Full Database Reorganization

A full database reorganization helps to improve the access and integrity of the data as it relates to the entire system. It is comprised of several procedures that offload processing to a point where it has no direct impact on daily users.

Topics in this section include:

Terminology

Various terms are used to describe this process and are sometimes used interchangeably. Some of these are: nightly process, day-end, billing, database, backup. However most of these describe various parts of the process, or the time when the process is run. For clarity, refer to the table below when reading this document.

Process Description Frequency
Backup

Create a physical backup of the files to be stored off site.

This process is only required by dealers who are running IntelliDealer off their own servers. ASP Cloud backups are handled automatically during the maintenance window.

Daily
Billing Runs Generate and issue customer invoices. Daily
Day-end Runs through the job scheduler and is an abbreviated version of the full database reorganize. Also referred to as a "skinny" or "shortened" database. Daily
Full Database Reorganize

A job that performs a full reorganization of the database. It also purges files at each month end and year end.

Weekly

Manual vs Scheduled Processes

The processes to be performed, in order, are: 

Process Manual Setup Scheduled Applicable to ASP (A), Non-ASP (N) or Both (B) Notes

1. Backup

Interactive backup through a session

Backup via job scheduler

N

For on-site servers. This requires a dedicated system.

2. Billing Runs

Various options through IntelliDealer

Unattended Billing through the Job Scheduler

B

ASP dealers must complete billing runs outside the maintenance window. See Cloud Server Maintenance Window.

3. DAYEND Process

Not Available

Day-end available ONLY through the job scheduler

B

Does not require a dedicated system but some of the functions can run for several minutes (ie. KPI refresh).

ASP dealers must complete the DAYEND process outside the maintenance window.

4. Full Database Reorganize

Full Database through interactive (green screen) session

Available via scheduler

B

ASP dealers must complete database outside the maintenance window.

This requires a dedicated system.

The system sets a Maintenance Mode flag during a full database reorganize. Access to IntelliDealer or its affiliate apps is restricted during Maintenance Mode.

Backup

Only on-site servers require you to run a backup process. See Backup for On-site Servers.

Dealers using IntelliDealer hosted by the ASP Cloud server can refer to the Cloud Server Maintenance Window topic.

Billing Runs

IntelliDealer provides real-time processing of invoices for immediate updates. See Real-time General Billing System.

Alternately, you can schedule Unattended Billing Runs or manually perform them (see Billing Run/Billing Run Preliminary).

DAYEND Process

The DAYEND process can only be run through the Job Scheduler. It performs these tasks:

  • Re-totals the current G/L balance

  • IntelliDealer data cleanup (CLNDATA)

  • Builds key performance indicators (KPI)

  • Updates technician scheduling

  • Builds customer profitability

  • Builds dashboard and executive summaries

  • Credit card postings (#CO25)

  • Service Agreement Management (SAM) contract calculation

  • Batch alerts

  • A/R re-totaling

  • Updates inbound DTF data if available

  • Automatic stock orders

  • Volvo MMI file generation (if licensed)

Full Database Reorganize

The full database reorganize run does a few things over and above the day-end database reorganize. The full version reorganizes files and purges files at each month end and year end. A full database reorganization runs the cleanup job IUCLEAN, which cleans more data than CLNDATA, including open tickets and invoice data. These activities require a dedicated system.

The full database reorganization takes longer after A/R month end, particularly for dealers that have hit the retention history maximums.

Tip: For best performance, VitalEdge recommends you run at least one full database each week.

Prerequisites

It is very important to ensure that all these prerequisites are met before you begin the full database reorganization. Failure to do so could result in an unusable system in the morning. You must:

  • Check that there are no required restarts (see Required Restarts), or locked files. To be able to clean up tickets and items left open by users, enable Security Switch 994, Web Admin, Access Required Restarts.

    Use the CHKRES INUSE(*YES) command to check for restarts and file locks at the end of the day (ASP menu M, 15, 15). You can contact support to set up the system to email you restarts at night before your database starts. It’s recommended to do this so a snapshot of activity is captured.

  • If running the database through the new batch method, you must have Security Switch 994, Web Admin, Access Full Database Reorganize enabled.

  • Verify that notifications are setup correctly to ensure you receive notifications about backups and other system administration activities.

Related links:

Running the Full Database Reorganize

There is a new option to run the Full Database Reorganize through the new batch IntelliDealer process To use it, navigate to Administration > Settings > Batch Jobs.

If you have a full database reorganization process already set up in legacy, contact support to see or change it. If you are not sure if you have a legacy process, one indicator is two runs might collide(fail).

To manually run the full database reorganization immediately: 

  1. From anywhere in IntelliDealer, navigate to Administration > Settings > Full Database Reorganize.

  2. You can select either the Submit Instantly checkbox to immediately run the reorganize job, or select the Submit at Scheduled Time checkbox and manually set a time for the job to run. Then click the Submit button to proceed with the chosen process.

    When scheduling a run, the user referenced in the "Job Schedule User" field on the Configuration > Miscellaneous > Other > System Settings > System tab is used as the run's UserID. If that field is blank then the system defaults the UserID to ones available from your system library. It is encouraged to keep the "Job Schedule User" field updated with the user submitting the run.

    The process for the full database reorganization has started. You should receive a notification when it completes.

Troubleshooting

If you are having issues, please give support explicit details about your process. They need to know what you run, how you run it, and what you are expecting.

You can examine log files for information:

  • To learn which jobs are running in batch, examine BCHLOG. This file shows each job's start and stop times and related messages.

  • To see billing runs or major procedures such as check runs or cash receipts updates, examine LOGTABL. Look for where the PROCCHCK table is flagged when a run is in progress to see who is running billing, when, and how.

  • To see the approximate start and end time for a full database run, examine LOGTABL and look for tbdata such as ‘%CCP00%’. For example, CCP008 indicates the beginning of the process to remove triggers. It also stops all file logging. Then CCP009 is run at the end to turn triggers back on.

  • For information on jobs, look for QPJOBLOG reports, and read them from the bottom up for errors or messages. A common example is "Billing run aborted – no transactions found".

Security: 994 Web Admin, Access Full Database Reorganize

Revision: 2025.07