Special Invoice/Order Purge is a new program in Rev 14 that can be found on the System Manager Miscellaneous Menu, LMSY-1-7-21. Unlike the AR/Order Purge that is ran during End Of Month Processing, this program can be ran anytime during the month. This purge allows the operator to run a report only or purge the files. The operator can enter four different dates to purge based on if it is 1) a non-voided invoice or order, 2) a voided invoice or order, 3) a non-voided contract invoice, or 4) voided contract invoice. In order to reduce the size of the Invoice and/or Order Files, you may want to keep only a few months worth of voided invoice and orders on the system, yet keep a couple years worth of non-voided invoices and orders on the system. This same concept is true for voided contract invoices vs. non-voided contract invoices.
This purge will only purge non-voided invoices that have been completely paid or net to zero. Non-voided orders will only be purged if they have completely released. Special note, credit memos will also be purged along with the invoices.
The dates that are entered in when the purge is ran, is really up to each individual dealership. Some dealerships keep two years of invoices and orders on the system. Others keep eight to ten years on the system. This depends on the amount of space on the system. Also, the more information you have on the system, the longer it will take to run reports and inquiries.
After an invoice has been purged, the invoice cannot display in the Order / Invoice inquiry and the invoice cannot be printed through Invoice Printing. After an order has been purged, the order can not display in the Order / Invoice Inquiry and the order can not be printed through Order Printing. This purge does not delete the invoices from the Customer’s AR Account. This program does not take the place of the normal Accounts Receivable / Order Purge that is part of the End Of Month Procedures.
Fields:
R’eport Only, P’urge Invoices And Orders, Or E’nd
Enter R to have the program only print out a listing of what will be purged. Enter P to have the program print the listing of what is purged, and actually delete the information from the files. Enter E to end out of the program and return to the menu.
Enter Date To Purge Non-Voided Invoices And Orders (Ex. 123100)
Enter the oldest Transaction Date that you would like to keep on the system for Non-Voided Invoices and Orders. For example, if the current date is 8/1/01 and you would like to keep two years worth on the system , enter 80199 (8/01/99).
Enter Date To Purge Voided Invoices And Orders (Ex. 123100)
Enter the oldest Transaction Date that you would like to keep on the system for Voided Invoices and Orders. For example, if the current date is 8/1/01 and you would like to keep two years worth on the system , enter 80199 (8/01/99).
Enter Date To Purge Non-Voided Contract Invoices (Ex. 123100)
Enter the oldest Transaction Date that you would like to keep on the system for Non-Voided Contract Invoices. For example, if the current date is 8/1/01 and you would like to keep two years worth on the system , enter 80199 (8/01/99).
Enter Date To Purge Voided Contract Invoices (Ex. 123100)
Enter the oldest Transaction Date that you would like to keep on the system for Voided Contract Invoices. For example, if the current date is 8/1/01 and you would like to keep two years worth on the system , enter 80199 (8/01/99).
Do You Wish To Continue (Y/N)
Enter Y to continue with the report or the report and purge. Enter N to cancel out and return to the menu. The operator should double-check the dates that were entered at this point. If the purge option was chosen and an incorrect date is entered, the files may need to be restored from a previous backup tape in order to retrieve the information.
Results:
The report that prints contains the customer number, invoice number, credit memo number, order number and transaction date. On invoices, the credit memo number and order number fields will be blank. On credit memos, the order number will be blank. On orders, the invoice number and credit memo number fields will be blank. Invoices and credit memos will print first on the report, followed by orders. If an invoice, credit memo or order is voided, the word “void” will print on the report to the right of the customer number field.
