File Maintenance Functions are reached by selecting FILE >> FILE MAINTENANCE FUNCTIONS from the menu on the Main Purchase Order Screen.  Six tasks can be accomplished:

1) Re-index AnyPO's Database Files

2) File Compaction

3) Rebuild Primary Data Files

4) Delete Purchase Orders

5) Remove Row Locks

6) Delete Duplicates

Note that another file maintenance process is a "total rebuild" of all data files.  You'll find more information on that process here.  With some file problems, it may not be possible to get the program started.  In that case, AnyPO includes a separate diagnostic program which will help you recover from these sorts of complications.  More information on the diagnostic program is found in Troubleshooting.

Re-index Database Files

AnyPO uses a type of database file called an index file.  Index files provide rapid access to information in your main data files.  Re-indexing these files may help clear up the following problems:  1)The program seems to slowing significantly; 2) Some of the products are not appearing in the Item Area of the Purchase Order Screen; 3) Some the Vendor Names and Addresses are not lining up properly in their blanks.

To start this process, select FILE >> FILE MAINTENANCE FUNCTIONS >> REINDEX DATABASE FILES.  When you select this option, a dialog box will appear which explains the process.  When you are ready, press OK.  Once the files are re-indexed, the program will re-start.

File Compaction

Under certain circumstances, frequently used database files can pick up extra space here and there.  In extremely rate situations, the file can grow larger than its normal size.  This is known as file bloat.  If the processes within AnyPO seem to be slowing down, it may be due to file bloat. This procedure will compact bloated files, returning them to their normal size.

File bloat is very rare, but this feature has been included in the event you need it.  (Note that whenever you install a new version of AnyPO, the program automatically runs this compaction process.)  Before running this procedure you should back-up your files.

To start this process, select FILE >> FILE MAINTENANCE FUNCTIONS >> FILE COMPACTION.

Rebuild Primary Data Files

This process will re-build the main database files.  If you have been experiencing data problems: frequent need to re-index, or transposing of data from one PO to another, or corruption of data on the Main PO Screen, try this process.

It's highly recommended that you back-up the files before running this process. Also, if you are using the program on a network, we recommend that you run the procedures on the server.  If that's not possible, it can be run from one of the clients, but it's more effective when run on the server.

To start this process, select FILE >> FILE MAINTENANCE FUNCTIONS >> REBUILD PRIMARY DATA FILES.

The process will re-build three key data files used by AnyPO: POData.dbf (which holds the bulk of the data found on the Main Purchase Order Screen, POData.dbt (which holds the notes found on the Main PO Screen), and POrders.dbf (which holds each of the items on the Main PO Screen.)  The process begins with fresh, empty copies of each file, and then it runs through each PO starting with the first and copies each field one by one.  In this way, the files are rebuilt from scratch, removing any possible rogue bytes that might be present in the original files.  After the files are re-built, the old files are deleted and replaced with the newly built files.  The program then re-builds the index files.

Delete Purchase Orders

This process can be used to delete purchase orders.  Be sure to use this with great caution.  If you're not careful, you may end up deleting good purchase orders.  Make sure you know exactly which purchase orders should be deleted before using it.

To start this process, select FILE >> FILE MAINTENANCE FUNCTIONS >> DELETE PURCHASE ORDERS

Indicate the starting purchase order number and the ending number.  All purchase starting with the first number indicated to (and including) the last number will be deleted.  If you need to delete one purchase order, the first and last number will be the same.

Remove Row Locks

Once in a while you may receive the message: "Retrying Row Locks" or a similar message.  This is normal.  AnyPO occasionally locks records when two competing process try to change a record at the same time.  This feature helps protect your data.  Usually you can exit from the message and continue work without further interruptions.  However, if while working, you encounter a number of these messages one after another, you may want to have AnyPO run through the key database files and clear out any record locks that may have been set.  To do so, select To start this process, select FILE >> FILE MAINTENANCE FUNCTIONS >> REMOVE ROW LOCKS.

Delete Duplicates

If a miscommunication occurs between two computers in a networking environment, you may end up with two PO's with the same purchase order number.  For searching purposes, every purchase order should have a unique number.  If for some reason you do end up with two purchase orders with the same number, you should delete one of the purchase orders.  This function allows you to do that.

The purchase order which will be deleted is the most recent one.  In other words, if you are paging back through the purchase orders from newest to oldest, the first one that you reach will be the one deleted.  In some cases, you may want to simply delete the purchase order.  If it's a purchase order that you need to keep, however, you'll need to re-issue it as a new purchase order.  An easy way to do this is to make sure that the purchase order which will be deleted is showing on the screen and then select GO TO >> NEW PURCHASE ORDER >> COPY ALL.  A new purchase order will be created with all of the same information.

To do the deletion, select FILE >> FILE MAINTENANCE FUNCTIONS >> DELETE DUPLICATES.  Enter the duplicate purchase order number in the blank.  Click OK.  The most recent of the duplicate pair will be deleted.

There's one last thing that you'll need to do after the deletion.  Go to the remaining member of the duplicate pair.  Look at the Item Area.  Make sure that the products listed go along with that purchase order.  Whenever there is a duplicate purchase order number, each purchase order picks up the other's Stock List.  If after examining the Item Area, you find products that don't belong on the purchase order, you'll need to delete them.  To do so, place your cursor on a product in the Item Area that should be deleted and press CTRL+D on the keyboard.  The row will be deleted.  Keep deleting extra products until the purchase order has the correct list of products.