Yearly Housekeeping Procedures

Texada Support recommends that the housekeeping procedures below, be completed on a yearly basis.
Removing information from the software will speed up processing, since the software needs to search through fewer records to find current information.

1. Purge Old Revenue History

   This option deletes old Detailed Revenue History using a Cut-off Date.
   The Detailed Revenue History shows the rental and sales invoice #'s, dates, amounts, and customers for every product. This is the detail that can be viewed using Detailed Revenue Inquiry By Product # .
   The same information is available by Customer, with every invoice, both rental and sale product #'s, amounts, quantities and dates.

   Decide how much Detailed Revenue History your firm requires, then set the cut-off date.
   Usually three years of this amount of detail is sufficient.
   Deleting this history will not affect the Monthly Product History.
   The Year to Date rental and sale amounts on each product will be maintained.

   The operator is prompted for Cut-off Date, and a product number range for deletion.

2. Purge Old Purchase Orders

   This option deletes old Purchase Orders using a Cut-off Date.
   Purchase Orders with Order Dates older than the cut-off date will be deleted, only if all items on the Order have been received. (Technically, the Order Balance on each product must be zero in order for it to be deleted.)

   If the Purchase Order still has active products on it, it will not be deleted, since it is considered a Backorder.
   To delete these types of old Purchase Orders, use Purchase Order Report to identify them. Then delete them one at a time in Purchase Orders .

   This is the same program as Purge Old Purchase Orders.

   Use a cut-off date of 3 years ago, in order to keep the last three years of purchase history available.

3. Purge Old Sales Orders

   This option deletes all Sales Orders that have been fully shipped and the invoice fully paid.
   When the Order Date is older than the cut-off date, then the order can be deleted.

   Decide how much Sales Order history your firm requires, then select a cut-off date.
   Usually three years of Sales Orders for each customer is adequate to meet customers' re-order questions.