Performing Periodic System Maintenance - ECi...

Performing Periodic System Maintenance

Updated May 2017

© 2017 ECi Software Solutions, Inc.

ContentsAbout Performing Periodic Maintenance ...........................................................................3Frequency of System Maintenance .....................................................................................3Understanding Your Data ....................................................................................................3

Volume Serials ................................................................................................................................................................4

System Maintenance Functions in ECi DDMS .....................................................................4Purging Data ...................................................................................................................................................................5

Purging the AutoCommII Log File ..................................................................................................................5Purging Shipping Manifest Files ......................................................................................................................6Purging Picking Manifest Files .........................................................................................................................6Purging the Changes File ...................................................................................................................................7

Cleaning Up Your Databases .....................................................................................................................................8Viewing Old System Quotes .............................................................................................................................8Viewing Open or Un-Received P/Os ..............................................................................................................8

Deleting DDMS Files .....................................................................................................................................................9Deleting Log Files .................................................................................................................................................9Deleting Log Files in DDMSPLUS ....................................................................................................................9Deleting Using the (M) Screen ...................................................................................................................... 10Deleting Blank I-AUX Records ....................................................................................................................... 10Deleting Invalid Supplemental File Records ............................................................................................ 11

Compressing Data in DDMS ....................................................................................................................................11Maintaining EBS/SQL Databases ............................................................................................................................12

System Maintenance Functions in Microsoft Windows ...................................................13Performing DDMS File Maintenance ....................................................................................................................13Deleting Files in Windows ....................................................................................................................................... 14

Deleting DDMS Files ......................................................................................................................................... 14Deleting Log Files .............................................................................................................................................. 14Deleting Temporary Files ................................................................................................................................ 14

Recovering Server Space ......................................................................................................................................... 15Using the Disk Cleanup Utility ...................................................................................................................... 16Defragmenting Data on the DDMS Server ............................................................................................... 17

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About Performing Periodic MaintenanceWhen you maintain your server, you can help reduce errors as well as minimize downtime. Doing so ultimately makes your ECi® e-commerce site more responsive. This handout illustrates many important periodic maintenance tasks, including reclaiming disk space, removing duplicate records and bad inventory locations, repairing file problems, and compressing data into the proper data definitions.

This handout addresses the following topics:

• The frequency of system maintenance

• Understanding your data

• System maintenance functions in ECi DDMS

• System maintenance functions in Microsoft® Windows

Frequency of System MaintenanceThe frequency with which you maintain your system varies. Choose the steps to complete based on the available space and size of your files stored on the server. While ECi recommends that specific functions be completed at a given time, it is your choice when these functions are performed. If you do not utilize a certain application, the function may not be required.

ECi recommends you follow these general guidelines as outlined at least once a year, Quarterly, or Monthly.

Understanding Your DataTo effectively know where your data is stored, you should have an understanding of your system server.

You should also address the following issues:

• Do you back up your data?

• Which is the DDMS drive?

• What is stored in the DDMS folder?

• Where are volumes and units?

• What is the difference between active unit volumes and archived unit volumes?

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Volume SerialsWhen the system is processing data, it must know where to store and search for information. In the ECi DDMS system, similar files are grouped together.

A volume serial is a name or label for a portion of your hard disk. Your hard disk is divided into several parts, called units. Each unit has a number and a volume serial.

When you receive your system, the volume serials are already assigned. You can assign volume serials to these file groupings according to the storage demands of your system. Volume serial information can be viewed in the (L0) Global Master Parameters screen.

16:34:22 (L0) Global Master Parameters 03/30/12-------------------------------------------------------------------------------- ACTION [C] (C-Change, I-Inquiry, G-GST) G/L Location [ 1] --------------------------------------------------------------------------------Name :ECIDDMS Save Parameter Changes Y/N ?N Suite : Last Change 03/03/11 Street :P.O.BOX 507 Using RoadRunner Y/N ?N City :KELLER Locations to Exclude From # To # State :TX Zip #76248 Stock Room Locations From # To # Phone Number #817-431-0668 ----------- VOLUME SERIALS ----------- ¦ Customer -W2?? ¦ Order Ent. -W2?? Federal #12-12345678 ¦ A/R -W2?? ¦ P/O’s -W3?? State Tax #12-123456-1 ¦ Vendor -W3?? ¦ G/L -W3?? State Tax % 0.000 GST Y/N ? ¦ A/P -W3?? ¦ Salesman -W2?? Round Tax up to Higher Cent Y/N ?N ¦ Inventory -IN?? ¦ Personnel -W2?? Use Only State Tax for P.O.S. Y/N ?N ¦ Inv. Hist -IN?? ¦ Payroll -W2?? Calculate Tax by Line Y/N ? ¦ Inv. Aux -IN?? ¦ Sales Jour -W2?? ¦ Inv. Whl -IN?? ¦ Sales Hist -HI?? Set Order Writer in Main Menu Y/N ?N ¦ Serial -IN?? ¦ Tele.Mark. -W3?? Using Multiple UOM’s for an Item Y/N ? ¦ Contract -IN?? ¦ System -SR?? Commissions/Taxes on Paid Invoices ?Y ¦ Rpt.Writer -SR?? ¦ Work -W1?? (Y=Commissions, T=Taxes, Z=Both) Non. Mach --------------------------------------------------------------------------------

Note: For assistance with creating new units and/or volumes, contact your Technical Support Team.

System Maintenance Functions in ECi DDMSBefore performing system maintenance functions in DDMS, do the following:

• Back up your data

• Make sure your system is dedicated

• Have the TBL Server running

• Put your E-Commerce site in maintenance mode.

The following instructions show how to do the following:

• Purge data in DDMS

• Clean up your databases

• Delete files in DDMS

• Perform DDMS maintenance procedures

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• Compress data in DDMS

• Maintain EBS/SQL databases

• Perform DDMS file maintenance.

Purging DataYou can should purge the following files in DDMS regularly:

• AutoCommII log files

• Shipping Manifest files

• Picking Manifest files

• Changes file

Purging the AutoCommII Log FileWhen purging the log file, make sure you enter a date range that falls within a single year.

14:52:18 AutoComm Monitor REV. (06/13/03) 04/27/12 ------------------------------------------------------------------------------ Action ? [P] (I=Inquiry, D=Delete, P=Purge, R=Resend, B=BacK To &) ------------------------------------------------------------------------------L Who Date Time Limit Request S T Fax Number E-Mail Address == ==== ===== ===== ========== ========== = = ============ ==================== 1 101 04/25 15:02 10457-0 Invoice E [email protected]

Purge From :02/24/12 To :04/24/12

If you purge files across multiple years, the process fails. To purge log files for several years, purge multiple times. Enter a To and From date for each year to be purged, one at a time.

1. From the Master Menu, double-click and type 7 to view the Monitor.

Note: On text-based systems, go to the (&7) AutoComm Monitor screen. Make sure your Caps Lock key is on.

2. Select the [P] Purge action code.

3. In the Purge From and To fields, enter the dates to purge data. Enter the beginning date in the From field and the ending date in the To field. Make sure you enter date range that falls with in a single year.

4. At the Are You Sure prompt, type Y.

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Purging Shipping Manifest FilesNote: On text-based systems, go to the (TS) Shipping Manifests screen.

1. From the Master Menu, double-click .

2. Double-click .

Note: Remember that when purging manifest data, the information is removed from the manifest file and there is not an archive. However, the data written to the sales journal remains in the system.

3. Select the [P] Purge action code.

4. If prompted for a password, enter the password set in the Purge field in the (L8) Manifest and Route Parameters screen.


Note: The system only purges shipping manifests that have been flagged as returned.

Purging Picking Manifest FilesNote: On text-based systems, go to the (TM) Picking Manifest screen.


2. Double-click .

Note: Remember that when purging manifest data, the information is removed from the manifest file and there is not an archive. However, the data written to the sales journal remains in the system.

3. Select the [J] Purge Manifest action code.

4. If prompted for a password, enter the password set in the Purge field in the (L8P) Picking Manifest Parameters screen.

5. In the Purge Completed Manifest field, enter your response according to the following.

• Type Y to purge manifests that are marked as complete.

• Type N or press Enter to purge only those manifests that have been final verified.

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15:05:14 (TM) Picking Manifest rev. (06/17/11) 03/27/14================================================================================Action [J] Order Puller : Manifest #__________================================================================================

Purge COMPLETED Manifest Y/N ?N (N=OnlyPurgeFinalVerifiedManifest) Start Date :../../.. To :../../.. Completion Date:../../.. To :../../.. Order Puller :.... To :.... Manifest Nbr# :.......... To#:....

ENTER PURGE PASSWORD ?

6. You can use the Start Date through Manifest Nbr fields to limit the manifests to be purged. Enter the beginning limit in the first field and the corresponding ending limit in the second field.


Purging the Changes FileAfter making several changes to your items’ records, the Changes file can become very large. After you have updated your files, purge the Changes file to reduce its size.

Note: On text-based systems, go to the (M) Operational Procedures screen.

1. To purge the Changes file, from the Master Menu, double-click .

2. Double-click .

3. When the (M) Operational Procedures screen opens, select the [F] Purge Changes File option.

4. At the Enter Password prompt, enter the password set in the Purge field in the (LE) Inventory Param-eters screen. The cursor moves to the File field.

5. Enter the name of the record to purge from the file. For example, to purge only records for changes made to item records, type I-MASTER. Likewise, to purge only records for changes made to custom-er records, type C-MASTER. To purge the changes in all of the records in the Changes file, tab past this field.

6. The cursor moves to the Date From field. In this and the corresponding To field, limit the purge by entering the range of dates for the changes to purge. The changes made for the dates you specified are deleted from the file.

7. When the system purges the files selected, a report prints listing the files. In the Printer field, enter the logical name of the printer to use.

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8. In the Copies field, enter the number of copies to print.

9. At the Are You Sure prompt, type Y. The records are purged and the report prints.

Cleaning Up Your DatabasesTo effectively maintain your database information, be sure you keep the data up-to-date. This includes deleting data that is no longer valid such as any old quotes or purchase orders.

Viewing Old System QuotesTo view a list of old system quotes, run the Open Pick report and limit to Paycode 8. Follow these steps:

Note: Since most costs are updated quarterly, you should also print this report quarterly. Quote informa-tion may not be accurate after an OPUS/ Item cost update has been performed.

1. From the Main Menu, double-click .

2. Double-click .

3. Select the [E] Pick File Report action code. The (TR) Order Entry Reports screen opens.

4. Press Tab to move the cursor to the Paycode field.

5. In the Paycode From field, type 8.

6. Type 8 in the Paycode To field.

7. Press Enter until the Are You Sure prompt displays and type Y to print the report.

Viewing Open or Un-Received P/OsTo discover which P/Os are open or un-received, print a copy of the Outstanding Purchase Order report.


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2. Double-click . The (S) Purchase Order Selectors screen opens.

3. Select the number corresponding to the Outstanding Purchase Order Report action code.

4. Press Enter.

5. At the Do You Wish To Change All prompt, type E. The report prints.

Deleting DDMS FilesThere are several areas in ECi DDMS that contain unneeded files.

Deleting Log FilesSeveral log files are created that can easily be deleted using the (Z) System Utilities screen:

• Disk-error, Error-log, Changes

• Sparco-log, United-log

• Exceptions, Ver-Exceptions. (If you are printing these reports as part of your day-end process, the Exceptions and Ver-Exceptions should automatically be deleted each night.)

Following the instructions below to delete:


2. Double-click . The (Z) screen opens.

3. In the Enter Utility Type field, type F.

4. In the Enter Subset Number field, type 4.

5. In the Enter File Name field, enter the name of the file to delete and press Tab.

6. In the Enter Unit # field, enter the unit number that contains your file.

Deleting Log Files in DDMSPLUS1. From the DDMS Administration window, click Database.

2. Click Table Delete.

3. Search for the table to delete. For example, you could search Log.

4. Check the box next to the table or tables to delete. Each table displays in the Selected Tables section.

5. Click Begin Table Delete.

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Deleting Using the (M) ScreenThere are also several DDMS files you can delete using the (M) Operational Procedures screen.

• Duplicates From the I-AUX File: This function keeps the first record in the file and deletes the dupli-cates that follow.

• Bad Inventory Locations: This function deletes blank locations, locations with leading zeroes, and locations that contain alpha characters.

Following the instructions below to delete:


2. Double-click . The (M) screen opens.

3. In the Request field, type L.

4. If prompted for a password, enter the password set in the ML Password field in the (LM) Operational Procedure Parameters screen.

5. In the (ML) screen, enter the letter of the requested function.

Note: If you choose the [O] Delete Duplicates from I-AUX option, you must know the unit and volume of your I-AUX file. The unit and volume can be viewed in the (L0) screen.

Deleting Blank I-AUX Records


2. Double-click .

3. At the Enter Program Request prompt, type E.

4. In the Action field, type H.

5. Press Enter until the cursor moves to the Source Location field.

6. Type 1.

7. In the Destination Location field, type 99.

8. At the Check Last Year Fields prompt, type Y.


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Deleting Invalid Supplemental File Records


2. Double-click .

3. At the Enter Program Request prompt, type E.

4. In the Action field, type E.


Compressing Data in DDMSYou compress data using the ;SPCCMPJR function. This function builds data dict headers. You can compress data by volume, journal, or file.

This is a dedicated procedure, so before you begin, do the following:

• Make sure no one else is using the system.

• Make sure all utilities are stopped.

Do not interrupt the process once it has begun.

Note: Compress inventory and contract files each quarter before performing any OPUS/item updates. As of DDMS software version 10.2 and greater, you must also compress sales journal files as a change was made to the file layout. This applies after installing version 10.2 or greater for the first time.


2. Double-click . The (Z) screen opens.

3. In the Enter Utility Type field, type B.

4. In the Enter Subset Number field, type 4.

5. In the Enter File Name field, type ;SPCCMPJR.

6. In the Journal Type field, select the [V] Vol action code.

7. Press Tab to move the cursor to the volumes to compress and type X.

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12:00:05 Compress Files by Volume 04/24/12 04/24/12-------------------------------------------------------------------------------- Volume to Compress Status [X] 1) Customer [_] 2) Accounts Receivable [_] 3) Vendor [_] 4) Accounts Payable [X] 5) Inventory [_] 6) Inventory History [_] 7) Inventory Aux [_] 8) Inventory Whl [_] 9) Serialized [X] 10) Contracts [_] 11) Order Entry [_] 12) Purchasing [_] 13) General Ledger [_] 14) Saleperon [_] 15) System *Place a ‘X’ to Mark Journals to Compress--------------------------------------------------------------------------------

8. When finished, press Enter.


Maintaining EBS/SQL DatabasesYour SQL tables contain a copy of your DDMS database files. Each time an import is completed, a sync file is created.

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You should not perform Full imports during the day. However, you can schedule Delta imports throughout the day. Use the EBS SQL Control Panel to set up your schedule.

Note: For details, see the Using the EBS SQL Import Panel handout on the ECi Customer Support Center.

ECi recommends you perform these functions on a weekly or monthly basis to maintain your EBS/SQL data:

• Run a Full import to rebuild the sync files.

• Compact the databases using SQL Metrics.

System Maintenance Functions in Microsoft WindowsThere are several system maintenance functions that can be performed in Windows to improve your system’s speed.

Before performing Windows-based system maintenance functions:

• Back up your data

• Shut down the DDMS TBL server.

Performing DDMS File MaintenanceTo perform DDMS file maintenance, you should also use the Run Diag.exe file. This file is located in the DDMS Bin folder on your hard drive.

Run this program on all your active volume units. Before doing so, be sure to shut down your TBL server. You do this in case you need to correct any problem files that might be discovered.

When the Run Diag.exe file is run, the following happens:

• It checks each of the three DDMS files: .dbf, .cdx, and .key.

• It packs (compresses) data similarly to using the ;SPCCMPJR program, but it does not build data dict headers.

If issues are discovered as this process is running, you can fix the files individually or use Auto Fix.

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Deleting Files in WindowsMicrosoft Windows sometimes stores unnecessary files which can deplete your existing hard drive space. There are several files you can safely delete as described below.

Deleting DDMS FilesYou can begin by deleting the eNsite.elf file on both the DDMS server and on client workstations. This file is usually stored in the C:\Documents and Settings\(username)\Application data\DDMS folder.

You can also delete any DDMS file in Windows that you do not use. But when you do, you must delete all three files. This includes the .dbf, .cdx, and .key files.

Suppose you once made a copy of your Contracts file and renamed it copycontracts. Using this example, you would delete the copycontracts.dbf, copycontracts.cdx, and copycontracts.key files.

Deleting Log FilesExternal log files can also be safely deleted. Possible log files you can delete include the Tbl.log, Tblserver.log, Tblserverdebug.log, Tblservererrors.log, DDMS.log, Inodes.log, and auth(date).log.

1. In Windows, open the DDMS or Bin folder.

2. Run a search for *.LOG.

3. When the log files appear, click the File menu and select Delete.

Deleting Temporary FilesFinally, you can delete Windows temporary (temp) files.

There are two methods you can use to find temp files. You can search for *.tmp files or you can delete temp files using a DOS command prompt.

To search for *.tmp files, do the following:

1. Click the Start menu, and then click Run.

2. When the Run window opens, type %Temp% and click OK. The Temp folder opens.

3. Type Ctrl + A to select all the temp folders and files shown, or sort by date and select those that are at least one day old.

4. Click the File menu and choose Delete. You can also right-click and select Delete.

5. At the Are You Sure prompt, click Yes.

Note: If you selected to delete all, a message may display stating that a file is in use and cannot be deleted.

To delete temp files using a DOS command prompt:

1. Click the Start menu, and click Run.

2. When the Run window opens, type CMD and click OK. The CMD.exe window opens.

3. Type CD.

4. Press the spacebar once and type %TEMP%. It should appear as CD %TEMP%

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5. Press Enter. The directory changes to the Temp folder.

6. Type DEL.

7. Press the spacebar once and type *.*. It should appear as: DEL *.*

8. Press Enter.


Recovering Server SpaceIf you have an older server and need to recover additional hard disk server space, you can also run a search for large files on your system.

You can also safely delete some Windows files. On your C:\ drive, search for files larger than 60 megabytes (61440 kilobytes).

On your D:\ drive, search for files larger than 300 megabytes (307200 kilobytes). After deleting, be sure to empty the Recycle Bin.

You can also safely delete the following files:

• All Windows Hot Fix files stored in the C:\WINDOWS folder. Look for NtUninstall in the file name. These are hidden files; you must change your folder settings to see them.

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• All files stored in the C:\WINDOWS\SoftwareDistribution\Download folder.

• All DDMS sort and execute files. To find these files, search for *@*.* followed by the file type. For example, the automated short buy feature creates files beginning with GSB. In this case, you would run a search for GSB*.* When sending faxes or emails, DDMS creates a file beginning with Fx. To find these files, search for fx*.*

Using the Disk Cleanup UtilityThe Windows Disk Cleanup utility helps free space on your hard drive. Disk Cleanup searches your drive, and then shows your temporary files, Internet cache files, and unnecessary program files that you can safely delete. You can use Disk Cleanup to delete some or all of these files to reduce the number of unnecessary data and help your computer run faster. As is common with some programs, there are Pros and Cons to consider.

• Pros of using Disk Cleanup: You can see at a glance how much space each file is using. You can indi-vidually select which files to delete.

• Cons of using Disk Cleanup: Some unnecessary files may be overlooked and not shown in the list. Therefore, they cannot be deleted.

Note: You might need to be logged in as an administrator or a member of the Administrators group before performing this task.

1. Click the Start menu and choose All Programs. Click Accessories, click System Tools, and select Disk Cleanup.

2. If prompted for an administrative password, enter the password and click OK.

3. The system begins calculating how much space you can free up on your hard drive using this tool.

4. When finished calculating, the Disk Cleanup window opens, displaying the files. Choose the files to delete. Be sure to select the Recycle Bin. Clear the check box beside files to be saved.

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Note: Temporary Internet Files are among those selected by default to be automatically deleted.

5. Click OK. The selected files are deleted.

Defragmenting Data on the DDMS ServerFragmentation of your data occurs when the system divides a file into many fragments to save it. This frag-mentation makes your hard disk work harder to retrieve data and can slow down your computer. Using this tool, the fragmented data is rearranged so your hard disk can use it more efficiently. Disk Defragmenter can run on a schedule but you can also manually defragment your hard disk. When defragmenting, you should analyze the files first before specifying to run the utility.

Note: Disk Defragmenter might take from several minutes to a few hours to finish, depending on the size and degree of fragmentation of your hard disk.

1. In Windows, click the Start menu and choose All Programs. Click Accessories, click System Tools, and select Disk Defragmentor.

2. If prompted for an administrative password, enter the password and click OK.

3. Click the Analyze button. The process begins.

4. When the analysis is complete, the information is shown in color-coded sections.

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Blue, green, and white sections are fine. Red sections indicate fragmented files. The more red sec-tions shown, the more fragmented your hard drive.

If your system is not fragmented, the You Do Not Need to Defragment This Volume message appears.

To defragment your hard drive, click the Defragment Now button to begin the defragmentation pro-cess.

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