April 5, 2010 firstname.lastname@example.org
Archiving, Restoring and Purging Data in SalesAnalysis
As the SalesAnalysis Transaction File grows, the time required to produce any report will increase. To prevent reporting time from becoming too lengthy, you may elect to have Adagio SalesAnalysis archive historical detailed sales information in a separate file. The Archive/Purge/Restore Sales Data function on the Maintenance menu allows you to either archive or purge older data, and also to retrieve information from an archived file or print out summary information for the archive files stored on in your data directory.
Unless you have specific requirements to the contrary we recommend that you keep the current year’s data plus three complete historical years.
Archiving and purging of SalesAnalysis data should be an annual task, as part of your fiscal year end procedures. At year end you should archive and purge the oldest year of transactions.
Before proceeding you must make a backup of your data.
Before we discuss how to use the Archive/Purge/Restore Sales Data function, a basic overview of these three terms is in order:
Archiving, purging, and restoration is done through “templates”, and the above window lists any templates that have been created and saved with this SalesAnalysis database.
Step 1. To create a Template, click the New button.
Enter a name that describes the purpose of this template, and then click the OK button. E.G., "Items" could be used if you are archiving, purging or restoring items data within the criteria defined in the template.
Step 2. Enter the criteria that will be used when selecting this template.
Step 3. Once the template parameters have been entered, click the action button that will indicate the selection made in the Action panel. E.g., if either Archive/Purge or Archive action is selected, the top button on the right had side will be labelled as "Archive". If Purge has been selected as the action, then this button will be labelled "Purge", and if Restore is selected as the action, this button will be labelled "Restore".
You can also "Save" this template without performing the action selected.
When clicking the action button, the following message will appear:
It is important to Backup your SalesAnalysis data before using this function!
Step 4. Once the SalesAnalysis data has been backed up click on the Yes button. You will then see a dialog window similar to the following:
This information window will indicate the number of records archived, purged or restored depending on the action taken.
You will also be provided with the progress of the action being taken:
Note: Depending on the size of your SalesAnalysis data, this function could take some time to complete.
Once you have completed the Archive / Purge, you will receive the following message:
Step 5. Once the archive action has been completed, you can preview / print the Archived Files Properties by selecting the Properties button located in the following window:
This information with the Properties button will only appear for the actions that have been completed.
Rebuilding Sales Statistics
Occasionally, you will need to rebuild your sales statistics. While the statistics file gets updated automatically when you retrieve or scan data, there are times when you will need to manually rebuild the statistics file, such as:
When you’ve cleared sales statistics and wish to rebuild the statistics from the previously cleared time period.
Step 1. To rebuild your statistics, select Rebuild Sales Statistics from the Statistics menu. The following window appears. Click on the buttons or fields in the screen sample below for more information on working with this window.
It is important to always back up your data before you rebuild statistics, in the event that you make an error or experience a problem during the rebuild process. To back up your data, select Backup from the File menu.
Step 2. In the Selection range fields, choose the range of dates for the transactions whose statistical data you wish to rebuild. When you’re ready, click Rebuild. The data will be rebuilt, and the following message will appear:
Step 3. Click OK. Adagio SalesAnalysis will close the Rebuild Sales Statistics function and you can now work with the statistics for the date ranges you added in the View/Print Sales Statistics function.
Restoring Sales Data
After you have archived sales data, you may wish to restore the sales data to SalesAnalysis. From the Edit Templates window, select Restore from the action panel.
Note: You can only restore data that has been archived. If the data has been purged without archiving first, the sales data is permanently lost and cannot be restored.
Select the archived file containing the sales data that you want to restore from. Click the Restore button and the following window will appear once the restore has been completed:
Note: Before restoring sales data, be sure to backup your data.