Data - Purge or move records

Working with Data Purge feature.

Data purge is a dangerous but necessary feature. In version I, II and III ALL the expenses except lumper and fuel were stored under Miscellaneous or "Custom" expense category attached to the [Trip Sheet - Expenses] section. There were no accounts in any of those version and therefore drivers would keep track of their payments using the Miscellaneous expense. This was the area where some drivers would store parts purchase, grease work etc. This created a problem if the expense was actually settled against a maintenance account deducted from the pay check by the carrier.

Similarly if a driver would track a deduction for a savings account of some sort (Maintenance account for example) there was no way to settle any purchase against it and therefore it was not possible to track the balance on that account. In versions of Nautilus before the IV the user would have to run reports with different settings hiding some of the expenses. With arrival of Nautilus IV the "Hide expenses" option is NO LONGER available in the software. Accounts take care of that, but users of the previous versions have their truck and trailer payments stored in Miscellaneous expense as well as some of the purchases that were in reality settled against a savings account held by the carrier.

Data Purge feature allows to do one of the two things:

1) Move ALL of the purchases of a specified type under Maintenance section where it can be assigned to "Parts" or "Repairs" and optionally settled against a savings account defined under [Accounts and Payments]

2) Permanently deleted from the system.

The use of the Data purge option is rather simple:

• Select the expense from the expense list
  (this is the expense defined and recorded under [Trip Sheet - Expenses])

• Select the desired action from the action list box

• Click "Perform selected action..." button.

Clicking this button will bring up this box:

It gives you a second chance to cancel the action, or proceed. If you have selected the option to "Move" the expense this box allows you to choose how you want to settle it. If you have a savings account (the maintenance account shown on the example above is the savings account) you can settle the expense against that, or settle it against "Cash" if it was not charged to any of the accounts.

Drivers who had versions I, II, or III before updating to IV and who kept track of equipment and other payments using the Miscellaneous expense can now create a [payment account] to track that expense. If such account is setup the Miscellaneous expense must be purged (removed permanently)