Purging Order Records
TOPIC: Purging Order Records
OBJECTIVE: Freeing order records in SABIO allowing us to create new orders without delay.
RELATED TRAINING DOCUMENTS: Purging Flow-chart
DATE:
PREPARED BY: Georgean Sabarese, Julie Rupp
REVIEWED/REVISED BY TRAINING AND DOCUMENTATION TEAM (date): 02/25/03
A. In Millennium click on: Create Lists
1. Look for an Empty file (size: 25000 or larger)
2. At review file: Name your file: Save Purge1 mm/dd/yr initials
3. Store Record click on drop down arrow: Select: Order
4. Range: do not set a range
5. If you have a SAVED QUERY: Go to: Retrieve Saved Query
Look for your query and highlight then click: select to use
6. You will need to edit your dates to reflect the fiscal year you are working with at this time.
7. If you can no longer find the SAVED QUERY:
Use the following the following parameters to set up query: EXAMPLE: Remember to edit RDate the next time you retrieve this query.
ORDER STATUS equal to "a" AND ORDER RDATE not equal to " - - " AND ORDER RDATE less than or equal to "12-31-1998" AND BIBLIOGRAPHIC CAT DATE not equal to " - - "
8. You can now SAVE AS: Purge 1. (This should remain in the saved queries for the next time you purge)
9. Now click on: Search. A pop up will appear to Start searching on: your file name should be there. Click: OK
10. Your screen will show In Progress when it indicates Completed—on a scratch card/paper write down the total number found
B.
11. Look for an Empty file (size: Depends on what your Purge1 file produces i.e.,10000 or larger)
12. At review file: Name your file: Save Purge2 mm/dd/yr initials
13. At Store Record click on drop down arrow: Select: Order
14. Range: click on drop-down arrow: select Review: Then look for Purge 1 file: highlight it so that it will be in the Review File Window
15. If you have a SAVED QUERY: Go to: Retrieve Saved Query
Look for your query and highlight then click: select to use
16. Edit dates to reflect the fiscal year you are working with at this time
17. If you can no longer find the SAVED QUERY:
Use the following the following parameters to set up query: EXAMPLE: Remember to edit RDate the next time you retrieve this query.
TYPE: ORDER FIELD: Paid Date (PO1 or P1) CONDITION: <= less than or equal to "07-09-1999" Click on: APPEND: OPERATOR: AND TYPE: ORDER CONDITION: N not within "07-10-1999"and "09-12-2002"
18. You can now SAVE AS: Purge 1. (This should remain in the saved queries for the next time you purge)
19. Now click on: Search. A pop up will appear to Start searching on: your file name should be there. Click: OK
20. Your screen will show In Progress when it indicates Completed—on a scratch card/paper write down the total number found
C. Look for your Purge List #1 to use for your next search
1. Highlight Purge1 file
2. Click on: Search Records at top of screen
3. Pop-up box will ask if you want to over write the file
4. Click OK
5. At review file: Name your file: Save Purge3 mm/dd/yr initials
6. At Store Record click on drop down arrow: Select: Order
7. Range: click on drop-down arrow: select Review: Then look for Purge2 file: highlight it so that it will be in the Review File Window
8. If you have a SAVED QUERY: Go to: Retrieve Saved Query
Look for your query and highlight then click: select to use
9. Edit dates to reflect the fiscal year you are working with at this time
10. If you can no longer find the SAVED QUERY:
Use the following the following parameters to set up query:
BIBLIOGRAPHIC BIB LVL not equal to "s"
11. You can now SAVE AS: Purge 3. (This should remain in the saved queries for the next time you purge)
12. Now click on: Search. A pop up will appear to Start searching on: your file name should be there. Click: OK
13. Your screen will show In Progress when it indicates Completed—on a scratch card/paper write down the total number found
D. Look for your Purge List #2 to use for your next search
1. Highlight Purge2 file
2. Click on: Search Records at top of screen
3. Pop-up box will ask if you want to over write the file
4. Click OK
5. At review file: Name your file: Save Purge4 mm/dd/yr initials
6. At Store Record click on drop down arrow: Select: Order
7. Range: click on drop-down arrow: select Review: Then look for Purge3 file: highlight it so that it will be in the Review File Window
8. If you have a SAVED QUERY: Go to: Retrieve Saved Query
Look for your query and highlight then click: select to use
9. Edit dates to reflect the fiscal year you are working with at this time
10. If you can no longer find the SAVED QUERY:
Use the following the following parameters to set up query:
ORDER ORD TYPE not equal to "b"
11. You can now SAVE AS: Purge 4. (This should remain in the saved queries for the next time you purge)
12. Now click on: Search. A pop up will appear to Start searching on: your file name should be there. Click: OK
13. Your screen will show In Progress when it indicates Completed—on a scratch card/paper write down the total number found
E. Produce statistical report:
1. In Millennium select: Statistics
2. Click on: Edit Query
3. Edit your review file by selecting Purge4 (may be the same as the last review files name)
4. IF you do not have a Saved Query: To create a query:
5. Click on: New Query
6. Saved Query Name: Purge and date and initials
7. Results File Name: Purge, date, initials (same as #6)
8. Range: use drop-down arrow and change to: Review
9. Review File: use drop-down arrow to find the file you will use: SAVE Purge4
10. Report On: use drop-down arrow and select: Order
11. Field Type: make sure Field statistics is chosen
12. Click off: Limit the results by a time range
13. ALWAYS: CLICK ON: Fastest Accumulation
14. Click on: use drop-down arrow and select: Do Not Split Multi
15. Now click on: Save the Query
16. Click on: Run the Query
17. When completed Click On: View Report
18. Under Select Report: Highlight and Click on: All Fields
19. Click on: Export
20. Box will appear: Select Export Method--Click on: Open in Excel
21. When Export has completed—it will pop-up on your screen
22. Keep the following Columns: A. Field—B. Code—C. Meaning—D. Record Count
23. Delete the rest of the Columns—E on
24. Now go to Column A Fields to delete the following rows: Location— highlight all rows and columns A-D then Right Click: pop-up screen choose Shift Cells Up then: delete or go to Edit and delete
Next: Locate in Column A—Funds highlight all rows and columns A-D then Delete as in above.
Next: Locate in Column A—Vendor,Lang,Country,Volumes and follow above to highlight and delete those rows and columns
***Please note: the above Columns & Rows to be deleted may vary depending on what you have in your list.
25. Print your list: Click on: File Then: Print
26. Look over your printed list for anything suspicious—i.e. STO, serial, or any reason an order record should be left on the system. REMEMBER: each list will be different depending on what is pulled up in your search
27. Highlight the areas that stand out that you want to look at: i.e.; Ord Type u Incomplete; BLOC s Ser Dept
F. Go back to Millennium to Create Lists—locate an Empty List
1. Name file: Clean Up & date (no need to save as you will delete when finished)
2. Store Record Type: choose Order
3. Box that indicates Range use drop-down arrow and choose Review:
4. Go to Review File: Find your Purge 4 file and select
5. Your criteria will be dependant upon what you are looking for: i.e.; Type is Order—Field is (15) Order Type—Condition is (=) equal to—Value A is (u) incomplete
6. Click on Search
7. Pop-up box: Start Search & your file name Click on: OK
8. When search is completed: Click on: Show Records
9. Highlight each entry and click on: edit to review each record
10. After reviewing the record you will determine whether the record can be purged or if it needs to stay in the system
----If you need to keep it in the system write down the PO# to identify in the Purge 4 List, after you have your PO#’s written down: Close list
----Go into the Purge 4 List to locate those PO#’s Highlight and Click On: Remove
11. Go back the Printed Statistical Report and note next to each highlighted rows whether they are OK to Purge or if they were removed
12. You will continue to use the Clean-up file to create each list as needed for review
13. Once you have completed reviewing all your lists you will close and Empty the Clean-up File
G. Go into Millennium Highlight: Purge 4 Click on: Export Records
1. Pop-up screen will appear: Fields to be exported
2. Begin listing all your criteria:
Type (B) bibliographic and Field (A) Author
Append # of lines needed (11)
Type (B) and Field (T) Title
Type (B) and Field (P) Publisher
Type (B) and Field (I) Standard Number
Type (O) and Field (17) RDate
Type (O) and Field (D) Vendor ID
Type (O) and Field (81) Record Number
Type (B) and Field (81) Record Number
Type (O) and Field (0) Paid (0=Zero)
Type (O) and Field (22) Vendor Code
Type (O) and Field (q) Vendor Address
3. File: Browse drop down arrow
4. Save In: select F:drive
5. Double Click on the following:
TEAMS—TSAP—TSAP—PURGELIST
6. Then File Name: yymmddPU
7. File Type: All Files
8. Click On: Save
9. Click On: OK
10. Go to F:drive to verify file is there once you have found the file on the F:drive a pop-up box will appear choose Microsoft Word to look at the file
H. You will need to use QVTnet at this point.
1. Log in as ACQ enter the secret password
2. At the Main Menu choose: A>ADDITIONAL system functions
3. Then choose: D>DELETE records of any type
4. Now enter your initials and Sabio password
5. Locate you Purge 4 file from the list
6. Type in the number of the file
7. Then choose: O > Delete ONLY the ORDER record
8. The following message will come up:
The records in this review file WILL BE DELETED no matter what statuses
or data they might contain. DELETED RECORDS CANNOT BE RECOVERED. Once deleted there will be NO copy ANYWHERE in your INNOPAC of these records.
Are you ABSOLUTELY CERTAIN you want to delete these records? (y/n)
9. Choose Y if you are certain
10. Then: Ready to begin deleting? (y/n)
11. Choose: Y if you are sure
12. You will get the following message:
Review file is being sorted by bib record number
13. Once the file is ready the box at the bottom of the screen shows the following:
D > DELETE this record Q > QUIT w/o deleting remaining recs
L > more BIBLIOGRAPHIC record
Choose one (D,L,Q)
14. Now you should be sure you are ready: choose:
D> DELETE this record this message will appear several times then you will have a message asking if you want to delete all of the rest in the file choose Y
15. When completed Q>Quit until you are at the Main Menu
I. On your printed Statistical Report record steps taken to complete the purge. Steps 1-4 can be obtained by going to Millennium Create List then choose Saved Searches click on each of your saved files
1. Search strategy for Purge 1 also record the number from your scratch card
2. Search strategy for Purge 2 also record the number from your scratch card
3. Search strategy for Purge 3 also record the number from your scratch card
4. Search strategy for Purge 4 also record the number from your scratch card
5. Document that you Printed your Statistical Report
6. Saved your final list to the F: drive and the date
7. Record the number of records that were deleted and the date in two places on you list