The Retention Options menu is used to set the number of months, days, or transactions to keep for the various files listed below and set the interval for how often retention should be run during the Close End of Day (EOD) process.
Retention Processing Every (30 - 90 days): This option determines how often record retention should be run as part of the EOD process. The recommended setting is at least every 90 days (timed to run with the close of your accounting quarter). Depending on the size of your databases you may wish to have retention run every 30 days.
System Backups (1 - 5 occurrences): This option sets the number of Net•Yield backup folders to keep as part of the backup database process. The backup folders are found in your Shared\data\Client Name\Backup directory. The backup folders are called MM/DD/YY_HH/MM/SS with MM = month, DD = day, YY= year , HH = hour, MM = minutes, SS = seconds; this information expresses the date and time the backup file was created. Each time a Net•Yield backup folder is created it deletes the oldest backup folder found and keeps the number of backups entered in this option. The recommended number of backups to keep is three. More or less backups may be saved depending on the size of your databases and free disk space. The maximum number of backups is five.
Ledger and Value Detail (13 - 24 months): This option sets how many months of ledger account detail and value added cost adjustments detail are kept in the your system. The recommended number of months to keep is 24, based on the size of your databases and available free space on your hard drive. You should keep at least 13 months in order to have one set of year-to-date (YTD) detail comparisons available in your general ledger detail for at least the current account period. The minimum number of months which can be entered is six; the maximum is 99.
Receivables Detail (13 - 24 months): This is the number of months of detail sales history used to produce gross margin reports and other sales reports. It is also used to set the number of months of detail receivables transaction activity to keep. The recommended number of months to keep is 24, based on the size of your databases and available free space on your hard drive. You should keep at least 13 months in order to have YTD detail comparisons available in your sales reports and receivables inquiries. The minimum number of months that can be entered is one; the maximum is 99.
Invoicing History (13 - 24 months): This option sets the number of months of invoicing history used in the Custom Gross Margin Report Writer which uses the sales history file, not the active databases, to generate the reports. The recommended number of months to keep is 24, based on the size of your databases and available free space on your hard drive. You should keep at least 13 months in order to have YTD detail comparisons available in your Sales History/Custom Gross Margin Report Writer. The minimum number of months that can be entered is one; the maximum is 99.
Ordering History (10-30 orders): This option sets the number of sales orders used to re-calculate the Customer Ordering History. Based on the number of orders per day per customer, you will want to use at least 30 orders in order to have the last one month of sales orders used when the Customer Ordering History is re-calculated. The minimum number of orders which can be set is one; the maximum is 99.
Short Ship History (7-14 days): This option sets how many days to use when running the Short Shipments Report. It is recommended that at least seven days of Short Ship History be kept so that last week's short shipments can be viewed in the current week. The minimum number of days that can be used is one; the maximum is 99.
Credit Statistics Reset after Years of No Orders: This option is used to re-calculate the credit statistics for customers that have not ordered in “x” number of years. It is recommended that you set this setting to one year. If set to zero, the system will not reset credit statistics. The minimum setting that can be used is zero; the maximum is nine.
Payables Detail (13 - 24 months): This setting determines now many months of purchasing, voucher, and vendor payment history will be kept in the system. It is recommended that the history be kept for 24 months based on the size of your databases and available free space on your hard drive. At least 13 months of history should be kept in order to have YTD detail comparisons available in your vendor history, purchasing reports, and payables inquiries. The minimum number of months that can be used is one; the maximum is 99.
Purchasing History (400 days): This option sets the number of purchase orders used to re-calculate the vendor purchasing history. Based on the number of purchase orders per day per vendor, you will want to set this setting to at least 365 days in order to have the last year of purchase orders used when the vendor purchasing history is re-calculated. The minimum number of days that can be used is one; the maximum is 999.
Vendor Yield per Item (10 - 20 yields): This is used to determine how many vendor yields will be used to calculate historical yields on the Planning Report and work order raw material demand. The minimum number of yields that can be used is one; the maximum is 99. It is recommended you set this setting between 10 and 20 yields.
Duplicate Vendor Invoices (30 - 90 days): This setting determines how many days back the system will check for Net•Yield vouchers that have the same vendor invoice number when the Duplicate Vendor Invoice Number report is run as part of the Close End of Day process. It is recommended that you set this setting to 90 days. The minimum number of days that can be used is one; the maximum is 999.
Inventory Transactions (3 - 12 months): This setting determines how many months of detail inventory transactions will be kept in the system. It is recommended that you set the number of months based on your HAACP plan and your COOL record retention requirements. The minimum number of months that can be used is one; the maximum is 999.
Automatic Retention of Zero Balance Lots: This setting determines whether the system will automatically tag lots with a zero balance for deletion when Inventory Retention is run. Enter Y (Y=yes) to automatically tags lots for deletion, enter N (N=no) if lots should not be automatically be tagged for deletion.
Lot Balance is Zeroed (30 - 90 days): This setting will tag lots for deletion based on the number of days set when the Automatic Retention of Zero Balance Lots is set to Y (Y=yes). It is recommended that you set the number of days based on your HAACP plan and your COOL record retention requirements. The minimum number of days that can be used is one; the maximum is 999.
EDI Transactions (30 - 90 days): This setting determines how many days of detail EDI transaction history to keep in the system. It is recommended between 45 and 90 days of EDI transactions be kept, based on the average days to pay for your EDI Trading Partners. This way, any missing EDI Transactions can be re-created and resent if not paid within terms.
Delete Expired Price Exceptions in EOD: This option determines if expired price exceptions will be deleted from the Price Exceptions table during the Close End of Day process. Enter Y (Y=yes) to delete the expired exceptions; enter N (N=no) to keep the expired price exceptions so that they can be re-used.
It is highly recommended that you create a backup of the databases before running Retention Options. The backup should be saved to an archive file so that the data may be accessed in the future.
| Available Actions | Using |
Security Required : System - System Maintenance
| See Also | Used In |