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The Purge utility
erases old records from your database -- permanently
This utility can purge paid A/R and A/P invoices,
checks, job tickets, time sheets, and purchase orders from your
database.
Purging old data doesn’t shrink the size of your database. This helps
prevent fragmentation of your database, which lowers its performance. Instead,
archiving clears out space within the database for new records. New information
will be saved in place of the old data. This means your database won’t
grow as fast as before. However, it will still grow as you increase the volume
of your work.
Purging selects records by date, which is user-defined. You can select any
records from a time period, such as last year’s work. It’s best to
leave at least the current’s year’s activity in the database, since
you’re more likely to need it. But once records become unneeded, especially
last year’s time sheets and purchase orders, they can be purged.
If you archive/purge last year’s time sheets, they can’t be seen
in the Time Sheets window. Because archiving only deletes old records, the
jobs that these time entries were posted aren’t affected. The totals on
the job ticket still show the hours from these time sheets. But if you try
to print a cost report, the time won’t appear -- because it’s been
purged. If you verified the job, its total cost would now be understated --
the time doesn’t exist anymore.
 Before
archiving, always print any report you think you might need showing
the information to be purged. This is the last chance you’ll
have to see this data in Clients & Profits X Pro -- because
once the data is purged, it can’t be recovered.
Don’t use Verify/Recover if you’ve archived data
Since archiving permanently purges records from
your database, the information is no longer available for windows
and reports.
Archiving checks or client payments can cause a problem: if you
verify the A/P or A/R balances, you’ll have old invoices that no longer have payments.
Once you’ve verified them, these old invoices will appear as unpaid --
because the payments aren’t there. That’s why you shouldn’t
verify something you’ve also archived.
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you accidentally verify A/P or A/R invoices that’s been purged, you’re
data isn’t ruined. But you’ll need to call the C&P Helpdesk for
assistance.
To purge old data
1 Choose Setup > Utilities > Purge
2 Select a file to purge.
3 Enter a range of dates.
4 Click OK.
Purging can take up to several hours, depending on the amount of data being
deleted.
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