired.  Enter the desired ending item number.  If an ending number is input that is less than the beginning, the prompt Beginning Item Number Greater Than Ending appears.  The cursor returns for reinput.  (18 Alphanumeric)

 

 

To include all types of inventory transactions regardless of the program that the transaction occurred in, enter an A for all.  You may also designate only one type of inventory transaction to be purged.  Enter a 1 to only include on order adjustment transactions entered through the program On Order Adjustments.  Enter a 2 to only include on hand adjustment transactions entered through the program On Hand Adjustments.  Enter a 3 to only include back order adjustment transactions entered through the program Back Order Adjustments.  Enter a 4 to only include allocated adjustment transactions entered through the program Allocation Adjustments.  Enter a 5 to only include transfer transactions entered through the programs Inventory Transfer and Automatic Inventory Transfer.  Enter a 6 to only include receipt transactions entered through the programs Inventory Receipts, P.O. Receipts, and P.O. File Maintenance.  Enter a 7 to only include physical posting transactions entered through the programs Physical Posting and Remote Physical Posting.  Enter an 8 to only include Item and Item Warehouse File changes and delete transactions entered through the programs Item File Maintenance and Warehouse Item File Maintenance. Enter a 9 to only include Serial File changes and delete transactions entered through the programs Machine Placement and Serial File Maintenance.   For example, you only want to purge the items that have had inventory transfers.  Enter 5 and only inventory transfer transactions are purged.  Note:  When transfers are purged both the to and from warehouses are included.

 

 

 

Enter Data  (Cont’d)

 

Do You Want A Printout Of What Is Purged (Y/N)

 

The cursor stops at this prompt every time you do a purge.  Y for yes prints to the printer selected at the very beginning of the purge.  N for no purges the records and does not print a report printing what was purged.

 

Continue (Y/N)

 

Y for yes continues with the purge.  N for no returns the cursor to the Enter Date To Purge Inventory Transactions (Ex. 123195) Or ‘A’ For All Transactions Prior To Current Month and the purge is not performed.  This is the last prompt to check the input for accuracy.  Once a Y for yes is input, the purge begins and the records are deleted from the system.

 

If the purge was run for a range of warehouses, items or product classes and there were no inventory transactions done for those ranges, the following prompt appears at the bottom of the screen.  A carriage return exits the program.

 

No Inventory Transactions To Purge

Press ‘CR’ to Continue

 

 

 

 

Results

Only inventory transactions that fall within the designated purge parameters are deleted from the system.  The file that is purged is the Imwactd File.  Current month inventory transactions are never purged.

 

When printing the purged records, the items that had inventory transactions are printed in item number order.  Within each item, the records are printed in warehouse number order.  Inventory transfer records are included under the to and the from warehouse.  The following information is included for each item that had an inventory transaction.  All information is from the Imwactd File unless noted.

 

ITEM NUMBER  Note:  On P.O. Receipts transactions, this is not the Vendor Item Number.

 

DESCRIPTION  The full description of the item number at the time of the transaction.  This is from the first Imwactd transaction that is included on the purge for the item.

 

WH#  The number of the warehouse upon which the transaction occurred.  Note:  On Serial File deletions and changes the warehouse is zero when the machine is not in your inventory.  The machine is at a customer site or is no longer serviced.

 

WAREHOUSE  The description of the warehouse from the Warehouse File.

 

TRAN TYPE  This is the program that the transaction was made in.  The possible options are as follows.

 

O/O ADJ  Transactions from On Order Adjustments.

 

O/H ADJ  Transactions from On Hand Adjustments.

 

B/O ADJ  Transactions from Back Order Adjustments.

 

ALLOC ADJ  Transactions from Allocation Adjustments.

 

TRAN-FROM  Transactions from Inventory Transfer and Automatic Inventory Transfer.  This is the record that prints under the warehouse that the quantity was transferred out of.  Also included is the number of the warehouse to which the item was transferred.

 

 

 

Results  (Cont’d)

 

TRAN-TO  Transactions from Inventory Transfer and Automatic Inventory Transfer.  This is the record that prints under the warehouse to which the quantity was transferred.  Also included is the number of the warehouse that the item was transferred from.

 

RECEIPT  Transactions from P.O. Receipts and Inventory Receipts.  Also included as a receipt is when a P.O. receipt is reversed out in the program P.O. File Maintenance.

 

PHYS. POST  Transactions from Physical Posting and Remote Physical Posting.

 

SERIAL CHANGE/DELETE  Transactions from Serial File Maintenance when a change or delete is made.  Transactions from Machine Placement when a change or an add on an existing record is made.

 

ITEM/ITEM WH CHANGE/DELETE  Transactions from Item File Maintenance and Warehouse/Item File Maintenance when a change or delete is made.

 

TRAN DATE  The transaction date of the entry.  This is not the system date but the date entered at the menu prompt when the transaction was entered.  On receipt transactions, this is the same as the date received.

 

PC  The product class assigned to the item at the time the transaction was made.

 

QUANTITY  The quantity that was involved in the transaction.  If a broken pack was entered, an EA for each prints after the quantity.  On Serial File Maintenance and Machine Placement transactions, the word CHANGE prints when the transaction was a change.  The word DELETE prints when the transaction was a deletion.  On Item File and Warehouse/Item File transactions, the word CHANGE prints when the transaction was a change.  The word DELETE prints when the transaction was a deletion.  Note:  Warehouse 1 transactions are always made in Item File Maintenance and all other warehouse/item transactions are made in Warehouse/Item File Maintenance.

 

DOCUMENT #  On P.O. Receipts and Inventory Receipts, whatever was entered for a document number is printed.  Note:  On P.O. Receipt transactions, the document number is normally the purchase order number unless overridden during the transaction.  Document number is not included on Serial or Item File transactions.

 

 

 

Results  (Cont’d)

 

OP  The operator’s initials who entered the transaction that is purged.  These are the initials entered at the menu when entering the program.

 

On receipt transactions, the following additional information is printed on the purge.

 

RECEIVED COST:  This is the cost that was entered during the receipt transaction as the received cost.  This cost was written back to the Item File at the time of the entry as the last cost .  Note:  When a broken pack or each quantity is received, the whole pack cost is printed rather than the each cost.

 

NEW AVERAGE COST:  This is the average cost that was calculated and written back to the Item File at the time of the receipt transaction.

 

OLD LAST COST:  This is what the last cost of the item was prior to the input of this receipt.

 

OLD AVERAGE COST:  This is what the average cost of the item was prior to the input of this receipt.

 

On entries that were created in P.O. File Maintenance due to reversing out a P.O. Receipt transaction, no calculation of average and last cost is made.  The received cost and old last cost printed on the purge is the last cost from the Item File at the time the transaction was entered.  The new and old average cost is the average cost from the Item File at the time the transaction was entered.

 

On Serial File change and delete transactions, the serial number is printed after the heading SERIAL NUMBER:.

 

 

 

 

Results  (Cont’d)

 

The following is an example of a purge of all Inventory Transaction records, Imwactd Files, in all warehouses with transaction dates less than or equal to 03/31/96.  All transaction types are included.  Notice that the purge prints in order of Item number and then warehouse.

 

 

 

Results  (Cont’d)