Purging Orders (MPOR, FORP, VORP, DORP)

Purpose: Use the Purge Orders function to purge closed and canceled orders that have been inactive for a given period.

Which orders are purged? In addition to being closed or cancelled, the order must:

• not have had any activity for the Order Purge Days (C62) defined in the System Control file. For example, if you define 365 as the order purge days for your company, a closed or canceled order will be eligible for purging if the order has not been entered, shipped, or maintained for one year. The system checks the Order Transaction History file for the most recent activity.

• not have any pending returns or refunds.

• not have any A/R open items in an open status.

You can perform the Purge Orders function in one step using the Purge Orders Screen (MPOR) or in 3 steps using the:

• Flag Orders for Purge Screen (FORP) (flags the orders for purge)

• Validate Order Status Screen (VORP) (validates orders that are flagged for purge)

• Purge Orders Deletion Screen (DORP) (purges the flagged orders)

If you select to purge orders at the Purge Orders Screen (MPOR), you have the option of archiving the orders to optical disk. If you select to purge orders at the Purge Orders Deletion Screen (DORP), you have the option to turn off journaling while you are processing the order purge job in order to save system resources

The system deletes all of the Order-Related Files. The system also produces the Purged Order List.

The system does not delete the customer's order or item history; you can review this information through the Work with Customers function.

Note: If you have the Archive Orders to Optical Disk (D81) system control value set to Y, the system does not actually purge the orders when you use this function; you must use Archiving Orders to Optical Disk (AOPT) to copy the orders to the optical disk storage and purge them from main storage. See Archiving Orders to Optical Disk (AOPT).

In this topic:

• Purge Orders Screen (MPOR)

• Flag Orders for Purge Screen (FORP)

• Validate Order Status Screen (VORP)

• Purge Orders Deletion Screen (DORP)

• Order-Related Files

• Purged Order List

Purge Orders Screen (MPOR)

How to display this screen: Enter MPOR in the Fast path field at the top of any menu or select Purge Orders from a menu.

OER0722 ENTER Purge Orders 8/07/96 11:20:34 Mail Order Purge date . . . . 80796 All orders that have been closed/completed for more than 200 days from the purge date will be removed from the system. Press the Enter key to submit the job. CONFIRM: N (Y/N) F3=Exit F12=Cancel

Note: If the Archive Orders to Optical Disk (D81) system control value is set to Y, a message appears on this screen:

*** Orders will be archived to Optical Disk ***

Field	Description
Purge date	The system subtracts the order purge days from this date to calculate a cutoff date for purging orders. For example, if the purge date is 9/30, and the order purge days are 30, the system subtracts 30 days from 9/30 to arrive at a cutoff date of 8/31. Closed and canceled orders that have not been entered, shipped, or updated in any way since the cutoff date will be purged. Also, the orders must not have any pending returns or refunds, or have any A/R open items in an open status. The system defaults the current date into this field; however, you can override it with a past or future date. Numeric, 6 positions (MMDDYY format); required.
Order purge days (Highlighted number in the narrative on the center of the screen)	The number of days an order must have been inactive since the purge date to be eligible for purging. This number defaults from the Order Purge Days (C62) system control value. Numeric, 7 positions; display-only.

Instructions:

1. Optionally, enter a new date in the Purge date field.

2. The Confirm prompt appears in the bottom right corner. The default value is N (no). Press Enter to cancel the purge; otherwise, enter Y in the prompt field.

3. The system submits the ORDER_PURG job and returns you to the previous screen. This job will purge all orders inactive since the cutoff date calculated, and produce the Purged Order List.

 

Note: If you are archiving purged orders to optical disk, the system will not actually purge the orders, but it will change the order status to P. You need to use Archiving Orders to Optical Disk (AOPT) to complete the archiving process.

Flag Orders for Purge Screen (FORP)

Purpose: Use this screen to flag orders for purge. If the order has been inactive since the purge date, the system updates the order status to P (purge).

Note: You cannot archive purged orders to optical disk using this screen, even if the Archive Orders to Optical Disk (D81) system control value is set to Y.

How to display this screen: Enter FORP in the Fast path field at the top of a menu or select Flag Orders for Purge from a menu.

OER1080 ENTER Flag Orders for Purge 4/20/00 9:30:30 KAL Co. Purge date . . . 4/20/00 All orders that have been closed/completed for more than 200 days from the purge date will be updated with a status of 'P' for the Order Purge. Press the F9=Accept key to submit the Flag Order job. *** Orders will not be archived if using Optical Disk *** F3=Exit F9=Accept F12=Cancel

Field	Description
Purge date	The system subtracts the order purge days from this date to calculate a cutoff date for purging orders. For example, if the purge date is 9/30, and the order purge days are 30, the system subtracts 30 days from 9/30 to arrive at a cutoff date of 8/31. Closed and canceled orders that have not been entered, shipped, or updated in any way since the cutoff date will be flagged for purge. Also, the orders must not have any pending returns or refunds, or have any A/R open items in an open status. The system defaults the current date into this field; however, you can override it with a past or future date. Numeric, 6 positions (MMDDYY format); required.
Order purge days (Highlighted number in the narrative on the center of the screen)	The number of days an order must have been inactive since the purge date to be flagged for purging. This number defaults from the Order Purge Days (C62) system control value. Numeric, 7 positions; display-only.

Screen Option	Procedure
Submit the FLAG_ORDR job	Press F9. The system submits the FLAG_ORDR job and returns you to the previous screen. This job will flag (order status P purge) all orders inactive since the cutoff date calculated.

Validate Order Status Screen (VORP)

Purpose: Use this screen to validate orders that are flagged for purge (the order status is P). The system validates that closed and canceled orders have not been entered, shipped, or updated in any way since the cutoff date. However, the system does not prevent an order from being purged if there has been recent email correspondence history recorded for the order.

Note: You cannot archive purged orders to optical disk using this screen, even if the Archive Orders to Optical Disk (D81) system control value is set to Y.

How to display this screen: Enter VORP in the Fast path field at the top of a menu or select Validate Order Purge Status from a menu.

OER1210 ENTER Validate Order Status 4/20/00 9:43:35 KAL Co. Validate date . . : 4/19/00 All orders that are greater than 200 days from the Validation date will be edited to ensure their current status is accurate. Press the F9=Accept key to submit the order Status Validation job. F3=Exit F9=Accept F12=Cancel

Field	Description
Purge date	The system subtracts the order purge days from this date to calculate a cutoff date for purging orders. For example, if the purge date is 9/30, and the order purge days are 30, the system subtracts 30 days from 9/30 to arrive at a cutoff date of 8/31. Closed and canceled orders that have not been entered, shipped, or updated in any way since the cutoff date will be validated for purge. Also, the orders must not have any pending returns or refunds, or have any A/R open items in an open status. The system defaults the current date into this field; however, you can override it with a past or future date. Numeric, 6 positions (MMDDYY format); required.
Order purge days (Highlighted number in the narrative on the center of the screen)	The number of days an order must have been inactive since the purge date to be validated for purging. This number defaults from the Order Purge Days (C62) system control value. Numeric, 7 positions; display-only.

Screen Option	Procedure
Validate orders flagged for purge	Press F9. The system submits the VALID_ORDR job and returns you to the previous screen. This job will validate all orders inactive since the cutoff date calculated.

Purge Orders Deletion Screen (DORP)

Purpose: Use this screen to purge orders in a P (purge) status.

Note: You cannot archive purged orders to optical disk using this screen, even if the Archive Orders to Optical Disk (D81) system control value is set to Y.

How to display this screen: Enter DORP in the Fast path field at the top of a menu or select Purge Order Deletion from a menu.

OER1208 ENTER Purge Orders Deletion 3/04/03 16:07:10 EZK Mail Order Purge date . . . 8/20/02 Run Report? . . . (Y/N) Do not journal. . (Y/N) All orders that have been closed/completed for more than 120 days from the purge date have been updated with a status of 'P' and will be deleted by the Order Purge. Press the F9=Accept key to submit the Order Purge job. If selected Option 'Do Not Journal? = Yes'. Then before releasing the Hold job, all users must be out of CWDirect and NO Active jobs should be running. F3=Exit F9=Accept F12=Cancel

Field	Description
Purge date	The system subtracts the order purge days from this date to calculate a cutoff date for purging orders. For example, if the purge date is 9/30, and the order purge days are 30, the system subtracts 30 days from 9/30 to arrive at a cutoff date of 8/31. Closed and canceled orders that have not been entered, shipped, or updated in any way since the cutoff date will be purged. Also, the orders must not have any pending returns or refunds, or have any A/R open items in an open status. The system defaults the current date into this field; however, you can override it with a past or future date. Numeric, 6 positions (MMDDYY format); required.
Run report?	Indicates whether you wish to generate the Purged Orders List. Valid values are: Y = Print the Purged Orders List. N or blank = Do not print the Purged Orders List. Alphanumeric, 1 position; optional.
Do not journal	Indicates whether you wish to turn off journaling while you are processing the order purge job in order to save system resources. Valid values are: Y = End journaling before processing the order purge. If you select this option, all users must be out of CWDirect, all active jobs must be terminated, and all async jobs must be inactive when you release the ORDER_PURG job from hold. If a job or async is active when you release the job from hold, the job will receive an error message. N = Continue to write journal records during the order purge. Alphanumeric, 1 position; optional.
Order purge days (Highlighted number in the narrative on the center of the screen)	The number of days an order must have been inactive since the purge date to be purged. This number defaults from the Order Purge Days (C62) system control value. Numeric, 7 positions; display-only.

Instructions:

1. Optionally, enter Y in the Run report field if you wish to generate the Purged Order List

1. Optionally, enter Y in the Do not journal field if you wish to turn off journaling.

2. Press F9 to submit the ORDER_PURG job.

3. The system submits the ORDER_PURG job and returns you to the previous screen. This job will purge all orders inactive since the cutoff date calculated.

Screen Option	Procedure
Purge orders eligible for purge	Press F9. The system submits the ORDR_PURG job and returns you to the previous screen. This job will purge all orders inactive since the cutoff date calculated.

Order-Related Files

Purpose: The system purges records in the following order-related files when you use the Purge Orders function. If you archive orders to optical disk, the system copies the records from each of these files to the disk (except for the Order Header file, which remains on your system in A status so that you can review or maintain the order).

File Name	System Name
Call Tag	CSCLTG
Call Tag Detail	CSCLTD
CC Deposit History	CCDPHI
Correspondence History1	MSCOHS
Correspondence History Detail	MSCODT
Gift Certificate	OEGFCT
Invoice Address	OEINAD
Invoice Cross Reference	FLINXR
Invoice Currency	MSINCU
Invoice Detail	OEINDT
Invoice Detail Charge	INIDCP
Invoice Detail Cost	INIVCP
Invoice Detail Pay Method	CSINDP
Invoice Header	OEINHD
Invoice Payment Method	CSINVP
Invoice Ship To	OEINSH
One Time Use Audit	OECSPR
Order Additional Charge	OEOADC
Order Broker	OEORBK
Order Broker History	OEORBH
Order Contribution	OEOCFP
Order Coupon Discount	OEOCDP
Order Cross Reference	OEORXR
Order Detail	OEORDT
Order Discount Audit	OEODIS
Order Header	OEORDR
Order Header Extended	OEOHEP
Order Header User Field	OEORHU
Order Line History	OEOLHS
Order Line Message	OELNMS
Order Message	OEOMSG
Order Payment History	OEPAYH
Order Payment Method	OEPAYM
Order Pending Check2	OEPNCK
Order Ship To	OEORST
Order Ship To Address	OEOSTA
Order Special Format	OESHFM
Order Special Handling	OESHIN
Order Tax	ORDTAX
Order Transaction History	OEOTHI
Phone Error	PHERRS
Pick Slip Gen Sel Order	PSGORD
RA Detail	CSRADT
RA Exch Payment Method	CSRAPM
RA Exchange Item	CSRAXI
RA Header	CSRAHD
RA Receipt3	RARECP
Refund	CSRFND
Return Notifications	OERSCP
Store Restock Confirm	INSTRC
Stored Value Card	OESVCD
Tickler	MSTKLR
Tickler History	MSTKHS
Variable Set Order Hold	VSHOLD

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1. The associated record in this file and in the Correspondence History Detail file is not deleted; however, the system deletes the order number. The correspondence history is still available for review by inquiring on the customer(s) on the order.
2. The associated record in this file is not deleted; the system updates the status to O (open).
3. This file is not currently used.