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Permanently close all periods that you want to archive or purge. You do not have to
permanently close periods to purge only translated balances.
Run all of your standard accounting reports to maintain a printed record of the
transactions you will archive and purge.
Create the appropriate tablespace and set your storage parameters to hold your
archived data.
Ensure that you have exported any previously archived data to an operating system
file and saved the file to tape.
To archive journals
1. Make sure you are using the set of books for the data you want to archive. You can
only archive and purge data for the current set of books.
2. Navigate to the Archive and Purge window.
3. Select Journals from the poplist.
General Ledger automatically displays (in the field, Periods From) the earliest
accounting period in your set of books that has not already been successfully
archived and purged. You must archive and purge data for your oldest period first.
4. Select the Archive Journals checkbox.
5. Select the Balance Type you want to archive. You can archive Actual, Budget, or
Encumbrance journals. If you choose to archive budget journals, you must also enter
a Budget name. You cannot enter All.
6. Enter the Period To which you want to archive. General Ledger will archive all
periods in the range specified in the Period From and Period To fields.
7. Choose Archive/Purge. General Ledger submits a concurrent request to copy journal
details from the GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES tables to
the GL_ARCHIVE_BATCHES, GL_ARCHIVE_HEADERS and GL_ARCHIVE_LINES
tables for the accounting periods you requested. If you imported journal references
along with your actual journal entries, General Ledger also copies reference details
from the GL_IMPORT_REFERENCES table to the GL_ARCHIVE_REFERENCES
table.
8. Review the Archive and Purge Audit Report to verify that the data for all periods you
requested was successfully archived. We also recommend that you keep a written
confirmation of the number of records you archived. You can compare this number
to the number of records purged when you run the purge utility.
9. Export the archive tables and copy the export files to tape.
10. Purge your data.
from GL_SETS_OF_BOOKS
where NAME=[your set of books name];
2. Determine how many rows are in the GL_JE_BATCHES table for the fiscal year you
want to archive using the following SQL statement:
select count(*)
from GL_JE_BATCHES
where DEFAULT_PERIOD_NAME in [list of periods]
and ACTUAL_FLAG='A'
and SET_OF_BOOKS_ID =
(select SET_OF_BOOKS_ID
from GL_SETS_OF_BOOKS
where NAME=[your set of books name];
3. To determine how many rows are in the GL_JE_HEADERS or GL_JE_LINES tables
for the fiscal year you want to archive, use the previous SQL statement, substituting
GL_JE_HEADERS or GL_JE_LINES for GL_JE_BATCHES and PERIOD_NAME for
DEFAULT_PERIOD_NAME.
4. Determine how many rows are in GL_IMPORT_REFERENCES table for the fiscal
year you want to archive, using the following SQL statement:
select count(*)
from GL_IMPORT_REFERENCES
where JE_BATCH_ID =
(select JE_BATCH_ID
from GL_JE_BATCHES
where DEFAULT_PERIOD_NAME in [list of periods]
and ACTUAL_FLAG='A'
and SET_OF_BOOKS_ID =
(select SET_OF_BOOKS_ID
from GL_SETS_OF_BOOKS
where NAME=[your set of books name];
5. Determine the amount of space needed to archive the rows you want from the
appropriate table(s). To do this, you must determine the average size of a row in
each of those tables. First, determine the total number of rows in each table using
the following SQL statement:
select count (*)
from [table name]
6. Consult your System Administrator to determine the total table size. Divide this table
size by the total number of rows in the table to get the average size of a row in that
table. Finally, multiply that average size by the number of rows you want to archive,
as determined above.
Attention: Contact your Database Administrator if your tablespace is not large
enough to store your archive data.
7. Select the archive tablespace and storage parameters for which to store the
following interim tables using the Storage Parameters window:
GL_ARCHIVE_BALANCES
GL_ARCHIVE_BATCHES
GL_ARCHIVE_HEADERS
GL_ARCHIVE_LINES
GL_ARCHIVE_REFERENCES
Make sure that an export file has been created in your directory and that the file is
not empty.
Look for normal completion of the export file (the last word of your export file should
be 'EXIT').
Carefully monitor the export process while it is running, and look for error messages.
Make sure that the number of rows exported (as counted by the export program) is
the same as the number of rows that you counted for the range of periods being
archived.
Look for other errors in the log file, such as invalid parameters, errors in the export
command line, not enough disk space for the export file, etc. The export process
stops whenever it finds an error record.
If there are any errors, correct them and rerun the export.
Use the ORACLE RDBMS export utility to export balance and journal archive tables
from your database to an operating system file. Save the operating system file to
tape.
5. Enter the Period To which you want to purge. General Ledger will purge all periods
in the range specified in the Period From and Period To fields.
6. Choose Archive/Purge. General Ledger submits a concurrent request to delete the
archived records from the GL_BALANCES table for the range of periods you
requested.
7. Review the Archive and Purge Audit Report to ensure that the purge process
completes successfully. Compare the number of records purged to the number of
records archived for each period.
8. Export, drop and reimport the new GL_BALANCES table to shrink the size of the
table on your system and reclaim disk space. You will also notice increased
performance by reducing fragmentation.
Drop your archive tables. To drop your Balances table, run the following SQL
command:
drop table GL_ARCHIVE_BALANCES;
To purge journals
1. Navigate to the Archive and Purge window.
General Ledger displays your Set of Books Name. You can only purge data for the
current set of books.
2. Select Journals from the poplist.
General Ledger automatically displays (in the field, Periods From) the earliest
accounting period in your set of books that has not already been successfully
purged. You must purge data for your oldest period first.
3. Select the Purge Journals checkbox.
4. Select the Balance Type you want to purge. You can purge Actual, Budget, or
Encumbrance journals. If you choose to purge budget journals, you must also enter
a Budget name. You cannot enter All.
5. Enter the Period To which you want to purge. General Ledger will purge all periods
in the range specified in the Period From and Period To fields.
Drop your archive tables. To drop your Journal Details and References tables, run
the following SQL command, substituting GL_ARCHIVE_HEADERS,
GL_ARCHIVE_LINES, or GL_ARCHIVE_REFERENCES for the table name:
drop table [table name],