Move Purchase Orders to Storage

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After you build up several years of purchase orders, and if you are no longer using the old purchase orders, you may wish to move some of the old purchase orders to storage.  This can help speed up some processes and reduce clutter.  Before using the "Move to Storage" function write down the purchase order numbers of those purchase orders you want to move.  Start with the first purchase order in the file and determine the number of the last purchase order that will be moved.

To access this portion of the program, select FILE and MOVE PURCHASE ORDERS TO STORAGE from the Menu Bar.  On the dialog box that appears, the first purchase order number in the file will already be entered in the first blank.  In the second blank, enter the last purchase order number to be moved, making sure that at least two years of purchase orders remain beyond the last number. Once purchase orders are moved to storage, they can't be moved back again.

In the Target Drive/Directory blank, indicate where you'd like to move the purchase orders.  Storage files can be stored on hard drives, diskettes, zip disks, CD's, and other types of storage media.  If you double-click the mouse in this blank, a list of available drives and directories will appear.

In the last blank, type in a file name.  You might want to include the years in the file name such as  PO04To04.  You have 15 characters to work with.  Leave off the extension and avoid using names with spaces in them.  If you don't want to include the vendor and product information databases, remove the checkmark at the bottom of the dialog box.  It is a good idea to include them, since if sometime in the future, you want to view the files, they will be available along with the purchase order files.

When everything is ready, press the "Begin Storage Process" button.  Before the files are moved, the program will calculated the needed disk space on the target disk.  If there's not enough room, it will inform you.  If there is room, the files will be moved and placed in a special storage file format.  You can look at purchase orders in storage files at any time by using the View Storage function.  It is not possible, however, to move stored purchase orders back to your working set of purchase orders.

For more information on the names of the files used in the storage process, see: Files Created and Used by the Program.