Back Office > Administration > SQL Tools > Database Doctor > Clear Transaction History
Description
This menu item is used to quickly and easily erase data from the SwiftPOS database and ensures the specified previous number of months of data are kept. For example, if the Electronic Journal and Open Item Debtor entry is selected in the Select Data to Clear column and a value of 6 is entered in the How Many Months History to Keep column for the same entry, then once run, all data from the Electronic Journal/Transaction (EJ Table) prior to 6 Months ago will be removed.
To Be Considered
- Note : It is highly recommended to backup your data prior to invoking this feature. Once data has been cleared it can ONLY be restored by doing a restore.
- This feature is useful when available SQL Server database space becomes an issue. The free version of SQL Server is limited to 10GB.
- The preferred option is to use the Data Roll-up as part of the End of Day process.
Clear Transaction History
This screen is accessed from here.
To Clear ALL Files and their Data
- Backup your data first.
- Right clicking anywhere in the grid to display the prompt and then select to confirm deleting data.
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- Select Yes to ensure ALL data files are selected and a -1 is entered (in the How Many Months History to Keep column) against each entry in the grid.
- Select Run Selected to clear all data.
Grid
- Select Data to Clear - Select from the data options available the files that require clearing. Note : For further information re the Voucher entry see below.
- How Many Months History to Keep - Displays/Enter the number of months of data that is to be kept. The following values apply:
- -1 = Clear all data.
- 0 = Do not clear any data
- >0 = Retain data for the number of months specified.
Footer
- Run Selected - Select to clear data.
- Close - Select to exit.
New Installations
If for example transactions have been recorded while doing training at a new site, then to clear those transactions set the How Many Months History to Keep setting to zero and select Run Selected to remove all transactions.
If on the other hand a stocktake is about to be done then it is recommended to do a Stocktake to zero off stock on hand before running this process.
Clearing Vouchers
Clears any issued Vouchers from the Voucher Ledger older than the specified How Many Months History to Keep setting or any Vouchers where the Used Count >= Total Uses and the Valid To used date is older than the specified retention period defined by the How Many Months History to Keep setting.
Note : Stored Value Vouchers must have a zero balance before they will be cleared.
Any sales items associated to the Vouchers removed are un-associated. No sales transactions are deleted from the Electronic Journal/Transaction (EJ Table).
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