Data Purge Process

Introduction

This article outlines the customized Data Purge Process developed by Burti, detailing the steps involved in transferring data from an existing database to a newly created database. This process ensures that essential data is retained while unnecessary records are purged, optimizing database size and efficiency.

Overview of the Data Purge Process

1. Database Creation:

   1. A completely new database is created, or a new company is set up within an existing database, based on preference

2. Customised Export:

   1. System > Maintenance > Database Reduction - data export on server

   2. Stock registers are not included in this export.

   3. A customised Maintenance that exports full registers one by one in separate sets

      1. all settings

      2. Transactions

      3. Base Registers such as Items, Contacts, Form Templates etc.

   4. In addition, it exports partial Sales and Purchase registers for specified period, as well as all open records (e.g., Not Delivered/Partly Delivered Sales Orders)

      1. Sales Orders

      2. Invoices

      3. Receipts

      4. Purchase Orders

      5. Purchase Invoices

      6. Payments

      7. Related Older Records: Any associated older records linked to the exported data will also be included. For instance, if the specified period encompasses the use of a prepayment from a prior period, the payment corresponding to that older prepayment will be imported, along with any other records that the payment may be connected to. Additionally, if the invoice references an earlier purchase order, it will be included here as well.

3. Data Import into New Database:

   1. All base registers are imported into the new database

4. Stock Balance

   1. Stocktaking records are generated in the existing database

   2. These records are imported into the new database, ensuring the "InStock" column is emptied

   3. Stocktaking Comparison Maintenance:

      1. Maintenance is run in the new database to generate Goods Receipts to establish stock balance

      2. In standard processes, Cost Price is taken from the Item record; however, here it is adjusted to derive from the Weighted Average setting. This setting is imported from the existing database prior to this maintenance run. It can also be modified to another option if required.

5. Additional Register Exports:

   1. Other registers may be added to the export (point 2.d) as needed (e.g., Quotations). Feedback is required on which additional registers might be beneficial for the purge.