Stock Cleardown

The Stock History cleardown and Stock Batch cleardown programs can be run to remove stock history and obsolete batches, hence reducing the size of your stock tables. This will increased the speed of transactions, enquiries and reports, as well as freeing up disk space.

You can clear down your stock history and batches at any time.

However ALL users must be blocked from using the stock tables, while these programs are being run. It is therefor best to run this at the period end, or over a weekend to maximise system availability and reduce downtime.

We recommend that you backup your data before running the programs to keep your records.

We recommend that you spool a Stock History Report and Serial Numbers report for the transactions that you will clear.

The cut off dates for your stock history cleardown depends on your companies inventory policy for the length of stock history needed for enquiry and reporting purposes.

Stock History Cleardown

This program deletes records from the Stock History and Outward Movements files, according to the dates you specify. Memos (the additional information associated with individual batches) are only cleared down if the batch to which they relate contains no stock.

To run enter dates in the format DD/MMIYY in the following fields:

History cut-off date: Stock file items dated before this entry will be cleared down.

Movement cut-off date: Outward Movements file items dated before this entry will be cleared down.

Serial number cut-off date: Serial-numbered items in the Outward Movements file dated before this entry will be cleared down.

(A different date can be entered in each of the above fields depending upon your individual company policy for holding data, you may not leave these fields blank.)

Select Confirm to run the cleardown, or Exit to abandon it.

Stock Batch Cleardown

This program clears down batches that contain zero stock and where there are no associated memo details remaining for the batch.

Zero stock batches for which a record appears on a Memo file will not be cleared down, this is to allow for full batch tracking.

To see where the relevant batches have been used, run the Batch Tracking Report.

To remove the zero batches, cleardown the relevant memo file, by running the Stock History Cleardown option in the Inventory Control module to remove the stock memo details, the Archive Invoiced Orders option in the Sales Order and Invoicing module to cleardown the sales order memo details and the History File Cleardown option in the Works Order Processing module to cleardown the works order memo details.

(If you are unsure about carrying out any of the procedures described, we strongly recommend you contact your reseller.)