Purge Requests Page

Use this option to purge requests that are no longer needed. Purging deletes unfilled line items in requests, including back orders. Removing the requests resets inventory levels and also frees up space in your database.

• The system subtracts the unfilled quantity in a purged line item from the Inventory Catalog's Reserved field and adds it to the Available field.

• A purged request can no longer be accessed in processing options such as Approve Requests, Fill Requests, and Back Orders.

• When you purge requests, the system generates a report showing the records deleted. You can also run this report beforehand to see what effects your purge will have on the Inventory Catalog.

Menu Path

From the Warehouse Inventory menu, select Entry & Processing. From the Periodic Routines menu, select Purge Requests.

Prerequisites

Before purging unfilled request line items, complete these prerequisites:

• Run a backup of your database. Doing so allows you to restore your data if you happen to purge the wrong records.

• Before purging records, generate a copy of the Purged Request Items report using the same selection criteria you intend to use in your purge. This report enables you to review the records to be purged before you actually process them. For details, refer to the Procedures section.

Following are the procedures for printing the Purged Request Items report and for purging selected request line items:

Generate the Purged Request Items Report

1. On the Purge Requests page, in the Search Criteria section's Request Year field, you can select an individual year or select the All Prior option at the bottom of the drop-down list to purge requests for all years prior to the current fiscal year.

2. Click OK, and then complete the additional search criteria fields. For descriptions, refer to Fields and Descriptions.

3. Click Find to list the requests that will be purged.

4. Click Print.

5. In the Print window, specify how to generate the report, and then click OK. The report's default file name is purgereq.rpt.

6. Review the report to verify that these are the records you want to purge.

   • In the report, unfilled and back ordered quantities appear as positive numbers.

   • The dollar values reflect the costs of the unfilled and back ordered quantities. Since no accounting transactions were processed for these quantities, no cost adjustments need to be made when you purge the requests.

Purge Unfilled Request Line Items Including Back Orders

Purging deletes unfilled line items and cancels out any effects they would have regarding inventory levels and charges. It has no effect on line items that have been filled, nor does it affect accounting charges for filled line items. You can still access transaction records associated with purged requests. To do so, use the Inventory Transactions Page.

1. On the Purge Requests page, in the Search Criteria section's Request Year field, you can select an individual year or select the All Prior option at the bottom of the drop-down list to purge requests for all years prior to the current fiscal year.

2. Click OK, and then complete the additional search criteria fields. For descriptions, refer to Fields and Descriptions.

3. Click Find to list the requests that will be purged.

4. If you are satisfied with the records displayed and you performed the prerequisites described earlier, click Purge Requests on the Action Bar.

5. In the Print window, enter settings for generating the Purged Request Items report, and then click OK. The report's default file name is purgereq.rpt.

6. Once you define the print settings, click OK to purge the selected records and generate the report.
   A Processing page window displays, showing the system's progress.

7. Click OK to close the window and return to the Purge Requests page.

8. Review the Purged Request Items report.

   • Unfilled and back ordered quantities display as negative numbers to reflect adjustments made in the Inventory Catalog as a result of the purge.

   • The report's dollar values reflect the costs of unfilled and back ordered quantities. Since no accounting transactions were processed for these quantities, no cost adjustments are made when the requests are purged.

Fields