Retention History
On the Retention History screen you can configure how long files and data entries should remain visible within IntelliDealer on a monthly or yearly basis.
To open the Retention History screen, from anywhere in IntelliDealer navigate to Configuration > Miscellaneous > Other > Retention History.
Retention History Screen
You can set retention at these levels of granularity:
Years
| Field | Description | Main Files |
|---|---|---|
| Journal History |
Enter the number of years of General Ledger and therefore A/P journal history to be kept on the system. This history is displayed in IntelliDealer on the Journal Details screen. You must have a minimum of 2 years entered up to a maximum of 15. Journal history that is older than the retention period is removed during the General Ledger month end final. This setting is also used in the parts deletion logic so any part with receipt history that includes accrual entries is NOT deleted. See Parts Profile . |
YTDJRL, OUTSTD, YTDIST |
| Billing Details History |
Enter the number of years of billing details to be kept on the system. The minimum is 10 years with a maximum of 15. Data beyond this retention period will be removed with the next G/L year end process for the division being closed. Keep in mind that the records in the files are cleared with this process, but the deleted records are still taking up space on the system. After the next A/R month end is run, the next full database will be reorganized to match the files and clean up the deleted records. If you are on your own server and not on hosted, you can select ‘Unlimited’. This will prevent all automatic removal of the billing details data and you will have to manually run the Save Sales Details option. |
MNBD* files including MNBDH, MNBDD, MNBDW, etc |
Months
| Field | Description | Main Files |
|---|---|---|
| Equipment Invoicing History |
The number of months to retain Equipment Invoicing history. The minimum value is 001 with a maximum of 180. |
INVH* files for equipment invoice history including INVHH, INVHD, etc. Multimedia and signature data is also removed |
| Task Tracker Retention |
The number of months to retain Task Tracker records. The minimum value is 001 with a maximum of 180. Records are only removed during the first full database reorganize after the A/R month end process. |
TAHDR, TAHIS, TAUSR, TACFGFT |
| Parts Sales History |
The number of months to retain Parts Sales history. The minimum value is 001 with a maximum of 180. |
PARTHIST sales records |
| Sales Order Retention |
The number of months a Sales Order should remain on the screen after it is completely filled and invoiced. A successful Database Reorganize causes the Sales Orders to drop from the screen once they have met the criteria specified in this field. VitalEdge recommends '0' for Sales Order File retention. The completed parts invoices are in invoice history but this setting controls the active parts tickets in the open list. Having anything other than '0' listed here will leave parts tickets in the open list for at least one month after completion. |
SALORD, SALDET, SALCOM files for active sales orders where all lines are complete and/or the ticket is invoiced with no remaining lines |
| Sales Order Invoice History |
The number of months to retain Parts Invoice history. The minimum value is 001 with a maximum of 180. |
INVH* files for parts invoice history including INVHH, INVHD, etc. Multimedia and signature data is also removed |
| MyDealer Shopping Cart History |
The number of months to retain eParts Order history. The minimum value is 001 with a maximum of 180. |
ODH, ODD |
| Late Charge Invoice History |
The number of months to retain Late Charge invoice history, if active. The minimum value is 001 with a maximum of 180. |
MNBDH, MNBDD |
| Delivery Receipts (Traffic) History |
The number of months to retain Delivery Receipts history (Traffic). The minimum value is 001 with a maximum of 180. |
CGIDR |
| Accounts Receivable History |
The number of months to retain Accounts Receivable transactions including statement history. The minimum value is 001 with a maximum of 180. Records are only removed during the first full database reorganize after the A/R month end process. |
ARFILE, ARSTHH, ARSTHD |
| Work Order Invoice History |
The number of months to retain Work Order invoice history when a purge occurs. If no history is desired, enter 00 in this field. The maximum allowable value is 180 months. |
INVH* files for work order invoice history including INVHH, INVHD, etc. Multimedia and signature data is also removed |
| Purge Received Status Traffic |
If checked, the Delivery Receipts Purge value will be applied to Received status R tickets. The Delivery Receipts Purge value always applies to Completed - Authorized To Pay status C tickets. |
|
| Technician Time Off Retention |
The number of months to retain Technician Time Off records. The minimum value is 001 with a maximum of 180. |
EMPLTO |
| Parts Receipt History |
The number of months to retain Parts Receipts history. The minimum value is 001 with a maximum of 180. |
PARTHIST receipt records as well as matching PURORD entries |
| EFT |
The number of months to retain EFT files in the Integrated File System (IFS). The minimum value is 001 with a maximum of 012. |
IFS folder ‘/lansaimgx/eft’ where lansaimg is generally used for onsite servers and lansaimgxxxx is used for dealers on the shared server, with xxxx being replaced by the library number |
| Rental/ General Invoice History |
The number of months to retain Rental/General Invoice history. The minimum value is 001 with a maximum of 180. |
INVH* files for general invoice history including INVHH, INVHD, etc. Multimedia and signature data is also removed |
| Positive Pay |
The number of months to retain previously generated Positive Pay files in the Integrated File System (IFS). The minimum value is 001 with a maximum of 012. |
IFS folder ‘/lansaimgx/bankrec’ where lansaimg is generally used for onsite servers and lansaimgxxxx is used for dealers on the shared server, with xxxx being replaced by the library number |
Days
| Field | Description | Main Files |
|---|---|---|
| Work Order Reversal |
The number of days to retain a Work Order Reversal file. The minimum value is 001 with a maximum of 180. |
RETNHIS |
Data Source: PFWTAB
Revision: 2025.06