Saved transactions (orders, special orders, estimates, layaways, rainchecks, bids, open quotes, and suspended transactions) are stored in the system in the Open Order File. The system:
Automatically deletes and purges estimates, open quotes, and bids if the expiration date is past when you run the Open Orders/Pick Tickets Report with Option X.
or
Purges a transaction you deleted immediately if the Purge Deleted Trx Immediately field is set to "Y" in Options Configuration.
Saved transactions have a life cycle within the system. It helps to understand a saved transaction’s life cycle in order to understand how to delete a transaction.
Estimates, open quotes, and bids are assigned expiration dates when they are created. Unless you enter something different, the system automatically sets the expiration date as the next day.
Rainchecks are assigned an expiration date when they are created. Unless you enter something different, the system sets the expiration date based on the value in the "Default for Raincheck Days" field in Options Configuration.
When the expiration date passes, the transaction expires. You can still display the expired transaction (as long as the Open Orders/Pick Tickets Report with Option X has not been run). To reactivate it, change the expiration date.
Orders and special orders are stored in the system until they have been completely shipped and completely invoiced.
Suspended transactions are retrieved and invoiced the same day, but if there are any suspended transactions left over at the end of the day, they are purged when the Open Orders/Pick Tickets Report is run nightly with option S (Purge suspended transactions).
If you want to delete an estimate, bid, or open quote before its expiration date, click here.
To delete a layaway, see the procedure Deleting Layaways.
If you need to cancel an order or special order before it has been completely shipped and invoiced, do the following before deleting the order or special order:
Delete any outstanding purchase orders for the special order line items generated through Report GPO. For more information, refer to the Purchasing and Receiving Manual.
See Also: Protecting a Transaction from Purging