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 Number of days to keep processed advice notes field on the Dealer Options tab of the advice note parameters, how long processed files 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 Number of days to keep unprocessed advice notes field on the Dealer Options tab of the advice note parameters how long unprocessed files should remain on the system. At this point, they will then be flagged as processed, and can be automatically removed by the purge routine. Alternatively, you can manually run the purge routine to delete unprocessed records from the Autoline system.
To purge processed/unprocessed records:
From the OPERATIONS menu, select the Advice note menu option.
The ADVICE NOTES MENU is displayed.
Select the Advice note maintenance option.
If there is more than one Purchase Control company, you are prompted to select the company.
Select the PC Company.
The Operator form is displayed.
Enter your Login and Password, and click OK.
The Advice Note and Order Processing form is displayed.
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?
Do one of the following:
If a message is displayed that the file is over 90% full, 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?
To manually purge unprocessed records from the system, select the Purge files option from the File menu.
The Advice Note Purge form is displayed. Refer to step 9b.
Click the Extend button.
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 Number of days to keep processed advice notes parameter, as required.
Click the Save button.
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 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 you are manually deleting unprocessed records, tick the Purge unconverted raw data files box, and click the Process button.
The appropriate records are removed from the advice note file.
