Just as equipment and buildings need to be maintained, so does the data in your Progression, Macola ERP software. When data is not regularly maintained, users can experience a variety of issues from minor inconveniences to major errors.
Database maintenance is often overlooked and there are several reasons why:
- Lack of training
- Not aware of the tools within the software
- Unsure of the ramifications
- Worried that data will be lost
- Not sure where to go to learn about the processes
- No ownership or responsibility has been assigned
Effects of not maintaining your database:
We often hear from customers who are having issues with their system running slowly, for example; their cheque runs take a really long time to print.
We also see data being exported into Excel to manage because Progression or Macola reports are excessively long or seemingly inaccurate.
Due to lack of maintenance, users will also get errors when they trying to upgrade to the latest version of the software. Taking that a step further, a software upgrade (from Progression to Macola 10 for example) often requires significant data clean-up as does a change in business processes such as from POP to SFC.
In the majority of cases, these issues can be resolved by completing some standard data and database maintenance processes within Progression and Macola ERP software.
Because they are standard processes, we think you should know about them or be reminded about them so that you can put in place a plan to maintain your database.
By investing some time in data and database maintenance, you’ll see the following benefits:
- Increased data and system accuracy (better financials, reduced ambiguity)
- Increased speed
- Reduced errors (when doing upgrades, changes in business processes)
- Reduced workload over time (you can rely on system reports without having to export to Excel)
Be prepared to invest some extra time in the first one to three months but keep in mind that this work doesn’t fall on one single person within your business. Some procedures will be done directly by users, some by power users, others by IT staff and a few may be completed by a 3rd party consultant such as Harvest Ventures Inc. or the software vendor (Macola Software).
Are you unsure of where to start?
Harvest Ventures has compiled a list of standard help documents for each ERP software application (Macola or Progression), to help make the process easier for you.
Below you will find an outline of some of the procedures to take a look at within your Progression or Macola software and system.
If you do not know how to complete these tasks, please check with a Macola representative or your Authorized Macola Reseller.
Step 1: Start with the Easier Procedures
- File validations – the results of these reports will help to identify data that needs to be corrected
- Standard Purging Process – By purging open AR, AP, inventory transactions, sales orders, purchase orders and audit tables, back-ups will be smaller and therefore; faster.
Step 2: Clean Up Transactional Data
Close and purge to history:
- Purchase orders
- Sales orders
- Production orders
- Apply credits, write off small balances
- Review aging reports
- Purge fully paid
This can be done daily (ideally) or at month end. Any further out and it becomes more difficult.
It is common to see thousands of incomplete production orders and purchase orders and by simply cleaning this up, MRP and vendor performance will run a lot better
By cleaning up sales orders you will reduce that huge open order report and see only the relevant data.
By cleaning up purchase orders, the ‘Received Not Invoiced’ report becomes useful again
Step 3: Complete Month End Transactions
Go through the following list in order:
- Review the ‘Received Not Invoiced’ report
- Run “Reset Allocations”
- Run “Reset Quantity on Orders”
- MRP Reports
- Balance AR and AP to GLs
- Remove transactions on obsolete items
- Remove inventory counts that are not completed – this can eliminate those locked records errors that generally requires a SQL script to clear out
Step 4: Network Clean Up
It’s important that the person completing these tasks is qualified and knowledgeable. If you are unsure, please contact Macola or your Authorized Macola Reseller.
- Indexing – this will resolve issues such as taking longer than normal to process cheque runs and will speed up your database overall
- In Macola, you can run the “Rebuild Index” tool approximately once a month.
- In Progression, you will “Rebuild Tables”
- Clean up TMP and SCR files (this is important in both Macola and Progression)
- Clean up Temp Views and Tables – orphaned TMP Views and Tables in Macola
- Manage your “Print to File” files – define a file structure that works and stay consistent so that these are easy to retrieve
- Clean up Phantom Users in Exact Progression User Directory
- SQL Management Jobs – from SQL Studio Management Tools IT staff can set-up regular jobs to run nightly, weekly, etc.
- Purge specific files
- Audit Tables – export to a SQL table if required, purge from within Macola
- Transaction Tables
- Open Item Tables
- AMUTAC/AMUTAS – there is a standard process within Macola
- Shrink GL – there are tools available to shrink the GBKMUT in both Macola and Progression
To optimize the use of Progression or Macola ERP software, you need to invest some time into database maintenance on a regular basis.
This is an important process regardless of the software you use and is the responsibility of all users, not just the IT department.
In the long run, a clean database will end up saving you time and users will have confidence in the data and can rely on the system’s standard reports.
If you would like a reference list of the database maintenance documents for Progression or Macola ERP software, please contact Harvest Ventures.