Purchase Orders > Purchase Order Purge

Purchase Order Purge

You use this program to maintain the integrity of purchase order data held on file. This is achieved by selecting from a list of functions that enable you to:

  • purge purchase orders
  • remove completed lines held against purchase orders
  • update stock descriptions from the inventory file
  • purge records from the history of receipts file
  • validate the accuracy of inventory on order quantities

Toolbar and menu

Field Description
Start Processing Select this to begin processing the function you selected.
Print Select this to print the information currently displayed in the Purchase Order Purge Report output pane.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Information

Field Description
Control details  
Companies This indicates all the companies that share the current company's inventory file (Company Maintenance).
Maximum age of records to retain This indicates the maximum number of days for which records must be retained before the history of receipts file is purged.

This is defined on the History tab of the Purchase Orders Setup program.

This is displayed if you set the option: Delete history records in order purge to By date (Purchase Orders Setup - History tab).
Maximum number of records to retain This indicates the maximum number of records that must be retained before the history of receipts file is purged.

This is defined on the History tab of the Purchase Orders Setup program.

This is displayed if you set the option: Delete history records in order purge to be By number of records (Purchase Orders Setup - History tab).
Processing options  
Function This enables you to indicate the processing function you want to perform.
FieldDescription
PurgeSelect this to delete completed purchase orders (i.e. those for which all goods have been received) according to the retention options defined on the History tab of the Purchase Orders Setup program.

Refer to Purge for details.

Validate Inv on order quantity

Select this to validate your inventory on order quantities for all warehouses or a specific warehouse.

The program processes purchase order records for all companies that share the inventory file.

Refer to Validate Inventory on Order for details.

Purge and validateSelect this to delete completed purchase orders and to validate your inventory on order quantities for the selected warehouse(s).
Purge options  
Remove completed lines

Select this to remove all purchase order lines that are complete.

[Note]

  • Completed lines are removed from file regardless of whether any outstanding lines exist against the order and regardless of the number of days that you specified you wanted to retain completed purchase orders.

    For this reason, we do not recommend that you use this option if you need to reverse receipts (e.g. using the two-stage receipt process) as the purchase order line will be unavailable if you need to return goods to the supplier and require an update to the outstanding quantity on the purchase order.

You can only access this option if you selected the Purchase Order installation option: Allow for automatic removal of completed lines when purging. (Purchase Orders Setup - History tab).
Update stock desc from inventory file Select this to update the stock descriptions for stocked merchandise lines with the description from the current inventory master file.
Purge history of receipts file

Select this to purge the history of receipts file of any history records that are no longer required.

You can only access this option if you selected the option: Maintain a history of receipts by supplier/stock code (Purchase Orders Setup).
Print completed orders Select this to print a list of purchase orders marked as completed by the Purchase Order Purge program, on the date that the Purchase Order Purge program is run. This date is typically the system date.

If you run the Purchase Order Purge program more than once on the same day, then all purchase orders set to complete on that day are listed each time.
Purge details The Purge details are displayed for information purposes only and cannot be changed here.

'No purge' indicates that you have not selected to purge any records.

'999' indicates that you are retaining the history for that item indefinitely, so no records will be deleted for those items.

Purchase orders dated before This indicates the date before which completed purchase orders will be deleted if you selected the Purge or Purge and validate function.
History of receipts dated before This indicates the date before which records in the history of receipts file will be deleted.
Warehouses  
Warehouse selection Indicate the warehouse(es) for which you want to validate inventory on order quantities.
After processing completed These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Messages

The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.

Purchase Order Purge Report

The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.

Purge

The system performs the following routine when doing a Purge:

  • Purchase orders are deleted if they meet the following criteria:

    • The order must be in a status of <9>.

      The purge program moves an order from a status of <4> into a status of <9> when all order lines for the order have been marked as complete.

    • The order must be inactive.

      If you selected the setup option: Allow maintenance of completed purchase orders (Purchase Orders Setup - General tab), then orders which were completed and are in a status of 4, remain in a status of 4 until the number of days to retain completed purchase orders (Purchase Orders Setup - History tab) is exceeded. At that point, the orders are purged without being moved to a status of 9. The reason that these orders remain in a status of 4 is that they can be maintained and are therefore regarded as active and cannot be purged.

      If you do not allow the maintenance of completed purchase orders, then orders that are complete and are in a status of 4 are set to a status of 9 and purged when the number of days to retain completed purchase orders (Purchase Orders Setup - History tab) is exceeded.

    • The number of days for which you are retaining completed purchase orders must be exceeded (Purchase Orders Setup - History tab).

      If the number of days for which you are retaining completed purchase orders is set to 0, then completed purchase orders are purged immediately. If the number of days for which you are retaining completed purchase orders is set to a value greater than 0, then the deletion is not performed immediately. Instead, the order is placed in a ready for deletion status and is removed only when the number of days that you are retaining completed purchase orders is exceeded (i.e. when the difference between the completion date of the order and the current run date exceeds the number of days that you are retaining completed purchase orders).

    • The order has been exported (i.e. the supplier is defined as an EDI trading partner).

      Orders for suppliers with a purchase order transmission method of EDI can be deleted only if the order has been exported.

      [Note]

      Ensure that you export orders for suppliers with a purchase order transmission method of EDI before running the Purge purchase orders function. Otherwise these orders may remain on file indefinitely. This is because the Purchase Order Purge program marks orders as complete, but cannot remove orders that have not yet been exported. The Purchase Order Export program, however, cannot export orders that have been marked as complete.

  • Cancelled orders are deleted automatically

  • 'In process' orders are reset to their previous status

  • If the option: Remove completed lines is selected, then completed purchase order lines are removed.

    Purchase order lines are marked as complete under the following conditions:

    • when the quantity received is greater than (or equal to) the quantity ordered
    • if the quantity received is less than the quantity ordered, but where the operator indicated manually that the line is now complete.

    • when all merchandise lines are completed, regardless of the print status of freight and miscellaneous lines.

      [Note]

      Completed lines are removed from file regardless of whether any outstanding lines exist against the order and regardless of the number of days that you specified you wanted to retain completed purchase orders (Purchase Orders Setup - History tab).

  • If the option: Purge history of receipts file is selected, then any receipt history records that are no longer required are removed. This purge phase is performed after the purchase order file has been purged.

    Any scrap and/or rejected records (if they exist) are also deleted based either on the age of each record, or on the number of records still pertaining to each supplier. If you indicated that history records must be deleted by date, then the system date can be used as the comparison date against the date of receipt held against each history record.

    During this purge phase, the program checks that each supplier in the history file is still held on file. If a supplier has been deleted then all history records and any comment records attached to that supplier are automatically removed from the history file.

  • If the option: Print completed orders is selected, then a list of purchase orders marked as completed by the Purchase Order Purge program, on the date that the Purchase Order Purge program is run is generated. This date is typically the system date.

Validate Inventory on Order

The system validates quantities by resetting fields to zero and updating them with quantities held against your purchase order records.

[Note]

  • The program processes purchase order records for all companies that share the inventory file.

  • Purchase orders in a status of 0 (in process) are set to a status of 1 unless they have been printed (print count > 0) in which case they are set to a status of 4. The Inventory warehouse is not cleared for the quantity on order on the purchase order.

  • The following fields are updated against the warehouse record:

    • Quantity on order
    • Quantity in inspection
    • Quantity allocated to WIP

  • The following field is updated against the inspection record:

    • Quantity on order

Notes and warnings

Prerequisites

  • It is advisable to take a backup of your data before purging purchase orders, removing completed lines or purging history of receipts.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.