Purge Old Calls

Purge Old Calls can be found on the Collection File Maintenance menu, 3-3.  At some point you want to delete old collection activity contacts from the system.  The collection purge automatically deletes contacts from the system based on a beginning and ending contact date range.  The purge allows the purging of activity for specific customers.  There is also an option to print the activity that is purged.

 

 

Enter Data

 

During the input a / slash to cancel or an up arrow key to go back one space may be entered.

 

 

While the purge is running, no one should be in the LMS Collection system.

 

Beginning Customer Number, A'll Or E'nd

 

Enter an E to exit the purge.  Enter an A for all to include all customers with collection activity contacts.  To purge a specific or range of customer account numbers, enter the desired number. (8 Digits Or A Or E)

 

Ending Customer Number

 

The customer that was entered as the beginning customer number appears as the default.  A carriage return accepts the default.  To override, enter the desired number.  If an ending number is input that is less than the beginning number, the prompt Beginning Customer Number Greater Than Ending appears.  The cursor returns for re-input.  Activity is only purged for customer numbers within the designated range.  (8 Digits)

  

 

 

Enter Data  (Cont’d)

 

Beginning Contact Date Or A'll

 

This is the prompt which defines which contacts of the customers are deleted from the system.  The contact date is the date that is used by the purge.  The contact date is the date that the collection contact activity is created.  The program does not use the next contact date at all.

 

If you want to purge all of the contacts for the designated customers, enter an A for all.  When an A for all is input, the program purges all of the contacts for the designated customers regardless of the activities' contact dates.  To specify the purge dates, enter the desired beginning contact date.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input. (MMDDYY Or A)

 

Ending Contact Date

 

Enter the desired ending contact date.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for re-input.  If an ending date is input that is less than the beginning date, the prompt Beginning Date Is Greater Than Ending appears.  The cursor returns for re-input.  All contact activity records that are found with a contact date that is within or equal to the beginning and ending dates is deleted from the system.  (MMDDYY)

 

As an example, you want to keep one years worth of contact activity on the system.  The current date is 01/31/97.  This is the first time you have ever run the purge.  You started entering contacts on 10/15/95.  The beginning date is entered as 101595 or an older date could be entered just in case there are contacts with contact dates prior to 10/15/95.  The ending date is entered as 013196.  All collection activity, assigned to the designated customer range and with a contact date of 10/15/95 to 01/31/96, is deleted from the system.

 

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

 

Enter a Y for yes to print a report which includes all of the contacts that have been purged.  Enter a N for no not to print a report of the purged activity.

  

 

 

Enter Data  (Cont’d)

 

Continue (Y/N)

 

Enter a Y for yes to begin the purge.  If the purge is to be printed, the printer selection appears to allow selection of a printer.  Enter a N for no to cancel the purge.  The program is exited.

 

If there are any errors found with the deletions of records, the prompt There Were Errors Encountered. Consult Report And Call LMS - Enter 'C' To Return To Menu appears.  The activity records that have the problem is noted on the report.  Note:  If you do not print the purge, this message never appears.

  

 

 

Program Results

 

When a record is purged, it no longer is accessible in the system.  All collection comments associated with the activity record are also purged.  If a contact activity is purged and it is in someone's current automated contact entry index, the record does not appear for a contact within the Automated Contact Entry program.

 

The contact activity records are printed in customer number order.  The customers most recent contact that is purged prints first.  The following information is included for each contact activity record that is purged.

 

 

CUST NO.  The customer account number to which the activity is assigned.

 

CUSTOMER NAME  The current name of the customer from the Customer File.

 

DATE CALLED  The contact date.  This is the date the contact was created.

 

TIME  This is the time of day that the contact activity was entered into the Contact Entry program.

 

BR.  This is the branch assigned to the customer at the time the contact was created.

 

CONTACT  This is the contact name that was entered on the activity.

 

PROMISED PMT DATE  The promised payment date entered on the activity.

 

PARTIAL PMT DATE  The partial payment date entered on the activity.

 

NEXT CONT DATE  The next contact date entered on the activity.

 

INIT  The initials entered on the activity.

 

A/R BALANCE AT CONTACT  The Accounts Receivable balance at the time the contact was created.

 

  

 

 

Program Results  (Cont’d)

 

HANDLING STATUS:  The description of the handling status entered on the activity.

 

DISPOSITION  The description of the disposition entered on the activity.

 

All of the comments that were entered on the contact print.

 

At the end of the report, the total number of contacts purged from the system is included after the heading TOTAL CALLS PURGED =.  This also displays on the screen.