Clients & Profits Database Guide
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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 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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If 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 Data.
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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