Periodically, the buffer that holds the advice note data fills 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, and the Operator - the system automatically checks the advice notes file. If the file is over 90% full, you are given the option to purge the file.
Purge criteria:
Purge old advice note data: This ticked check-box purges old advice note data by default.
Purge unconverted raw data files: Ticking this check-box manually deletes the original source files supplied by the manufacturer.
Warning: Selecting this check-box purges all old raw data files from the conversion list. These files are NOT RECOVERABLE.
PUSH BUTTONS:
Process: Executes a purge of records of the Advice Note File.
Purge: Click if you wish to purge where the Advice Note File is over 90% full.
Extend: Extends the Advice Note File if it is still too full after a purge
To purge files:
From the VOLVO UK OPERATIONS Menu, select the DSP option.
The VOLVO UK DSP Menu is displayed.
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, the system prompts you to select the Purchase Control (PC) Company. Select the PC Company if applicable.
The Operator form is displayed.
Note: It is possible to specify a default operator within the Default POS operator code for EOD processes field on the Dealer Options Tab of the Advice Note Parameters Form. This parameter must be completed in the event that the advice note is uploaded and converted by a Timed Operation.
Enter your Login and Password, and click OK.
You will get one of two results:
If the Advice Note File is not over 90% full, the Advice Note and Order Processing form only, is displayed.
If the Advice Note File is over 90% full, a message is displayed.
Note: If any records on the system have not been used to update PURCHASE CONTROL, they are flagged as unprocessed. Within the Number of days to keep unprocessed advice notes field on the Dealer Options Tab of the advice note parameters, you can specify 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 program. Alternatively, you can manually run the purge program to delete unprocessed records from the Autoline system.
If the Advice Note File was not over 90% full, select File > Purge files from the Advice Note and Order Processing Form's menu bar.
The Advice Note Purge form is displayed.
Note: When the program is run automatically, the Purge old advice note data box is ticked by default, and all other buttons on the Advice Note Purge Form are disabled.
Tick the Purge unconverted raw data files check-box if you want to purge the original source files supplied by the manufacturer.
The Purge Raw Data Files form is displayed, along with the message:
Warning: Selecting this option will purge all old raw data files from the conversion list. These files are NOT RECOVERABLE. Are you sure?
Clicking Continue or Cancel, returns you to the Advice Note Purge Form.
Click Process if you are sure you want to continue with the purge.
This causes the appropriate records to be removed from the advice note file.
If the Advice Note File is over 90% full, the system displays the following message:
Advice note file is approaching full capacity [percentage]. A file purge is required. Do you wish to purge the file now?
(Clicking Cancel displays the message: Advice note file too full to process more data. Clicking OK to this message returns you to the ADVICE NOTES MENU and abandons the purge).
Click Purge to continue the purge.
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?
(Clicking Cancel displays the message: Advice note file too full to process more data, even after purge. Clicking OK to this message returns you to the ADVICE NOTES MENU).
Click Extend to extend the file's capacity.
If, after extension, the Advice Note File is still too full - that is, 90% or over - the following message is displayed:
Advice note file is still too full [percentage]. Recommend checking purge parameters and trying again
Note: The file has to be very large - for example, 90.9% or 105,600 records following file extension, for this message to appear.
Click OK to check the purge parameters.
An error message is displayed: Advice Note file too full. Do you wish to edit parameters? No/Yes.
Clicking No exits the option.
Click Yes to proceed with checking the parameters.
The Advice Note Parameters form is displayed.
Check/amend the Number of days to keep processed advice notes parameter, as required, then click Save.
The Advice Note Purge form is displayed.
The system automatically starts to delete processed records from the Advice Note File.
Advice Note & Order Processing Set-up
Advice Note and Order Processing Form
