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Suggestions for Purging Efficiently

• To purge the most complete set of records, choose the Matched Invoices and POs category first, then initiate a second purge for the Suppliers category.

• Submit a purge when users are least likely to update records in the database.

• The purge process can take several hours to complete, depending on the number of records in the purge and the resource capacity of your system. You can more efficiently purge a large number of records by submitting several smaller purges. On your first purge, set a Last Activity Date that is far in the past, and gradually increase the date with each purge.

• Make sure that the database rollback segments you create are large enough so that you have sufficient memory to perform the purge. See your database administrator for assistance. See: Oracle8 Server Utilities Guide, Oracle8 Server Administrator's Guide.

Prerequisites

   Back up and archive the database. See: Backing up the Database (Oracle7 Server Utilities Guide).

   Confirm the integrity of the database backup.

   Create rollback segments to prepare the database.

   Log in as the Purge Administrator.

   To complete the purge process:

1. In the Submit Purge Window, enter your purge parameters:

Name. Unique name for the purge.

Category. The category of documents you want to delete.

• Matched Invoices and POs. Invoices matched to purchase orders, and purchase orders.

• Schedules by CUM Period. CUM Periods and associated planning and shipping schedules.

• Schedules by Organization. Planning and shipping schedules for the specified organization.

• Simple Invoices. Invoices that are not matched to purchase orders.

• Simple Purchase Orders. Purchase orders that are not matched to invoices.

• Simple Requisitions. Cancelled purchase requisitions.

• Suppliers. Suppliers that are inactive and have no active records associated with them.

Last Activity Date. The purge program will delete records that have not been updated since the Last Activity Date you enter.

Organization Code. For document categories Schedules by CUM Period and Schedules by Organization, you must select the organization.

2. Choose Initiate. The purge program identifies all records that match your criteria and system criteria. The purge program automatically prints the Preliminary Purged Listings Report, which lists all purge candidates.

3. Review the Preliminary Purged Listings report and identify any purge candidates that you do not want to purge.

Update each purge candidate you do not want to purge by slightly modifying the record. For example, if you add a period at the end of an Invoice Description in the Invoices window, when you save the record, you will update the record's Last Update Date to today's date, thereby disqualifying it from the purge candidate list.

4. Confirm the Purge by querying the purge in the Submit Purge window and choosing Confirm. The Purge program revalidates the list of purge candidates and omits from the list any records that no longer meet your criteria or system criteria. The Purge program deletes all remaining, valid purge candidates and their related records. The Purge program then automatically submits a concurrent request to print the following reports:

• Final Purged Listings Report. Lists all purged records.

• Rejected Purged Listings Report. Lists any records that were listed as purge candidates on the Preliminary Purge Report, but that were not purged. For example, records you updated.

• Final Purge Statistics Report. Lists summary statistics on the number of records you purge from each table in Oracle Payables and Oracle Purchasing.

5. Give your database administrator the Purge Statistics Report, and ask your database administrator to export and import the database tables and indexes from which you purged data. See: Recreating Database Objects From Which You Purge.

See Also

Purging Records

Submitting Standard Reports, Programs, and Listings

Purge Reports