Exact Globe+

How-to: Cleaning up obsolete logistics records and budget entries

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.

Description

In this document, you will be guided step-by-step in cleaning up the obsolete logistics records and budget entries, using the Logistics MRP cleanup function in Exact Globe Next.

To run the Logistics MRP cleanup function, do the following:

Ensure that all the pre-requisites are met. For more information, see the Pre-requisites section.
Go to System ➔ Checks ➔ Diagnose to perform logistic diagnose checks and repair the errors that are found. For more information, see Logistics consistency checks and repairs in advanced mode.
Go to System ➔ Logistics ➔ Revaluation and perform stock revaluation. For more information, see Processing stock revaluations.
Go to Accountancy ➔ Companies ➔ Backup ➔ Restore to create a backup of the administration to be cleaned up. or more information, see Creating database backups.
Go to System ➔ Checks ➔ Cleanup ➔ Logistics MRP and execute the clean up tool. For more information, see the Executing logistics MRP cleanup tool section.
Go to System ➔ Checks ➔ Diagnose again and perform logistic diagnose checks.
Go to Microsoft SQL Server Management Studio or Microsoft SQL Server Enterprise Manager to shrink the database. For more information, see the Shrinking the database section.

Pre-requisites

You need to make sure that the following pre-requisites are met before proceeding with the logistics MRP cleanup process.

There are no open invoices for the selected financial year. In other words, all sales invoices have been processed.
The Stock valuation as from last revaluation check box in the Entry section under Inventory settings at System ? General ? Settings. For more information, see Inventory settings.
The Standard cost price or Standard cost price (Classic) option is selected as the stock valuation method in the Entry section under Inventory settings at System ? General ? Settings.
The journals in the periods of the selected financial year are closed.
There are no active users accessing Exact Globe Next applications while executing the cleanup tool.

Top

Consequences

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

The details of the deleted order lines cannot be viewed anymore.
The removed records and order lines cannot be recovered.
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 under 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.
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.
The deleted MRP records and order lines will not be displayed in the corresponding reports.
The Stock valuation as from last revaluation check box in the Entry section of Inventory settings at System ? General ? Settings is disabled. For more information, see Inventory settings.
The Status fields in the Basics tab of the maintenance screen of Time & Material or Fixed projects linked to remove sales orders are disabled if the fields are set to Completed. For more information, see Creating and maintaining projects.
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.
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:

Top

AFFECTED FUNCTIONALITIES and MENU PATHS
SALES ORDERS	Accountancy/Master data/Cost centres Assets/Assets/Maintain Cash flow/Miscellaneous/Collection Cash flow/Miscellaneous/Refund Cash flow/Miscellaneous/Terms Cash flow/Payments/Authorise Cash flow/Payments/Process Cash flow/Statistics/Who authorised Cash flow/Statistics/Who processed CRM/Accounts/Maintain accounts CRM/Contracts/Analysis/Accounts CRM/Contracts/Analysis/Items CRM/Contracts/Contract overviews CRM/Contracts/Prolongation/By debtor CRM/Contracts/Reports/Call list CRM/Entries/Activities CRM/Entries/Documents CRM/Processes/Selections/Actions CRM/Reports/Documents CRM/Reports/Sales forecast Finance/Accounts payable/Cards Finance/Accounts receivable/Cards Finance/Accounts receivable/Maintain HR/Reports/Sales order balance list Inventory/Entries/Fulfilment Inventory/Entries/Shipping Inventory/Item management/MRP Inventory/Items/Cards Inventory/Items/Maintain Inventory/Reports/Deliverable from stock Inventory/Reports/Stock positions Inventory/Warehouse management/Warehouses Invoice/Entries/Authorise Invoice/Entries/Invoices Invoice/Items/Cards Invoice/Items/Maintain Invoice/Reports/Customer	Invoice/Reports/Invoice history Invoice/To be processed/Collection Invoice/To be processed/Reallocate Invoice/To be processed/Select/Search Management/Authorise – Outgoing/Invoices Management/Authorise – Outgoing/Sales orders Management/Period closure/Sales orders to be delivered Manufacturing/Entries/Authorise production Manufacturing/Entries/Production orders Manufacturing/Setup/Item Manufacturing/Reports/Actuals Manufacturing/To be processed/Complete Order/Entries/Authorise Order/Entries/Confirm Order/Entries/Fulfilment Order/Entries/Picking list Order/Entries/Print/Process Order/Entries/Sales orders Order/Entries/Shipping Order/Items/Cards Order/Items/Maintain Order/Reports/Customer Order/Reports/Fulfilment Order/Reports/Order performance Order/Reports/Sales order history Order/Reports/Sales orders Order/Statistics/Audit trail Order/Statistics/Top 10 orders Order/To be processed/Back order handling Order/To be processed/Date exceptions Order/To be processed/Sales orders Order/To be processed/To be delivered Projects/Entries/Invoice proposal Projects/Entries/Project orders Projects/Items/Cards Projects/Items/Hours Projects/Items/Items Projects/Projects/Maintain projects Projects/Projects/Work in progress Projects/Reports/Balance list Projects/Reports/Project orders Purchase/Items/Cards Purchase/Items/Maintain Purchase/To be processed/Date exceptions Service/Items/Hours Service/Items/Maintain Service/To be processed/Date exceptions
PURCHASE ORDERS	Accountancy/Master data/Cost centres Assets/Purchase contracts/Maintain Cash flow/Miscellaneous/Collection Cash flow/Miscellaneous/Refund Cash flow/Miscellaneous/Terms Cash flow/Payments/Authorise Cash flow/Payments/Process Cash flow/Statistics/Who authorised Cash flow/Statistics/Who processed Finance/Accounts payable/Cards Finance/accounts receivable/Cards HR/Entries/Fulfilment internal use HR/Entries/Internal use Inventory/Item management/MRP Inventory/Items/Cards Inventory/Items/Maintain Inventory/Reports/Deliverable from stock Inventory/Reports/Stock positions Inventory/Warehouse management/Cards Inventory/Warehouse management/Reconcile Inventory/Warehouse management/Warehouses Invoice/Items/Cards	Invoice/Items/Maintain Management/Authorise – Incoming/Purchase orders Management/Period closure/Purchase orders to be printed Manufacturing/Setup/Items Order/Items/Cards Order/Items/Maintain Order/To be processed/Back order handling Order/To be processed/Date exceptions Projects/Items/Cards Projects/Items/Hours Projects/Items/Item Purchase/Entries/Authorise Purchase/Entries/Print/Process Purchase/Entries/Purchase orders Purchase/Entries/Receipts Purchase/Items/Cards Purchase/Items/Maintain Purchase/Reports/Purchase order Purchase/Reports/Supplier performance Purchase/Reports/Various/Prepaid order list Purchase/Reports/Various/Purchase history Purchase/Reports/Various/Suppliers Purchase/Statistics/Audit trail Purchase/To be processed/Date exceptions Purchase/To be processed/Reconcile Purchase/To be processed/Select/Search Purchase/To be processed/To be received Service/Items/Hours Service/Items/Maintain Service/To be processed/Date exceptions
QUOTATIONS	CRM/Accounts/Maintain accounts CRM/Contracts/Reports/Call list CRM/Entries/Activities CRM/Entries/Authorise quotations CRM/Entries/Print quotations CRM/Entries/Quotations CRM/Processes/Selections/Actions CRM/Reports/Quotations CRM/Reports/Sales forecast Finance/Accounts receivable/Maintain Inventory/Items/Cards Inventory/Items/Maintain Management/Authorise – Outgoing/Quotations	Manufacturing/Setup/Items Order/Items/Cards Order/Items/Maintain Order/To be processed/Date exceptions Projects/Items/Cards Projects/Items/Hours Projects/Items/Items Purchase/Items/Cards Purchase/Items/Maintain Purchase/To be processed/Date exceptions Service/Items/Hours Service/Items/Maintain Service/To be processed/Date exceptions
RMA ORDERS	Order/Entries/Authorise Order/Entries/Confirm Order/Entries/Fulfillment Order/Entries/Picking list	Order/Entries/Print/Process Order/Entries/RMA orders Order/Reports/RMA orders
RTV ORDERS	HR/Entries/Fulfillment internal use Inventory/Entries/Fulfillment Management/Authorise – Incoming/Purchase orders Management/Period closure/Sales orders to be delivered	Purchase/Entries/Authorise Purchase/Entries/Print/Process Purchase/Entries/Receipts Purchase/Entries/RTV orders Purchase/Reports/RTV orders

Top

Executing logistics MRP cleanup tool

Go to System ➔ Checks ➔ Cleanup ➔ Logistics MRP to launch the logistics cleanup wizard.
Click Next to go to the Consequences tab. The consequences of removing the records will be shown.
Click Next to go to the Preconditions tab. The pre-conditions that have to be met before proceeding with the cleaning up process will be shown.
Click Next to go to the Steps tab. The steps need to be performed will be shown.
Click Next to go to the Filtering tab. The options to filter the records to be cleaned up will be shown.
- In the Criteria section, select the 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 cleanup 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 cleanup 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 go to the Validation tab. The validation of each pre-condition (refer to the Preconditions tab in the logistics cleanup wizard) will be displayed. In addition to the validations against the pre-requisites mentioned under the Preconditions tab, you will be warned about the invoices to be received (if any) with an alert indication.
In the Validation tab:
- The alert sign indicates that there are invoices to be received for the selected financial year. You can view the list of invoices to be received by clicking the icon next to the alert indication.
- The green check mark indicates that the respective precondition is complied with.
- The 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. In the above example, if you click the icon next to the cross mark against Closed periods validation, the details of the non-compliance. Once viewed, click Back.
  Note: To proceed with the cleaning up process, you need to ensure that all the pre-conditions are complied with. Additionally, the availability of invoices to be received will not stop you from proceeding with the cleaning up process. In the above example, you need to close all the financial periods of the selected year in the Period and year control section under General settings
Click Next to go to Confirmation tab. The consequences of removing the records and to confirm the cleaning up process will be shown.
Click Next to go to Cleanup tab. The cleaning up process starts and the progress of the process will be shown.
In the Cleanup tab:
- the status of different stages in the cleaning up process with dynamic text updates displayed above the progress bar will be shown.
- the Allocated orders line will be displayed, only if the Include allocated orders check box is selected in the Filtering tab.
Note: You can pause the cleanup process when required and continue from where it had stopped later on. On cancelling the cleanup process, the Results tab with the results of records that have been deleted will be displayed.
Once completed, the Results tab with the results of records that have been deleted will be displayed.
Click Finish to end the cleaning up process.

Top

Shrinking the database

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

Click Start ➔ All programs ➔ Microsoft SQL Server and launch Microsoft SQL Enterprise Manager.
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.
Click OK to start the shrinking process.

Top

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

Click Start ➔ All programs ➔ Microsoft SQL Server 2005 and launch Microsoft SQL Server Management Studio.
Click Connect to connect to the corresponding server.
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.
Click OK to start the shrinking process.

Top