System purge

The System purge facility allows data that is no longer needed to be removed from the database.

Over time, large quantities of records will accumulate, and as these records grow older their usefulness will diminish. For several reasons, it is good practice to purge these superfluous records. This will not only make searching easier, but also keep database sizes to a minimum and maximise the speed at which operations can be completed.

When purging data, the same rules are applied as to when records are deleted. That is, some records cannot be deleted if other records are dependent upon it.

  • Purging can be restricted to various functions or function groups
  • Purging can be performed based on a date

Module: System

Category: System purge

Activation: Main > System > Database administration > System purge

Form style: Multiple instance

Special actions available for users with Administrator permissions:

  • None

Database rules:

  • None

Reference: Date, Mandatory, QuickList

This is the date up to and including which records will be purged. This date MUST be prior to the start of the current financial year for the purge to be conducted.

Reference: CheckList

This list shows all functions eligible to be purged, organised in two levels. The first level represents function groups while the second level displays the individual items.

All items in both levels of the list are accompanied by checkable boxes. Boxes in the second level of the list can be selected individually, while checking or un-checking a box in the first level of the list will check or un-check all sub-items.

At least one function in the second level of the list MUST be checked for the purge to be conducted.

Two special functions exist for both the Accounts receivable and Accounts payable sections. These functions purge all related records satisfying the purge date, but if all related records cannot be purged, then none of the related records will be deleted.

General ledger: Information is under review for a new version and will be updated soon.

Accounts receivable: This purges Sales quotations, Sales orders, Dispatches, Dispatch returns, Sales invoices, Receipts and Deposits in a single operation. If all records relating or originating from a specific Sales quotation / Sales order cannot be purged, then none of the related records will be deleted.

Accounts payable: This purges Purchase orders, Receives, Receive returns, Supplier invoices, Creditor payments. If all records relating or originating from a specific purchase order cannot be purged, then none of the related records will be deleted.

Inventory: Information is under review for a new version and will be updated soon.

Job costing: Information is under review for a new version and will be updated soon.

Manufacturing: Information is under review for a new version and will be updated soon.

Fixed assets: Information is under review for a new version and will be updated soon.

Payroll: Information is under review for a new version and will be updated soon.

System: Information is under review for a new version and will be updated soon.

Reference: button

Clicking this button will begin the purge process. Before the actual purging begins, both the purge date and purge functions are checked for validity.

After clicking the Purge button, you are able to stop the purge process at any time. This will stop the purge process but not put back any records that had been purged up to that point.