7 Updating and Purging Address Book Records

This chapter contains the following topics:

7.1 Understanding Address Book Update and Purge Programs

Periodically, you might need to update or purge address book information. To update individual address book information, use the Address Book Revisions program (P01012). To update many addresses simultaneously, use the Effective Address Update program (R01840) or the Global Category Code Update program (R01490).

To purge information, use the Purge Address Book Records program (R01800P).

7.2 Updating Address Book Records with Effective Dates

This section provides an overview of address book updates, lists a prerequisite, and discusses how to run the Effective Address Update program (R01840).

7.2.1 Understanding Address Book Updates

If you activate the Address by Effective Date constant in the Address Book Constants program (P0000), you must run the Effective Address Update program (R01840) periodically to ensure that the system is using the current date when you send correspondence, billing, payments, and other mailings. Address book records are not updated with new addresses unless you run this program.

When you run the R01840 program, the system updates the Address Book Master table (F0101) with the effective date for the current address in the Address by Date table (F0116). If you do not want to update all addresses, use data selection criteria to limit the addresses. This program does not include processing options.

You can set up a version to update addresses to a date other than the current date. You can use a date other than the current date to ensure that addresses are in effect for the day that you mail correspondence instead of the day that the addresses were generated.

Note:

For customers using Vertex, the R01840 program will update the invalid geocodes for the updated addresses.

7.2.2 Prerequisite

Before you complete the tasks in this section, you must verify that the Address by Effective Date option is selected in the Address Book Constants program.

See Setting Up Constants.

7.2.3 Running the Effective Address Update Program

Select A/B Advanced & Technical Operations (G0131), Effective Address Update.

7.3 Updating Category Codes

This section provides an overview of category code updates, lists a prerequisite, and discusses how to:

  • Run the Global Category Code Update program

  • Set processing options for Global Category Code Update (R01490)

7.3.1 Understanding Category Code Updates

After you enter address book records, you might need to change category code information. To make changes throughout the JD Edwards Address Book system, run the Global Category Code Update program. You can update all address book records with the category codes that you changed or you can update specific address book records and category codes.

If you choose to update only specific records, use a processing option to identify which address book records to update for each category code or leave the processing option blank and use data selection to select which records to update.

Set a processing option to create a report that prints the changed records. Otherwise, the system sends a message about the completion of the batch through workflow.

7.3.2 Prerequisite

Before you complete the tasks in this section, you must save a copy of the Address Book Master table.

7.3.3 Running the Global Category Code Update Program

Select A/B Advanced & Technical Operations (G0131), Global Category Code Update.

7.3.4 Setting Processing Options for Global Category Code Update (R01490)

Processing options enable you to specify the default processing for programs and reports.

7.3.4.1 Criteria

1. Address Number

Specify an address book number if you want to update category codes for a specific address number.

2. Employee

Specify whether to update category code values for employees. Values are:

N: No

Y: Yes

3. Customer

Specify whether to update category code values for customers. Values are:

N: No

Y: Yes

4. Supplier

Specify whether to update category code values for suppliers, and for which type of suppliers to update category code values. Values are:

F: Foreign supplier

M: Miscellaneous, one-time supplier

N: No

Y: Yes

5. Enter 1 to create a report

Enter 1 if you want the system to print a report. If you leave this processing option blank, the system does not print a report.

6. Enter a '1' to update Cat Codes left blank with blanks

Enter 1 if you want the system to update blank category code fields with a blank value.

7.3.4.2 Address Fields

5. Business Unit

This processing option is for future use.

6. Credit Message

This processing option is for future use.

7. Search Type

This processing option is for future use.

7.3.4.3 Cat Code 1–15

Category Code 1–15

Enter the value to which you want the system to change the category code.

Category Code 16–30

Enter the value to which you want the system to change the category code.

7.4 Purging Address Book and Message Log Records

This section provides an overview of address book and message log purges, lists a prerequisite, and discusses how to:

  • Run the Address Book Purge program.

  • Set processing options for Address Book Purge (R01800P).

  • Run the Purge Message Log program.

  • Set processing options for Purge Message Log (R01131P).

7.4.1 Understanding Address Book and Message Log Purges

Use the Purge Address Book Records program to purge records from the Address Book Master table and the following related tables:

  • F0030 - Bank Transit Master.

  • F0030W - Bank Account/Supplier Number Worktable.

  • F01092 - Supplemental Database - Code.

  • F01093 - Supplemental Database - Narrative.

  • F0111 - Address Book - Who's Who.

  • F0115 - Address Book - Contact Phone Numbers.

  • F01151 - Electronic Address.

  • F01112 - Related Person.

  • F0116 - Address by Date.

  • F01161 - Alternate Address.

  • F0150 - Address Organization Structure Master.

  • F03012 - Customer Master by Line of Business.

  • F0401 - Supplier Master.

  • F01815 - AB Word Search Master.

The system does not purge an address book record if any related payor or address book records are in a transaction table. If you set the processing option to run the report in final mode, the system deletes records from the database if no corresponding records are in other tables. You should run this report in proof mode before running it in final mode if you are uncertain about the corresponding tables.

If you use the JD Edwards Electronic Mail system, you should periodically purge the message log records from the PPAT Message Control File (F01131) and JDEM Multi Level Message (F01131M) tables by running the Purge Message Log program (R01131P). Use processing options to specify whether to purge messages by date regardless of their status and, if so, the range of dates to purge. If a range of dates is not specified, the system purges only deleted tasks.

7.4.2 Prerequisite

Before you complete the tasks in this section, you must verify that all users are signed off the system.

7.4.3 Running the Purge Address Book Records Program

Select A/B Advanced & Technical (G0131), Purge Address Book Records.

7.4.4 Setting Processing Options for Purge Address Book Records (R01800P)

Processing options enable you to specify the default processing for programs and reports.

7.4.4.1 Defaults

1. Report Output

Specify whether to list purged records on the Address Book Purge report (R01800P). If you specify not to list the purged records, the only output on the report will be the number of address book records purged and the number of records processed. Values are:

Blank: Do not list the purged records on the report.

1: List the purged records on the report.

2. Processing Mode

Specify whether to run the Address Book Purge program in Proof or Final mode. Warning: Running this report in Final mode will cause address book and related table records to be deleted. If you are unsure about deleting records permanently, this report should be run in Proof mode.

When you run the program in final mode, it purges data from the Address Book Master table (F0101) and the following related tables: F0030, F0030W, F01092, F01093, F0111, F0115, F01151, F01112, F0116, F01161, F0150, F03012, F0401, and F01815. It also produces a report indicating the number of records processed and the number of records purged.

When you run the program in proof mode, it produces a report indicating the number of records processed and the number that would be purged if the program were run in final mode, but it does not purge any records. Values are:

Blank: Run the program in Proof mode.

1: Run the program in Final mode.

7.4.5 Running the Purge Message Log Program

Select A/B Advanced & Technical Operations (G0131), Purge Message Log.

7.4.6 Setting Processing Options for Purge Message Log (R01131P)

Processing options enable you to specify the default processing for programs and reports.

7.4.6.1 Processing

1. Enter a 1 to purge tasks by date regardless of status.

Specify whether to purge tasks by date, regardless of status. If you leave this field blank, the system purges only deleted tasks.

From Date

Specify a from date for the system to use when selecting records to purge, if you want to delete by a date range.

Thru Date

Specify a through date for the system to use when selecting records to purge, if you want to delete by a date range.

7.5 (BRA) Purging Brazilian Address Book Records

This section provides an overview of the Purge Brazilian Address Book Tag Files program (R76011P) and discusses how to:

  • Run the Purge Brazilian Address Book Tag Files program.

  • Set processing options for Purge Brazilian Address Book Tag Files (R76011P).

7.5.1 Understanding the Purge Brazilian Address Book Tag Files Program

You run the Purge Brazilian Address Book program after you run the Address Book Purge program (R01800P). When you run the Purge Brazilian Address Book program in final mode, the system purges from the Address Book Brazilian Tag Table (F76011) all records that do not have a corresponding record in the Address Book Master table (F0101). The system then writes a record to the Archive Address Book Brazilian Tag Table (F76011P) for each record that it purges from table F76011. Tables F76011 and F76011P contain identical fields.

7.5.2 Running the Purge Brazilian Address Book Tag Files Program

Select Brazilian Localization Setup (G76B41B), Purge Brazilian Address Book Tag Files.

7.5.3 Setting Processing Options for Purge Brazilian Address Book Tag Files (R76011P)

Processing options enable you to specify the default processing for programs and reports.

7.5.3.1 Defaults

Use these processing options to specify whether to run the program in proof or final mode, and whether to display information about the records that are purged.

1. Report Output

Specify whether the report lists the records that are purged when you run the program in final mode. If you specify to list the records and run the program in proof mode, the report lists the records that will be purged when you run the program in final mode. If you do not choose to list the records, the report contains only the number of records purged. Values are:

Blank: Do not list the records.

1: List the records.

2. Processing Mode

Specify whether the report runs in proof or final mode. Values are:

Blank: Proof mode. The program produces a report that lists the total number of records that will be deleted when you run R76011P in final mode. If you set the Report Output processing option in R76011P to 1, the report also lists the records that will be purged when you run R76011P in final mode. The program does not delete or purge any records when you run it in proof mode.

1: Final mode. The system purges records from the Address Book Brazilian Tag table (F76011), writes to the Archive Address Book Brazilian Tag table (F76011P) the records that are identical to the ones purged, and produces a report that prints the number of records purged. If you set the Report Output processing option in R76011P to 1, the report also lists the purged records.