Circulation stores a great deal of detailed information—such as subscriber transactions, route draw detail and service messages—that may be purged from the system after a certain time period, in order to conserve disk space. How long history should be kept varies with the type of detail. For example AAM history should be kept as required by the Audit Bureau of Circulation, depending on your audit cycle.
Detailed information can be purged from the History Purge menu. The same standard process is used in all purges, as described below.
Select the appropriate option from the History Purge menu. For example, to delete AAM circulation data, select AAM Histories. Each of these options is described below.
Select Add and enter the purge fields. The fields will differ from option to option, but there will always be a Cutoff Date field. Detail information that was created on or before the date you enter here will be deleted from the system.
Select Continue to begin the purge.
A Processing Status window will display the number of records purged as it proceeds. When the purge is completed, you may be prompted to press the space bar.
You can purge historical AAM circulation figures with this option. Circulation is retained for AAM zone, AAM Zip code, and AAM Town on a daily basis. This information is used for AAM reporting, so be sure that you will not need to run AAM reports for any dates before the cutoff date. The fields for this purge are described below.
PRODUCT
setup
Enter the product for which to delete AAM history audit records. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only historical data from on or before this date will be purged. AAM must be closed through Cutoff Date for the purge to process. This can be done by via Utilities | Close Day For AAM.
AUDITS COMPLETED
yes/no
Indicate whether you have been audited for the AAM through the cutoff date. If you enter “n” in this field, no purge will take place when you select Continue.
This option enables you to purge audit trail records of address, occupant and subscription modifications, deletions and additions made on or before a specified cutoff date. The data, of course, will remain in the database—only the audit trail records will be deleted.
Note: If you plan to produce 1099s, do not purge charges for the current reporting year.
This option allows you to purge records of charges (except those for the current year or later) and credits incurred by accounts before a specified cutoff date. Purging charge records will not change account balances. The fields for this purge are described below.
PRODUCT
setup
Enter the ID of the product for which to delete account charge audit records. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only historical data on or before this date will be purged.
1099s COMPLETED
yes/no
Indicate whether you have completed the 1099 tax forms for your carriers for this year. If you enter “n” here, no purge will take place when you select Continue.
This option allows you to purge demographic answers based on an entered Demographic and Cutoff Date.
Circulation has the ability to import phone numbers on the federal Do Not Call list, or another DNC list, creating database records (see Do Not Call List for more information on DNC lists). Over time, many end-dated Do Not Call records may accumulate in the Circulation database. These records can be removed by the Do Not Call List purge utility. You must specify a cutoff date, and the DNC list to purge.
Use GL Batch to purge transactions that have been interfaced (i.e., “posted”) to the general ledger using the Accounting | Fiscal Close - GL | Export GL option. You may delete history by specific journal codes if desired (see GL Interface Journal for more information about journal codes). The following table describes the fields for this purge.
PURGE TYPE
predefined
Indicate whether to purge GL transactions by batch or date. Note: When purging transactions by date, all posted GLBatch and GLTran records in which the GLBatch. GLTranDate is less than the entered date will be deleted.
BATCH
setup
This field is active only if you are purging by batch. Enter the ID of the batch to delete.
CUTOFF DATE
date
This field is active only if you are purging by date. Enter the cutoff date. Only transaction histories associated with batches processed on or before this date will be purged.
JOURNAL CODE
predefined
This field is active only if you are purging by date. Enter the journal code for which to delete transaction history (press F2 for a lookup of valid codes). To include all codes, enter “*”.
Customer and route messages are entered in Services, and can be dispatched or displayed at the bottom of the screen. The message purge fields are described below. Dispatch transactions are also deleted by this option.
PRODUCT
setup
Enter the product for which messages should be purged. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date for the purge. Any messages with an end date that is on or before this date will be deleted.
You can use this option to purge postal history—information about label groups, PO Zones, and mail sorting that is created by the Daily PO Report and used by the Financial PO Report. You may not purge PO history records within the current month. If you use PostWare, only some of this detail will be created, and it will not be used for PostWare reports (PostWare keeps its own history). The following table describes the fields that must be entered to do a PO history purge.
PRODUCT
setup
Enter the product for which to delete PO histories. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only PO histories of periods on or before this date will be purged.
AUDITS COMPLETED
yes/no
Indicate whether your postal audits have been completed through this date. If you enter “n” here, no purge will take place when you select Continue.
This option can be used to purge Product Address records (created by TM Processing) for a specific TM product and cutoff date. The purge fields are described in the table below.
PRODUCT
setup
Enter the product for which to delete Product Address records. Enter “*” to multi-select products. Note that only TM products are available, as these are the only products that have Product Address records.
CUTOFF DATE
date
Enter the cutoff date. All Product Address records for the selected products for dates on or before the cutoff date will be purged.
The option allows you to purge Publishing Info setup records (which define the barcodes to be used for the publication on a given issue date). See Publishing Info in the Setup manual for more information. This option is accessed on the History Purge menu in Graphical Utilities.
PRODUCT
setup
Enter the publication for which to delete Publishing Info records. Enter “*” to multi-select publications.
CUTOFF DATE
date
Enter the cutoff date. All Publishing Info records for the selected publications for dates on or before the cutoff date will be purged.
Route draw history, which is required to produce bundle tops and other distribution documents, can be purged with this option. This purge will delete only home delivery route history (single copy draw history can be deleted with Single Copy Draw). The following table describes the route draw purge fields.
PRODUCT
setup
Enter the product for which to delete route draw histories. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only route draw histories for dates on or before the cutoff date will be purged.
DRAW TYPE
predefined
Indicate whether advance draw should be purged, actual draw, or both draw types. If Draw Type is set to “advance”, advance draw for any date prior to the publishing date may be purged. If Draw Type is set to “actual” or “both”, only draw that is more than a year old may be purged.
Use Route Draw Adjust to purge the history related to returns and draw adjustments (except within the current year) done for home delivery route draw. The route draw adjust purge fields are described below.
PRODUCT
setup
Enter the product for which to delete route draw adjust histories. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only route draw adjustments for dates on or before the cutoff date will be purged.
Use Route Transactions to purge the history related to draw changes and shortage information. The route transaction purge fields are described below.
PRODUCT
setup
Enter the product for which to delete route transactions. Enter “*” to multi-select products.
TRAN TYPE
date
Enter DrawChange, OutletNote, OutletStart, OutletStop, or Shortage. Press F2 for lookup; enter “*” to multi-select transaction types.
INITIAL DATE
date
Enter the date from which the purge cutoff date will be calculated.
This option allows you to purge the draw history (except within the current year) for single copy routes. The following table describes the fields you enter to purge single copy draw.
PRODUCT
setup
Enter the product for which to delete single copy draw histories. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Single copy draw histories for dates on or before the cutoff date will be purged.
DRAW TYPE
predefined
Indicate whether advance draw should be purged, actual draw, or both draw types. If Draw Type is set to “advance”, advance draw for any date prior to the publishing date may be purged. If Draw Type is set to “actual” or “both”, only draw that is more than a year old may be purged.
Select Single Copy Draw Adjust to purge the returns and draw adjustments (except within the current year) done for single copy routes. The single copy draw adjust purge fields are described below.
PRODUCT
setup
Enter the ID of the product for which to delete single copy draw adjust histories. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only single copy draw adjust histories for dates on or before this date will be purged.
Use this option to purge subscription transaction history. This includes renewal notices, payments, starts, expires, and other transactions entered for subscribers in Services. The following table describes the subscription transaction purge fields.
Note: Purging subscription transaction history can impact future transactions and subscriber activity. Please contact Naviga Global Support before purging this information.
PRODUCT
setup
Enter the product for which to delete subscription transaction history. Enter “*” to multi-select products.
TRAN TYPE
predefined
Enter the transaction type to purge, or enter “*” to multi-select transaction types.
INITIAL DATE
date
Enter the cutoff date. Only subscription transaction history dated on or before this date (minus the number of retention days defined) will be purged. See Tran Type Publication in the Setup Manual for more information about retention days.
TM draw records are created for a TM product’s routes when the product is processed. Draw records for past dates may be deleted, however you should not delete unbilled TM draw, if you credit carriers for TM delivery. Select TM Draw and enter the product and cutoff date for the purge.
PRODUCT
setup
Enter the product for which to delete TM draw, or “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only TM draw for dates on or before this date will be purged.
Completed tasks can be deleted by the Task Purge utility. All tasks completed up to and including the cutoff date entered will be purged.
CUTOFF DATE
date
Enter the cutoff date for purging tasks. Only tasks completed as of this date will be purged.
Unearned Revenue transactions are created when processing the Unearned Revenue Report in “update” mode. These transactions are used to define the prior unearned revenue when processing the next fiscal period. Select Unearned Revenue to purge these transactions. The following table describes the unearned revenue purge fields.
PRODUCT
setup
Enter the product for which to delete unearned revenue history. Enter “*” to multi-select products.
CUTOFF DATE
date
Enter the cutoff date. Only unearned revenue history for dates on or before this date will be purged.