Consolidating the Stock File

The Consolidate stock file option is normally run automatically by a Timed Operation. It automatically deletes non-stock items from the stock file if:

• there is no stock on hand

• there are no outstanding purchase orders or customer back-orders

• all outstanding transactions have been processed, i.e. the Audit number and Audit at period end fields on the Audit tab of the stock record are the same.

• the number of days to retain non-stock lines (identified in the Retain non stocks field on the Details tab of the franchise record) has elapsed

Note: If a part is a non-stock item, the Non-stock item flag is ticked on the Description tab of the part record.

To consolidate the stock file:

Warning: In the event of a problem with Timed Operations, this option should only be run by support personnel, when there are no other users in Stock Management, Purchase Control, Stock Checking or POS.

1. From the Rev.8 Master Menu, select the Stock management option and Company you require.

   The STOCK MANAGEMENT menu is displayed.

2. Select the System maintenance option and click OK.

   The SM SYSTEM MAINTENANCE menu is displayed.

3. Select the Consolidate stock file option.

   The Consolidate Stock Files form is displayed.

4. Click the Consolidate button.

5. You will get one of the following two results:

   1. If the stock file is in use, the following message is displayed: Stock file in use, deleting will proceed, rebuild won't. Click OK to continue.

   2. If no other users are in the stock file, the system commences the consolidation.

   A progress of the consolidation is displayed. The system deletes old non-inventory lines, removes redundant text records, rebuilds the inventory file (if the stock file is not in use) and removes redundant archive records. On completion, you are returned to the SM SYSTEM MAINTENANCE menu.

Consolidate Stock File Form

The Consolidate Stock Files form is displayed when you select the Consolidate stock file option from the SM SYSTEM MAINTENANCE MENU. From this form you can delete items from the stock file that meet the normal deletion criteria and have reached the appropriate number of days set for non-stock retention.

PUSH BUTTONS:

Exit: Returns you to the SM SYSTEM MAINTENANCE MENU.

Help: Displays help on the current application using the default browser.

Consolidate: Deletes stock items which meet the normal deletion criteria and have reached the appropriate number of days set for non-stock retention.