This function is normally not run by an individual user. It is more commonly run as an end of day or end of period function within Timed operations.
Once an agreement has been closed (and therefore can no longer be edited) the agreement record stays in the agreement file until removed using this function. The agreement remaining in the agreement file is an advantage for a short period of time as it allows analysis of recent hire agreements and other reports to be run which include this agreement record; however, it should not be allowed to take up valuable file space indefinitely and should therefore be archived away using this option.
Invoices associated with the agreement are also archived during this process.
Tip: Once archived, agreements may still be unarchived. The Archive File flag in the Open Agreement form should be selected so that archived agreements may be searched for and retrieved. The Unarchive menu option may then be selected from the Tools menu in the agreement.
To delete closed agreements:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS menu is displayed.
Select Miscellaneous options.
The MISCELLANEOUS OPTIONS menu is displayed.
Select the Delete closed agreements option.
The Delete Closed Agreements form is displayed.
The Delete Closed Agreements form is displayed when the Delete closed agreements option is selected from the MISCELLANEOUS OPTIONS menu.
On entry to the form, the system prompts for a Cutoff date. All agreements which have a hire status of R or C and a hire end date before this time will be deleted from the file. Type in the date the system should use and <TAB>.
Tip: The default Cutoff date is determined by setting the Days before archiving field in the General 3 Tab in System Parameters.
COMMAND BUTTONS:
Execute: Begins the deletion process. When it is complete, the Command line displays how many agreements were deleted. The system then consolidates the file space and rebuild the indexes to the file before returning to the Miscellaneous menu.
Exit: Returns to the Miscellaneous menu without deleting any agreements.
Help: Displays online context-sensitive help on the current application using the default browser.
