Archive and Delete Lot and Sublot

This document explains how you archive and delete consumed lots and sublots.

For large companies, especially in the fresh food and beverage industries, the volume of lots and sublots can grow very quickly. To reduce the load on disk-space and improve performance while querying the tables in M3, there is a need to archive and delete consumed lots and sublots.

Outcome

Lot and sublot records are archived or deleted. Archived lots and sublots are saved in a user-defined library.

Before you start

  • A number series (43 E) must be added in 'Number Series. Open' (CRS165).
  • An archive library must exist in the database.

Description

Lot and sublot data archiving and deletion are divided into several steps.

In 'Lot Number. Archive/Delete' (MWS830), you create an archive round with a selection on item numbers or lot numbers.

The archive program first identifies the lots and sublots that qualify for archiving as per your selection. A lot number qualifies for archiving or deletion if there are no existing balance identities and stock transaction history records associated with the lot number.

When executed, a batch program performs the actual archive or delete operation.

The archived data is saved in a user-defined library.

The 'Arc/ del no' (archive or deletion number) status can be one of the following.

Archive/Deletion number status:

  • 10-'New'
  • 20-'In progress'
  • 30-'Completed, with errors'
  • 90-'Finished'

Follow these steps

Follow these steps to archive or delete lots and sublots:

  1. Start 'Lot Number. Archive/Delete' (MWS830).
  2. On the B panel, create a new 'Arc/del no'. Note that the number is created automatically when you go to the E panel.
  3. On the E panel, the 'Status' field is set to 10='New'.
  4. Make a selection using the item and lot number fields. Specify the 'Archive/delete' field, either 1-'Archiving' or 2-'Deletion'.
  5. Press Enter and the B panel is redisplayed. Select related option 9-'Run'.
  6. The status is temporarily raised to 20-'In progress' while the archiving or deletion is in progress.
  7. The end result will be status 30-'Completed, with errors' or 90-'Finished'.

Follow these steps to analyze errors for archiving or deletion:

  1. If the status on an 'Arc/del no' is 30-'Completed, with errors', analyze the run. To do so, select option 21-'Analyze' on the (MWS830/B) panel.
  2. 'Lot Number. Analyze Archived/Deleted' (MWS831) is started. On the B panel, the current archiving or deletion number and the lot numbers in error are displayed with a message explaining why archiving or deletion could not be performed.

    Examples:

    'Stock transactions still exist for lot number xx. Verify in (MWS070) and archive/delete via (MMS195)’: Check in 'Stock Transaction. Display History' (MWS070) and, if relevant, archive those transactions using 'Stock Transaction. File' (MMS195).

    'Balance IDs still exist for lot number xx.': Check in 'Balance Identity. Open Toolbox' (MWS068).

Related topics
  • M3 BE Functions using Transaction Archiving
  • Archive and Delete Transactions