RIMAS for DOS
Software
To: All Users of (Advanced) RIMAS for DOS
From: The SHARED LOGIC Group, Inc.
Re: Recommendations and Instructions for Deleting Data
Date: January 23, 2002
It
is recommended to keep transaction history detail and not delete
it. The information in this file will
be transferred to the audit period, transaction history file, when the year is
closed. This allows access to two years
of transaction history. The audit transaction
history is deleted when the Close Audit Period program is run.
Shared
Logic suggests running the End of Period Run when closing the
month. This program deletes all the
posted general journal entries from the general journal file as well as advancing
the posting period. The information
remains in the General Ledger history file.
The
End of Month Run program will delete all Accounts Payable invoices that
have been entered, paid, and posted prior to and including the end of month
date that is entered for the program selection criteria. Shared Logic recommends running this program
as part of the month end procedure. The
payment record for the invoice will remain in the Paid Item History File and
the transaction stays in the General Ledger History file.
It
will eventually be necessary to remove some of the Paid Item History
information from the computer. The Paid
Item History may be deleted at anytime by running the Delete Paid Item
History program. It may be
desirable to first print the Paid Item History report for what is about to be
deleted. The options exist to delete
all detail or to delete the paid item history through a payment date. It is recommended to clear the Paid Item
History periodically to delete old data that is not being used.
The
End of Month Run program will delete all Accounts Receivable invoices
that have been entered, paid, and posted prior to and including the end of
month date that is entered for the program selection criteria. Shared Logic recommends running this program
as part of the month end process. The
payment record for the invoice will remain in the Paid Item History File and
the transaction stays in the General Ledger History file.
It
will eventually be necessary to remove some of the Paid Item History
information from the computer. The Paid
Item History may be deleted at anytime by running the Delete Paid Item
History program. It may be
desirable to first print the Paid Item History report for what is about to be
deleted. The options exist to delete
all detail or to delete the paid item history through a payment date. It is recommended to clear the Paid Item
History periodically to delete old data that is not being used.
Shared
Logic advises to run the End of Month Run program at the end of the year. Running this program deletes the information
used to print all payroll reports that have a date range and clears the payroll
register.
The
End of Quarter Run program is used to clear the Quarterly totals from
the employee accounts. Run this program
after completing the last payroll of a quarter and printing the quarterly
reports. This program must be run prior
to entering payroll for the new quarter.
The
End of Year Run program may be run only after the W-2 forms have been
printed and accepted. This program will
clear all the year to date totals from the employee account records and remove
terminated employees from the Payroll System.
Run this program prior to entering the first payroll of the new year.
The
program used to clear Commodity History detail is found on the Data Base
Utilities menu. The C/I Clear
History program has several options for clearing the detail. The user may choose to clear for posting or
transaction date and for a date range.
The history detail may be cleared for a particular period, source type,
and/or Commodity Code. It is recommended
to clear the Commodity Inventory History periodically to delete old data that
is not being used.
Completed
Purchase Contracts as well as old, incomplete Purchase Contracts, that are no
longer being accessed, may be cleared using the Clear Completed Purchase
Contracts program located on the Purchase Contract menu. The contracts may be cleared for a contract
number range or date range. They may
also be cleared for a particular vendor code, contract type, or location. Answering “N” to the “Clear completed
contracts only” option allows the old incomplete contracts that are in the
contract number or date range, to be deleted as well. Shared Logic advises to clear the completed contracts monthly and
old contracts as needed.
The
Material Purchase posted detail can be cleared daily, weekly, or monthly. It is desirable to run the Clear Posted
Purchase Detail program on a regular basis to reduce the time it takes to
post transactions. Purchase tickets may
be cleared for a ticket number or date range and/or for a particular period or
vendor code.
The
Vendor Material posted detail can be cleared daily, weekly, or monthly. It is desirable to run the Clear All
Posted Detail program on a regular basis to reduce posting time. Invoices may be cleared for an invoice number
range and/or for a particular period or vendor code.
There
are two clearing programs available for Vendor Business History
information. The Clear Totals in
Business Summary program allows the summary totals to be cleared for the
week, month, and year. This allows for
an accurate vendor report when running summary reports for these periods of
time.
Running
the Delete Business Detail program to remove data that is no longer
being used will shorten the time it takes to print the Vendor Business History
Detail report. The options available
are to delete through a receiving date or for a commodity or vendor code.
Completed
Sales Contracts as well as old, incomplete Sales Contracts, that are no longer
being accessed, may be cleared using the Clear Completed Sales Contracts
program located on the Sales Contract menu.
The contracts may be cleared for a contract number range or date
range. They may also be cleared for a
particular customer code, contract type, or location. Answering “N” to the “Clear completed contracts only” option
allows the old incomplete contracts that are in the contract number or date
range, to be deleted as well. Shared
Logic advises to clear the completed contracts monthly and old contracts as
needed.
The
Material Services/Invoicing posted detail can be cleared daily, weekly, or
monthly. It is desirable to run the Clear
All Posted Detail program on a regular basis to reduce posting time. Invoices may be cleared for an invoice
number range and/or for a particular period or customer code.
There
are two clearing programs available for Customer Business History
information. The Clear Totals in
Business Summary program allows the summary totals to be cleared for the
week, month, and year. This allows for
an accurate customer report when running summary reports for these periods of
time.
Running
the Delete Business Detail program to remove data that is no longer
being used will shorten the time it takes to print the Customer Business
History Detail report. The options
available are to delete through a ship date or for a commodity or customer
code.
Running
the Delete Freight Detail program to remove freight data that is no
longer needed will shorten the time it takes to sort and print the
Transportation Cost report. It will
also reduce the time it takes to post the Freight Bills. Several options are available for deleting
freight detail. All the detail may be
deleted or it may be removed for certain selection criteria. The detail may be deleted for shipper number
range, shipped date range, and/or a pay code.
Freight detail with no freight bill entered and Freight bills that have
not been paid may also be deleted.