The File usage statistics option provides you with a list of all the files in the advice notes database, and the percentage in-use situation as far as each one is concerned.
You are also provided with a facility to purge advice note files for a selected company. Normally, the system automatically checks the advice notes file when you select the Advice note maintenance option on the OPERATIONS menu, and Purchase Control company, if prompted. If the advice note file for the selected company is over 90% full, you are given the option to purge the file. However, you can use this program to monitor the situation in between times, and purge advice note files as required.
To display file usage statistics/purge advice notes for a selected Purchase Control company:
Display the Advice Note and Order Processing form and do one of the following:
Click the 
File usage statistics toolbar button.
Select the File usage statistics command from the View menu.
The Advice Note File Usage Statistics form is displayed.
If you want to purge advice note records, tick the Purge column of the company that contains the advice note file you want to purge, and click the Purge button.
This form is displayed when you click the File usage statistics toolbar button, or select the File usage statistics command from the View menu on the Advice Note and Order Processing form. From this form, you can view file usage statistics and purge advice note files.
Statistics by company:
The file usage statistics are displayed in a grid. For each company, the following details are displayed:
Company: The Purchase Control (PC) company number and name.
Records: The number of records in the advice note file.
Percentage: The percentage of records this company uses. (The total percentage across all companies in use always totals 100.00.)
Note: The Percentage file used in the status bar indicates the percentage of the file used as a whole.
Oldest line: The date of the oldest line on the advice note file.
Purge: Tick this column if you want to purge the advice note file for the PC company, and click the Purge button.
PUSH BUTTONS:
Close: Closes the form.
Help: Displays help on the current application using the default browser.
Purge: Purges any advice note files for the selected company.
Refresh: Refreshes the form to display the current in-use situation of advice note files.