Unlike your favorite word processor or spreadsheet software, multi-user database applications like Purchasing and Accounting/ERP systems require some maintenance from time to time.
Maintenance Utilities
With the exception of backups, all of the tools that are needed to maintain the system are included in the UTILITY section of the Main Menu. Most maintenance utility are in the Main (Purchasing) Module but there are also some in the UTILITY section of the other modules.
Please note that many of the maintenance utilities in SpendMap are related to optional features/modules that you may or may not be using, so you likely won't need to use all of the options in the UTILITY section.
Purging Old Data
There are many areas (tables) in SpendMap that will accumulate information as transactions are processed, such as PO history, item history, cost center history, etc.. To ensure the best performance and to reduce hard disk space requirements, old data can be purged periodically.
For details, see About Purging and Archiving History.
Periodic Re-Indexing
The system must be re-indexed as part of your regular maintenance schedule.
Priority Maintenance
If during normal working hours you need to run a maintenance procedure that requires exclusive use of the system or certain tables, you can use the Priority Maintenance feature to suspend other users while the maintenance takes place.
You can invoke Priority Maintenance either when you launch the applicable maintenance function in SpendMap or by selecting the [SUSPEND SYSTEM] or [LOCK DOWN SYSTEM] buttons in View Active Users.
If you need to run an external maintenance operation (e.g. a backup) outside of the system, you can also use the Lockdown Feature.
System Errors
Unfortunately, computer technology still isn't perfect.
To learn what to do in the unlikely event that things go wrong, see System Errors.
System Alert Log
The System Alert Log is an audit trail of unusual (noteworthy) transactions in the system. The Log would typically be reviewed periodically by a System Administrator.
