Additional Month end closing processing

Recently two month end closing functions have been added to the tasklist for end-of-month processing in Vision Data.

Purging history:

(this function will remove history older than 7 years (84 months) when run from each account in a profit center)

From within the target profit center in Total Ad - Select Main-> Month End-> Purge History

PLEASE NOTE: This process is destructive and irreversible - proceed with care.

  • From the Server Name dropdown select a server queue to stage this job in: I recommend using ACCT1 for ALL of these jobs. 
  • Leave the date and time set to current
  • Check the boxes for purging Contract and Transient history - Do NOT change the months from 84
  • Leave the account range as-is
  • Click Submit entry into queue
  • NOTHING WILL HAPPEN - the window will remain open - but if you clicked the submit to queue button, don't worry the job is staged - Click the X to close this window.

If you would like to verify the job is running after you close the window you can select Queues->Batch Queue from the top menu in Total Ad and you will see the job queued or running pending if there are any other jobs running in that queue at the moment.

Purging Inactive Accounts:

this process will identify any accounts that have not had activity in the past 7 years and delete the accounts from the system.

  • From within the target profit center in Total Ad - Select Main-> Month End-> Purge Inactive Accounts
     
    • In the resulting window make the following selections:
  • Sort by: Account Name, Number
  • Advertiser Type: All
  • Action to take: Delete & Inactive
  • Reset Salesperson: No
  • Delete Accounts with History: No
  • Account # From and to: Leave Blank
  • Account Range: Leave blank 
  • Purge Date: This is set to default at 5 years, for now we will use 7 years until otherwise decided so adjust the year in the date -2 ( ex. 5/18/2017 to 5/18/2015) 
  • Once the form is filled in correctly you must queue the job; select Email/Print/Fax from the top buttons on the window
  • Again Choose ACCT1 from the server name dropdown and leave everything else default, Then click E-Mail Info
  • From the email window, verify your email is in the To field, if not click To Self, but it should already be filled in.  cc any others that may be interested in this report if required. 
  • Modify the subject line if you wish to identify the site (you could add SCR to the end of the default subject line as an example. 
  • Click the Submit E-mail Only Button 
  • Now verify that your server name is still set to ACCT1 and click the Queue Report Button.  
  • You can then close out of the Purge Advertisers window by clicking the X

You can verify these jobs in the reports Queue if you would like to see what's running by choosing from the top menu in Total Ad Queues->Report Queue

Note: By placing all of these jobs into the ACCT1 queue, you are avoiding overloading the system as they will each wait their turn.  This process is very processor consuming and will slow down the system if you schedule these in many individual servers. Please always use just ACCT1