Introduction

You can clean up the records and budget entries of completed sales orders, blanket sales orders, RMA orders, purchase orders, blanket purchase orders, RTV orders, interbranch transfers, quotations, and production orders as well as all the respective allocation entries using the logistics MRP cleanup tool. The allocation entries refer to stock allocation records generated from back-to-back orders and sales order enrichments.

Before you can execute the tool, you need to comply with the following requirements:

1. There are no invoices to be received by the administration for the selected financial year. In other words, all quantities have been completely received, whereby all purchase orders have been completely received and the invoices generated.
2. There are no open invoices in the administration for the selected financial year. In other words, all sales invoices have been processed.
3. The Stock valuation as from last revaluation check box in the Entry section of Inventory settings at System/General/Settings/Inventory settings is selected. For more information, see Inventory Settings.
4. The journals in the periods of the selected financial year are closed.
5. There are no active users accessing Exact Globe applications while executing the cleanup tool.

These are the consequences once the cleaning up process is complete:

1. The details of the deleted order lines cannot be viewed anymore.
2. The removed records and order lines cannot be recovered.
3. The following records which are generated until the specified year will be cleaned up:
   • Completed sales orders, blanket sales orders, and the related MRP lines.
     Note: Completed sales orders have no outstanding quantities to be fulfilled and the invoices are generated. Blanket sales orders are completed when all the linked sales orders and the parent project linked to the production orders are completed.
   • Completed RMA orders and the related MRP lines.
     Note: Completed RMA orders have no outstanding quantities to be returned.
   • Completed purchase orders, blanket orders, and the related MRP lines.
     Note: Completed purchase orders have no outstanding quantities to be received. Blanket purchase orders are completed when all the linked purchase orders are completed.
   • Completed RTV orders and the related MRP lines.
     Note: Completed RTV orders have no outstanding quantities to be fulfilled.
   • Completed interbranch transfer (IBT) requests and the related MRP lines.
     Note: Completed IBT requests have no outstanding items to be issued/received when the Use intermediate warehouse check box in the Interbranch transfers section of Inventory settings is selected. For more information, see Inventory Settings.
   • Completed quotations and the related MRP lines.
     Note: Completed quotations have been processed into sales orders.
   • Completed production orders and the related MRP lines.
     Note: Completed production orders have no outstanding quantities to be received and the invoices are generated. Production orders are completed when all the linked production orders and the parent project linked to the production orders are completed.
4. The items linked to the removed sales and purchase order lines cannot be returned. However, the fulfilled lines are still available in the corresponding sales and purchase orders.
5. The deleted MRP records and order lines will not be displayed in the corresponding reports.
6. The Stock valuation as from last revaluation check box in the Entry section of Inventory settings at System/General/Settings/Inventory settings is disabled. For more information, see Inventory Settings.
7. The Status fields in the Basics tab of the maintenance screen of Time & Material or Fixed projects linked to removed sales orders are disabled if the fields are set to Completed. For more information, see Creating and Maintaining Projects.
8. When you attempt to reuse the numbers of deleted sales orders, blanket sales orders, RMA orders, purchase orders, blanket purchase orders, RTV orders, and quotations, you will receive the message, “The number has been used : XXXX”, whereby "XXXX" are the numbers of the corresponding orders.
9. When you attempt to open deleted sales orders, blanket sales orders, RMA orders, purchase orders, blanket purchase orders, RTV orders, and quotations from various functionalities, you will receive the message, “The data has been removed : XXXX”, whereby "XXXX" are the numbers of the corresponding orders. The affected functionalities and menu paths are tabulated below:

• Go to System/Checks/Cleanup/Logistics MRP to launch the Logistics MRP cleaning up tool, as shown in the following screen:
   
• Click Next to display the consequences of removing the records, as shown in the following screen:
   
• Click Next to display the pre-conditions that have to be met before the cleaning up process can proceed, as shown in the following screen:
   
• Click Next to display the steps that are required to be performed, as shown in the following screen:
   
• Click Next to filter the records that will be cleaned up, as shown in the following:
   
  • In the Criteria section, select a financial year to clean up the records of transactions generated up to this year.
  • Select the Include allocated orders check box to include allocated records in the clean up process. Once selected, all the check boxes in the Type section will be selected. However, only the Sales orders & Blanket orders, Purchase orders & Blanket PO, Interbranch transfers, Quotations, and Production orders check boxes are disabled. By default, the Include allocated orders check box is selected.
  • In the Type section, select the Sales orders & Blanket orders, RMA orders, Purchase orders & Blanket PO, RTV orders, Interbranch transfers, Quotations, and/or Production orders check boxes to clean up the corresponding records that are completed. The Sales orders & Blanket orders, Purchase orders & Blanket PO, Interbranch transfers, Quotations, and Production orders check boxes are enabled only when you clear the Include allocated orders check box. By default, all the check boxes are selected, regardless of whether Include allocated orders is selected or cleared.
• Click Next to display the validation of each pre-condition, as shown in the following screen. The pre-conditons are the availability of invoices to be received and open invoices, the Stock valuations as from the last revalutions setting is not enabled, and the periods in the selected financial year are not closed. 
  
  
  • A green check mark indicates that the respective precondition is complied with. 
  • A red cross mark indicates that the respective validation is not complied with. To view the details of the non-compliance, click the icon next to the cross mark. The following example indicates that not all the financial periods of the selected financial year are closed. Once viewed, click Back.  
• Before you can proceed, you need to ensure that all the pre-conditions are complied with. In the example, you need to close all the financial periods of the selected year in the Period and year control section of General settings.
• Click Next to display the consequences of removing the records and confirm the cleaning up process, as shown in the following:
   
• Click Next to start the cleaning up process. The progress of the process will be shown as shown in the following example:
   
• Once completed, the results of records that have been deleted will be displayed, as shown in the following screen:
   
• Click Finish to end the cleaning up process.

Shrinking using Microsoft SQL Server Enterprise Manager (for SQL Server 2000)

1. Click Start/All programs/Microsoft SQL Server and launch Microsoft SQL Enterprise Manager, as shown in the following screen:
    
2. In the left panel, expand the Databases folder under the server that you are connected to. Then, right click the database that you want to shrink and select All Tasks, followed by Shrink Database.
   
   The following screen will then be displayed:
    
3. Click OK to start the shrinking process.

Shrinking using Microsoft SQL Server Management Studio (for SQL Server 2005)

1. Click Start/All programs/Microsoft SQL Server 2005 and launch Microsoft SQL Server Management Studio, as shown in the following screen:
   
2. Click Connect to connect to the corresponding server.  
3. In the Object Explorer panel, expand the Databases folder under the server that you are connected to. Then, right click the database that you want to shrink and select Tasks, followed by Shrink and Database.
   
   The following screen will then be displayed:
    
4. Click OK to start the shrinking process.

Related document

• Creating and Maintaining Projects
• Creating Database Backups
• Inventory Settings
• Logistics Consistency Checks and Repairs in Advanced Mode
• Processing Stock Revaluations