Quarterly Housekeeping Procedures

We recommend that the housekeeping procedures below, be completed on a quarterly basis.
However, if your company is large, this may be done monthly rather than quarterly.

Removing information from the software will speed up processing, since the software needs to search through fewer records to find current information.

1. Archive Contracts

   This programs uses a cut-off date to select which contracts to move from the current (or new) contract file to the contract history file. By moving old contracts to history, the current contract file is kept small, resulting in faster Cycle Billing and Contract reports and inquiries.

   Only contracts which are closed (all equipment returned and all invoices from these contracts paid) can be moved to contract history. When doing contract inquiries in the software, the operator is prompted for Current or History. The old contracts can still be viewed in History.

   Use a cut-off date of three months ago - to keep the last three months of contracts in the current file. Large firms which do extensive Cycle Billing may want to run this option monthly.

2. Purge Archived

   This option deletes old contracts from the Contract History file. Usually six months of old contracts are kept on the software in History, before they are deleted.

   Enter a cut-off date of six months ago.

3. Purge Old Invoices

   This option uses a cut-off date to select invoices for deletion. The invoice is deleted from Invoice History only if the invoice is paid in full. Usually six months of old invoices are kept available in the software.

   Once the invoice is deleted, it is not included in Invoice Inquiries or Reports any longer, nor can the invoice be reprinted. This does NOT impact the ability to find the invoice on Customer Account Inquiry however the Invoice Details and Invoice Comments can not be viewed in the window in the Account Inquiry.

   Enter a cut-off date of six months ago.

4. Purge A/R History

   This program deletes paid invoices and fully applied payments from the Customer's Account. The invoice and payment no longer display in Customer Account Inquiry . A report will print listing the invoices and payments on the customer's account, which provides an audit trail of the deleted information to be saved for reference at a later date, if needed.

   Use a cut-off date of six months ago - this keeps six months of current account history available.

5. Purge A/P History

   This program deletes paid invoices from the Vendor's Account. The invoice no longer displays in Vendor Account Inquiry . A report will print listing the invoices on the vendor's account, which provides an audit trail of the deleted information to be saved for reference at a later date, if needed.

   Use a cut-off date of six months ago - this keeps six months of current history available.