Database Management

This Tech Tip covers how to protect the data in your database from harm, how to keep your database from growing too large, and how to manipulate your database with the least amount of time spent.

Protecting your data by backing it up

  • Why make back-ups?
    • It is important to make copies (backups) of the files on your computer that store your data in POSIM. No matter how good software is, there can always be a problem with your hardware, such as the hard disk or power. It’s also good to make backups on media that can be stored at another location (e.g. at home or in a bank vault) in the case of theft, vandalism, natural disaster, or fire. It is best to use media that is removable, such as tape, CD-ROM, or zip disk. We recommend that you make a backup every night as you close your business.
  • Backing up and testing the POSIM database
    • To backup the Posim.DB, make sure all users are logged out of POSIM.
      • On the server, run the Utils program in your POSIM folder.
      • From the File menu, choose Backup Database.
      • Enter the path where you want the database to go.
      • Click the Backup Now button.
    • It is extremely important that you test your database every time you make a backup make sure that you backup is going to be good. To do this, everyone needs to exit POSIM.
      • Shut down the POSIM server, and then on the server, test the database by re-naming the live database to Posim.live and inserting the backup named Posim.db.
      • Start POSIM again and check that your inventory and sales are there.
      • Then close out of all POSIM programs and take the Posim.db backup out into your backup folder.
      • Rename your live database back to Posim.db.
  • Backing up other POSIM files
    • It is recommended that you make a copy of the full POSIM folder located on your C:/ Drive.
      • To do this, make sure you are logged out of all POSIM programs.
      • Find the POSIM folder located on your C:/ Drive.
      • Right click on the folder and select Copy.
      • Paste the copy of the folder to a CD or back-up drive.
  • Using removable media and keeping off-site backups
    • You may want to regularly make a final destination for your backup on a CD, removable drive or memory stick.

Keeping your database from growing too large

Note: It is recommended that you create a back-up before performing a Consolidation or Purge! For more information on Consolidations or Purges, see our tech tip Consolidating your Database.

  • Consolidating Processed Invoices and Sales History
    • One way to keep your database maintained is to use the consolidate feature located in the Utils program. This takes sales history and invoices in monthly increments and consolidates them into one invoice for each month that you consolidate.
  • Purging Inventory History
    • To purge records, go to the POSIM folder and run Utils.exe.
    • From the File menu, choose Purge.
    • Click on the date to choose which files to purge (e.g. sales records before Jan 1, 2008).
    • Check the types of files that you want to purge (e.g. Processed Invoices and Sales History).
    • Click on Do Purge. This will delete the records you selected.
  • Rebuilding your database to shrink it after (a, b above)
    • Note that your database will not decrease in size until after you do a database rebuild.
    • To rebuild, run the Utils program and click File, Repair Database.
    • Select the path and then click OK.
    • Once completed, the disk space that was consolidated will be freed up.

Using Define A Report to maintain your database

You can use Define A Report to perform Delete functions. This allows you to quickly locate and permanently remove records from your database. Following is an explanation of how to perform Delete functions using Define A Report.

Note: It is recommended that you properly back-up before you make any changes to your database.

  • Deleting multiple records at a time
    • Open Define A Report.
    • Use the File field to select the file from which you want to delete records. The example below uses the Items file.
    • Use the Sort On-field(s) to select the criteria you want the information listed by. The example uses the Item ID.
    • Use the From and To fields to define the criteria required for a record to be included. The example uses a specific Item ID.
    • Select the field(s) you want to be shown from the Available Fields window and copy to the Report Fields window. The example uses Item ID.
    • Choose Reports, then choose Send to Preview/Print.
    • Choose to preview the report. Carefully review the report and make sure that only the records you want to be deleted are shown.
    • Close the Report Preview screen.
    • Type Delete in the Title field.
    • Choose Reports, then choose Send to Preview/Print.
    • A Confirm screen asks if you want to delete records. Click the Yes button.
      • NOTE: Once Yes has been clicked, the Delete will begin. There is NO option to undo the deletion.
  • Updating multiple records at a time
    • You can use Define A Report to perform Update/Set Field functions and to quickly edit information on several records in your database.
    • Note: It is recommended that you back-up before making any changes to the database.
    • Open Define A Report
    • Use the File field to select the file you want to update records in. The example below uses the Items file.
    • Use the Sort On-field(s) to select the criteria you want the information listed by.
    • Use the From and To fields to define the criteria required for a record to be included. The above example uses a specific Item ID.
    • Click the Add Formula button.
    • Name and set up a formula for the field you want to update. The above example shows how to name and set up a formula if you want to update the Our Retail field.
    • Click OK.
    • Choose Reports, then choose Send to Preview/Printix. Carefully review the report and make sure that only the records you want to be updated are shown.
    • Close the Report Preview screen.
    • Type Update in the Title field.
    • Choose Reports, then choose Send to Preview/Print.
    • A Confirm screen asks if you want to update records. Click the Yes button.
    • An Information screen will tell you when the Update is complete. Click OK.
    • Check your records to ensure the update was properly completed.
    • NOTE: Once Yes has been clicked, the Update will begin. There is NO option to undo the update.
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