EQD: Pre-Conversion Data Cleanup

This procedure is required for all EQD Company databases that are being updated, converted, or migrated. This process archives, purges, detects/repairs corrupted records and rebuilds the database.

• Backup data before any purging activity.

• ONLY Archiving paid invoices (AP/AR) and purging the archives can be done with users in the

system. All others purge’s require users out of the software except the one doing the function.

• Never interrupt an archive/purge process.

• Monitor Activity - functions may require a response to continue. Save ALL logs.

1. CRITICAL! Verify Retention Settings (defaults purge dates) in each of these modules:
2. Archive Paid Invoices (AP/AR).
3. Purge Archives (AP/AR).
4. Purge Data Management Image Library*.
5. Purge EQC Order History*
6. Complete Purge through Data Retention screen.
7. Run Diagnostics.
8. Rebuild Data Files.

^{Note - * These options do not have retention settings, recommended yearly!}

Verify the retention settings in each Configuration section. This expedites the use of the Database

Purge Status program. Screen shots of common settings at end of document.

1. Inventory – Inventory > Maintenance > Inventory Configuration – Retention tab.
2. Order Entry – O/E > O/E Maintenance > OE Configuration – Retention tab.
3. Accounts Payable - A/P > A/P File Maintenance > AP Configuration – Retention tab.
4. Accounts Receivable – A/R > A/R File Maintenance > AP Configuration – Retention tab.
5. General Ledger – G/L > G/L File Maintenance > GL Configuration – Configuration tab.
6. Company Logs – File > Company Maintenance > Edit Company - Logs Tab

AP and AR have an archive function that moves paid invoices and their matching payment or receipt information to the archive folder. The archive functions are part of the Database Purge Status program however purging the archives is not.

Archiving speeds up the processing of aging reports and is an import month end data maintenance function. These archives should be purged yearly.

AP > Period End > Archive Paid Invoices. Invoices and payments dates must match to archive.

1. Date will default to retention settings.
2. Click Begin.
3. When complete – results will display records read and records archived.
4. Review log and save.

AP > Period End > Purge AP Archives

1. Date will default to retention settings.
2. Click Begin.
3. When complete – results will display records read and records archived.
4. Review log and save!

AP > Period End > Purge Reconciled Checks

1. Date will default to retention settings.
2. Click Begin.
3. When complete – results will display records read and records archived.
4. Review log and save!

AR > Period End > Archive Paid Invoices - Invoices and receipts must match date range to archive.

1. Date will default to retention settings.
2. Click Begin.
3. When complete – results will display records read and records archived.
4. Review log and save!

AR > Period End > Purge AR Archives

1. Date will default to retention settings.
2. Click Begin.
3. When complete – results will display records read and records archived.
4. Review log and save!

Doc-Q-Manage has a separate archive and purge feature. Before purging the Image Library, save off

any desired files using the Export Image Library function.

QSend > Document Management > Export Image Archive.

1. Select Date ranges – click Search For Images.

2. Click Create Archive.

   

   
   
3. Archive Location: defaults into the \Q2000\EXPORT\Company name. Change as needed.
4. Description: Defaults to Archive Create (with date).
5. Generated As:
   1. Defaults to Compressed Archive (more secure but for Windows access only).
   2. Html page (less secure)
   3. Password: Optional
   4. Click Generate, The results will display the path and folder name (DM_20211101).
6. Password: Optional
7. Click Generate, The results will display the path and folder name (DM_20211101).

QSend > Document Management > Purge Image Library

Data in these files is designed to be temporary. There are two files to purge in eCommerce > EQC

Period End >

1. Purge ‘Preview’ Holding Files. The ‘Holding’ file contains old EQC orders on hold or deleted in the ‘Generate’ screen. This information is invalid after 90 days (date default).
2. Purge Order Tracking History. Tracking history is order information that updates the tracking reports. This information is invalid after 60 days (date default).

Results display after the purge is complete. This purge does not display a log. Click Exit.

The Database Purge Status screen is a utility that accesses the rest of the archiving and purging functions from one screen. Get all users out of the software and do a backup before proceeding.

File > Utilities > Database Purge Status. A prompt advises this process may take a while to complete. Click Yes to continue. The program is calculating the data’s age and archive/purge status.

Color Codes

• Red - Archive or purge recommended
• Teal - Optional
• Green – OK

Double click on the database to launch the archive or purge screen. If you’ve completed the

previous AR and AP steps, then skip over the first 3 options and start with OE Invoices.

The purge date defaults to the retention setting. The results display when complete.

Click Okay or Exit to return to the previous screen. Double click on the next database to continue the purging. Once all databases have been purged, click Exit.

The diagnostic programs operate like running a report. Once the program is complete, the log

displays the results. Save all logs for support to review.

Diagnostics requires all users to be logged out of the company. Verify the one user is you through

File> Logged-In Users screen.

Located under File> Utilities> Diagnostics. Run all diagnostics in order except Form Spec

Diagnostics. Omit if not using Form Specs.

• Each program defaults to the correct Range Selections.
• Click Preview to run the program.
• Save the generated report using the Export option on the menu bar.

Notes: Program run time depends on the size of data files. Do not interrupt the program in progress.

Now that the data has been purged, use the ’Rebuild Data Files’ to clean up the database by

compressing and compiling the data.

A backup is required, and all users must be logged out. File> Utilities> Rebuild Data Files.

Select the files and click Rebuild. Status displays in the right screen.

• Monitor for error messages.
  • Error 88 means someone is in the software or the file has a Pervasive lock. Clear the lock through the Pervasive Monitor.
  • May get errors because you’re not using the feature. Click Okay button and rebuild will continue.
  • Messages must be responded to or program doesn’t continue running!
• Rebuild ALL Files. Break it into smaller groups by selecting with mouse.

Each screenshot displays the recommended settings for that module.

Inventory transactions are commonly purged monthly and not needed after 24 months.

Recommended maximum is 36 months. Inventory Usage is purged yearly as some reports allow

yearly comparisons.

Monthly purges are for activities that expire. Yearly purges contain order and invoice history.

Suggestion: Match the years to keep to the GL setting so history can be fully traced.

AP recommendations. Note: Retaining any invoice after 18 months, slows down the processing of the

aging report.

AR Invoices are trimmed down versions of the OE Invoice. It matches totals but not details. It shows

debits and credits not items purchased. Therefor this AR invoice can be archived as early as 3

months after it’s paid. The OE Invoice shows what they bought and is being retained for 7 years.

Years to Retain is commonly 7 but verify with company accountant.