Cleaning Up Customer Order Records 

Explanation

This activity is used to remove obsolete customer order data from the database. It is possible to remove customer order header history, closed customer order lines, customer order line history, order line reservations, and customer order line delivery records. When removing line history of closed customer order lines, reservations and delivery records are also deleted. (This activity will also free-up space on the disks and enhance the performance of the system.)

The Default feature allows you to use the default settings. Default settings are derived from the Database Tasks window in IFS Solution Manager, which is set by the administrator.

You can either perform a cleanup of customer orders directly, or schedule the task as a background job.

When using customer schedules. the user must be very careful when doing this because the date on the customer order header can be very old and the lines are continuously updated. The risk is that the new order lines are removed.

Note: Perfoming a cleanup to delete obsolete data is not the recommended approach as all the underlying references will not be removed. E.g. inventory transactions, GL transactions, delivery and invoicing statistics etc.Reusing customer order numbers that have been deleted through the cleanup process is also not recommended as this could have undesirable effects on data that has not been removed through this process.  

Prerequisites

N/A

System Effects

• If the Days Before Current Date check box is selected, customer orders with a creation date prior to the number of days entered, and those based on the selection criteria specified (e.g., headers with the Canceled status, lines with the Invoiced/Closed status, line history, and deliveries) will be deleted from the database.
• If the Created Before check box is selected, customer orders with a creation date prior to the date entered, and those based on the selection criteria specified (e.g., headers with the Canceled status, lines with the Invoiced/Closed status, line history, and deliveries) will be deleted from the database.
• If you have scheduled the task as a background job, the task will be automatically performed based on specified selection criteria.

Window

Cleanup of Customer Orders

Related Window Descriptions

Cleanup of Customer Orders

Procedure

You can either perform the cleanup of customer orders directly (procedure A), or schedule the task as a background job (procedure B).

A. To perform the cleanup of customer orders directly:

1. Open the Cleanup of Customer Orders dialog box.
2. Select at least one of the following check boxes as appropriate: Headers with the Cancelled Status, Headers with the Invoiced/Closed Status, Lines with the Cancelled Status, Lines with the Invoiced/Closed Status, Header History, Line History, Reservations, or Deliveries. 
3. Enter a value for the Site field or click List to select one from the List of Values. If you enter the wildcard character (%), order lines from all the available sites that are defined for the user will be included.
4. If you have selected removal of headers or lines in status ‘Cancelled’, you may limit the selection by adding a cancellation reason. Only headers/lines with the specified cancellation reason will then be removed. If percent (%) is entered, all records with cancellation reason will be removed including Null records. If the cancellation reason is blank, all records without cancellation reason will be removed.
5. Click Days Before Current Date specify the number of days before which customer orders created should be deleted or click Created Before specify the date before which customer orders created should be deleted. 
6. Click OK to complete the operation. 

Note: Click Default to use the default settings.  

B. To perform the cleanup of customer orders as a scheduled task:

1. Click Schedule and follow the steps of the wizard.