invent!ory ULTRA Help	Index
Archiving/Unarchiving Transactions
Archiving is a process in which older transactions are removed from the CURRENT database and stored on a separate ARCHIVE database. The purpose of archiving is to reduce the number of records so that daily jobs run faster. ULTRA allows you to archive: · Transactions (log ins/outs, special orders, corrections, adjustments, etc.) · POs. Remember, these records accumulate over the years and can get quite voluminous. It is not uncommon to see unarchived databases with over 100,000 transactions (log in/outs) and over 10,000 POs. Sifting through that many records can make you system run like sludge. Links: How to Archive Transactions How to Un-archive Transactions Viewing your archived transactions How to Archive POs How to Un-archive POs Viewing your archived POs
Example 1: Archiving Transactions How many transactions are in the CURRENT database? From the Edit/Delete Transactions grid (left), we see that there are 22223 total transactions on the CURRENT database. These older transactions can s l o w d o w n y o u r s y s t e m ! With that in mind, let's begin to pare down the older transactions on the CURRENT database by archiving them. Rule of Thumb for What to Archive: · Keep the current year and the last two previous years data on the CURRENT Database. · Archive all older records to the Archive Database. Begin archiving by choosing "Transactions - Archive." the menu item (left).
Selecting a Date Range to Archive: We enter a Date Range of 01-01-2002 to 12-31-2004 in the Min and Max boxes (below). Then click "Select Transactions to Archive." The message box (left) tells there are 9623 old transactions falling within our date range sitting in our CURRENT database.
Click Archive button to: · remove all 9623 records from the CURRENT database · and save them in the ARCHIVE database. Note: You are prompted to continue. Choose "YES" and the confirmation (below) indicates the results. To verify this, click this button again —> The confirmation (below) indicates no 2002-2004 transactions could be selected from the CURRENT database. Now, we again revisit the Edit/Delete Transaction screen (below) which now reveals only 12600 records remaining on the CURRENT database (12600= 22223 minus 9623 records).
Example 2: Unarchiving Transactions 9623 transactions are saved on the Archive database (see grid below). 1. We enter the Min/Max date range of the transactions we wish to unarchive. (right) 2. Click 3. 9323 transactions matching our date range are selected in the blue grid (right). 4. Click The transactions matching the date range are removed from the ARCHIVE database and restored to the CURRENT database, i.e., "unarchived."
To view your archived transactions: Choose Main Menu | Transactions | Archived Transactions: Edit Delete.
To see the archived transactions in the Single Item Update: Choose Main Menu | Supplies | Single Item Lookup: Archive.
Copyright 2008, Koehler Software, Inc.