When a Vehicle Stockbook period end is run stock records may be transferred from the live VSB file to the archive file, depending on whether or not the vehicle meets certain criteria:

  • The vehicle must be at X status
  • The vehicle must have no unreceived costs
  • The vehicle must have no live trade-ins attached - any part exchange vehicle must also be ready to be archived and meet this criteria
  • The vehicle's NPROFITD date (Last NL close profit date on the Cost + Profit page) is earlier than the current period end date,less the number of days set in the system parameter Number of days to retain cleared vehicles in live files

To see the number of days set in the system parameter:

  • Select System maintenance from the Vehicle Stockbooks menu
  • Select System parameters from the System Maintenance menu
  • Select the General-2 tab

If all of the criteria is met then the vehicle will go into the archive file when the end of period is processed. All the information is transferred including log file entries.

You can access the vehicle to display only:

  • Select File from the menu bar when in Vehicle Administration
  • Select Vehicle archive from the list - a tick will then be placed on the option
  • To switch back to the live file once you have displayed the archive, re-select the same option to remove the tick that has been placed next to it

The vehicle will remain in the archive file until the criteria is met for it to be deleted - this is the number of days as set in the system parameter Number of days to retain vehicles in archive.Once this is met, the vehicle will be deleted when the next end of period is processed.