11 Managing Data Purges

This chapter contains the following topics:

11.1 Understanding Data Purges

You can use purge programs to remove data from files when the data becomes obsolete or you need more disk space. You can use data selection to create a configured purge. For example, you could specify a range of fiscal years so that the system would purge only records that fall within that date range instead of all dates.

To purge data, you must:

  1. Determine the data that you want to purge.

  2. Run the purge program.

  3. Run the file reorganization program to rebuild file structure.

Important:

You must know the proper procedures and consequences of purging data to avoid serious damage to the system and data.

11.2 Purging Data

This section provides an overview of purge programs, lists prerequisites, and discusses how to:

  • Run the item master purge.

  • Run the item balance purge.

  • Set processing options for Item Balance Purge (R4102P).

11.2.1 Understanding Purge Programs

Every JD Edwards EnterpriseOne Distribution system is shipped with special purge programs. In the JD Edwards EnterpriseOne Inventory Management system, the special purge programs are:

  • Item Master Purge (R4101P), which removes data from F4101.

  • Item Balance Purge (R4102P), which removes data from F4102.

Special purges have built-in criteria that the system checks before removing any data. For example, you might want to purge an item master record that has an associated record in the F41021 table. The built-in selection criterion prevents the system from purging the item location file record.

You can set processing options to save purged records, which enables you to recover data that was inadvertently purged.

You can also purge interoperability transactions.

See "Processing Interoperability for Inventory Management" in the JD Edwards EnterpriseOne Applications Interoperability Fundamentals Implementation Guide.

11.2.2 Prerequisites

Before you complete the tasks in this section, you must:

  • Save copies of the files that will be affected in the purge.

  • Verify that no users are working with the data that you want to purge.

11.2.3 Running the Item Master Purge

Select Global Updates & Purges (G41311), Item Master Purge (F4101).

The Item Master Purge (R4101P) program enables you to select and purge specific information from the Item Master table (F4101). Before purging the records from the F4101 table, the system verifies that the records are not associated with these tables:

  • Item Location File F41021

  • Item Branch File (F4102)

  • Item Cost File (F4105)

  • Lot Master (F4108)

  • Bill of Material Master File (F3002)

  • Routing Master File (F3003)

The system does not purge any item information from these tables.

11.2.4 Setting Processing Options for Item Master Purge (R4101P)

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

11.2.4.1 Process

Purge Library - FUTURE

Specify whether to save purged records. Values are:

Blank: Do not save any purged records.

1: Save the purged records to a special purge library.

Reorganize Purged Files- FUTURE

Specify whether to reorganize purged files. Values are:

Blank: Do not reorganize.

1: Reorganize.

11.2.5 Running the Item Balance Purge

Select Global Updates & Purges (G41311), Item Balance Purge (F4102).

The Item Balance Purge (R4102P) program enables you to select and purge records from the Item Branch File (F4102). Before you purge the specified records from the F4102 table, the system verifies the records using this criteria. The system does not purge the records if:

  • Open work orders exist in the Work Order Master File (F4801).

  • Open sales orders exist in the Sales Order Detail File table (F4211).

  • Open purchase orders exist in the Purchase Order Detail File table (F4311).

    Note:

    (Release 9.2 Update) The work orders, sales orders, and purchase orders are considered closed if the order status code is defined in the UDC 41/WC for work orders, 41/SP for sales orders, and 41/PP for purchase orders.
  • A parts list exists in the Work Order Parts List (F3111).

  • A bill of material exists in the Bill of Material Master File (F3002).

  • Any secondary locations exist in the Item Location File (F41021).

  • Information is in any of these fields for the item location record:

    • On-hand

    • Hard Commitments

    • Soft Commitments

    • Back Order Quantity

    • On Order Quantity

    • Quantity Outbound (EDI)

    • Quantity Inbound (EDI)

      The system also checks all quantity fields for primary and secondary locations.

After the system determines which Item Balance records are to be purged, the system verifies that the records exist in the Item Branch File and that all records in the Item Location File F41021 with the same item and branch have zero quantities.

The system purges Item Balance records in this order:

  • The Item Branch File record.

    If the cost level for this item is 2, the system purges the cost records for this item and branch.

  • The Unit of Measure Standard Conversion records for this item and branch.

  • The Item Location File records.

    If the cost level for this item is 3, the system purges the cost records for this item, branch, location, and lot.

If you set the ALL Item Branch processing option to delete all item branch information, the system checks the Item Branch File table and verifies in the Item Location File F41021 that records with the same item and branch have zero quantities and are not primary bins. If these conditions exist, the system purges the cost records for item, branch, location, and lot if the cost level for this item is 3.

If you set the processing option to save purged records, purges that are performed on the same table and on the same day are added to the existing library and table.

11.2.6 Setting Processing Options for Item Balance Purge (R4102P)

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

11.2.6.1 Process

Purge Library - FUTURE

Specify whether to save purged records. Values are:

Blank: Do not save any purged records.

1: Save the purged records to a purge library.

Reorganize Purged Files- FUTURE

Specify whether to reorganize purged files. Values are:

Blank: Do not reorganize.

1: Reorganize.

Delete the Item/ Branch Record

Specify whether to purge all eligible Item Branch information. Values are:

Blank: Purge only the Item Location records with all quantities zero.

1: Purge all eligible Item Branch information.

Print Mode

Specify whether to print records. Values are:

Blank: Print all purged records. (default)

1: Print deleted records.

2: Print errors.

Allow Secondary Location Deletion

Specify whether to delete a secondary location. Values are:

Blank: Do not delete the secondary location.

1: Delete the secondary location.

Note:

Use this processing option to specify whether the system allows deletion of a secondary location if any open receipt exists in the Purchase Order Receiver table (F43121). Even if the processing option is set to 1, the secondary location is not deleted if the inventory cost level is set to 3.