LiquorPOS Database File Size Limits

March 31, 2017 — The database file system LiquorPOS uses has all sorts of advantages.  Dbase files are fast, easy to fix, easy to read and easy to export.  However, if they get too big, they begin to cause issues from system slowness to outright lockups.  The bigger the files get, the longer it takes to back them up or scan them for viruses and as those functions usually lock the file while they are working with it, it becomes increasingly important to backup and scan outside of business hours.

What is too big?

Any database file approaching 1.5GB is starting to get unwieldy.  But the time they get up to 2GB you are likely to see issues.

Which files tend to get too big?

In all version of LiquorPOS, the files to watch are storage.dbf and ord_in.dbf.  Storage is a line by line history of every item you have ever sold. Ord_in is a similar line by line record of every item you have ever received.  In Version 5.3 of LiquorPOS, there are some new files that grow quickly and you want to keep an eye on.  CFPPTrans.dfb, CFPPTrans.FPT, Signats.dbf and Signats.FPT.  These have to do with Credit Card Processing and logging.

All of these files are found in the LPOSDATA folder on the computer designated as your Server.  In the Windows File Explorer click on the C drive (possibly the D drive on a true Server) and then double click on LPOSDATA to view the files.  To see the file sizes, click on View and select Details.  The really big files will be obvious as you scan the list.  You can run for many years without other files even beginning to approach a problem size but this set are worth watching.

What to do about a file that has become too big?

Storage.dbf and Ord_in.dbf can be dealt with from within LiquorPOS.  It will be fastest to do this on your Server, but you can access the utility from all stations if that is not possible.  With all other stations out of the software, in LiquorPOS BackOffice go to File/Administration/Purge History.  Choose the date beyond which you wish to delete history and click OK.  Note that this utility deletes the data from the bulky detailed files but keeps the summary financial information.  So, for example, you will not be able to reprint a particular receipt or receiving session from a date you have purged but you will always be able to reprint the End of Day or a Specific Period Report to see the totals.  It never hurts to do a backup which you will keep permanently before you Purge History.

The CFPPTrans and Signats files are a bit more problematic as there is no utility to address them.  You will need either LiquorPOS Technical Support – or me :-)! – to deal with them.  Essentially, those files need to either be replaced with empty copies or, using database tools, cut down to a more manageable size.  As these files are written to at the end of each sale as they get bigger, they can make a marked difference to the speed of your transactions.  Again, a backup before taking any action is a good plan!

Don’t hesitate to reach out if you need any further clarification or help with the above!  Have a great weekend!!