Periodically, the buffer that holds the advice note data will fill up. A facility exists that allows you to delete (purge) processed advice note records from the Autoline system. This means records that have been used to update Purchase Control.
In order for the system to delete these records, you must specify in the Keep processed lines (Days) field on the General tab of the standard advice note parameters, how long processed lines should remain on the Autoline system before they can be deleted. When you subsequently select the Advice note maintenance option, and the Purchase Control company if prompted, the system automatically checks the advice notes file. If the file is over 90% full, you are given the option to purge the file.
Note: If any records on the system have not been used to update Purchase Control, they are flagged as unprocessed. You can specify within the Keep unprocessed lines (Days) field on the General tab of the standard advice note parameters how long unprocessed lines should remain on the system. At this point, they are flagged as processed, and can be automatically or manually removed by the purge routine.
To purge processed/unprocessed records:
Display the Advice Note and Order Processing form.
If the advice note file is over 90% full, the following message is displayed:
Advice note file is approaching full capacity [percentage]. A file purge is required. Do you wish to purge the file now?
Click the Purge button.
If the file is still too full, the following message is displayed:
Advice note file is still too full [percentage]. Do you wish to extend the file?
Click the Extend button.
The system adds 1000 records to the file. If the advice note file is still too full, the following message is displayed:
Advice note file is still too full [percentage]. Recommend checking purge parameters and trying again.
Click OK.
The Advice Note Parameters form is displayed.
Check/amend the Keep processed lines (Days) parameter, as required.
Click OK.
The Advice Note Purge form is displayed.
You will get one of the following two results:
If you were prompted that the advice note file was over 90% full, the system automatically starts to delete processed/unprocessed records from the advice note file.
Note: The Purge old advice note data box is ticked by default, and all other buttons on the Advice Note Purge form are disabled when the routine is run automatically.
If the purge routine is not running automatically, the buttons on the Advice Note Purge form are enabled.
Warning: It is also possible to delete unconverted raw (source) data files from the Autoline system, by ticking the Purge unconverted raw data files box. These files are not recoverable. A warning is displayed to this effect when you tick the box, giving you the option to cancel or continue. If you do want to delete source files, click the Continue button. You are returned to the Advice Note Purge form where the Purge unconverted raw data files box is ticked.
Click the Process button.
Processed/unprocessed records older than the number of days specified in the parameters are deleted from the Autoline system.
This form is displayed when you select the Manually purge advice note file command from the I want to... menu. From this form you can manually purge processed/unprocessed lines and source files from the Autoline system.
Purge criteria:
Purge old advice data: This box is ticked by default, and tells the system to delete any processed records older than the number of days specified on the General tab of the standard advice note parameters, and unprocessed records older than the number of days specified in the Keep unprocessed lines (Days) parameter.
Purge unconverted raw data files: Deletes manufacturer's source files from the Autoline system that have been uploaded but not converted.
PUSH BUTTONS:
Process: Deletes the selected records from the Autoline system.
Exit: Returns you to the Advice Note and Order Processing form.
Help: Displays help on the current application using the default browser.