Archive and Purge Cycle (Oracle Receivables Help)


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Archive and Purge Cycle

The Archive and Purge cycle is divided into four separate processes, Selection and Validation, Archive, Purge, and optionally Copying to a file. The Selection and Validation and Archive processes form the Archive-Preview program. This program selects eligible transaction using criteria you specified, validates the data to identify the transaction chains, then stores this information in the archive tables. The Purge program uses the information in the archive tables to delete eligible transactions from the database tables. Alternatively, you can run the Selection and Validation, Archive, and Purge processes together using the Archive and Purge program. The final process is to transfer the archive data to a separate storage medium. Using the Archive to File program enables you to write the archive information to a flat file. Alternatively, you can export the AR_ARCHIVE_HEADER and AR_ARCHIVE_DETAIL tables and import them into your own archive tables.

Once you have completed all of the preparation steps, you can run the following programs from the Submit Requests window: Archive-Preview, Purge, Archive and Purge, and Archive to File. Each of these programs can be run as a separate process, however the Purge and Archive to File programs cannot be run until the Archive tables are populated by either the Archive-Preview or the Archive and Purge programs. Additionally, you can run the Archive-Restart program and Archive Reports from the Submit Requests window.

Archive-Preview The Archive-Preview program selects and validates transactions that meet the purge parameters and copies the transaction information into the archive tables. A report is automatically generated after the archive tables are populated. The level of detail of this report is determined by the parameter you select when you start the Archive-Preview program.

Purge The purge process purges eligible transaction data. To run this program you must first run the Archive-Preview program as this identifies eligible transactions and stores the Ids in AR_ARCHIVE_PURGE_INTERIM.

Warning: You should only run the Purge program if no users have been on the system since you started the Archive-Preview, as this process does not revalidate the id's stored in AR_ARCHIVE_PURGE_INTERIM.

Archive and Purge The Archive and Purge populates the archive tables and purges transaction information in one step. This can also be run after Archive-Preview if you cannot be sure that no users have been on the system since you started the Archive-Preview.

Archive to File This is an optional program which can be used to copy the archive tables to a flat file if this is the desired method of storage.

Archive-Restart This program is used for error handling when the Archive-Preview or Archive and Purge fails. It can be used to save the system from having to revalidate all purge candidates, if Archive/Purge has completed the selection and validation phase, then fails during the archive phase. Archive-Restart clears the Archive Header and Detail tables and submits the archive report. When submitting the Archive-Restart program you must provide the following parameters: Archive Level, Summary Report Only, Number of Workers, Commit Size, and Archive Id.

Archive Summary Report Submit this report manually from the Run Reports screen if the report fails when submitted by the Archive and Purge or the Archive-Preview program. You can also submit this report to review summary information for previous Archive/Purge runs. The Archive Summary Report includes the amount and count of transactions selected for purge based on the AR_ARCHIVE_CONTROL table. When submitting the Archive Summary Report program, you must provide the Archive Id.

Archive Detail Report Submit this report manually from the Run Reports screen if the report fails when submitted by the Archive and Purge or the Archive-Preview program. The Archive Detail Report includes a breakdown of the above summary information by customer. This report is based on the AR_ARCHIVE_HEADER table. When submitting the Archive Detail Report program, you must provide the Archive Id.

A typical Archive/Purge process might include the following steps:

Change user responsibility.

The Archive/Purge programs are only available to users with the AR Archive Purge User responsibility.

Run Archive-Preview

In the Run Archive and Purge form, select the Archive-Preview program. When running the Archive-Preview program you must provide values for the following parameters:

GL Date Type (Required, Default)

Archive Period (Required)

Open Receivables Only (Required, Default)

Postable Items Only (Required, Default)

Customer Name (Optional)

Archive Level (Required)

Summary Report Only (Required, Default)

Number of Workers (Required, Default)

Commit Size (Required, Default)

Archive and Purge Parameters

Review Archive Report

Use the Archive Report(s) generated during the Archive-Preview program to review transaction counts and amounts. The Grand Total of the report should equal zero.

This report is based on the transactions selected for purge and stored in the AR_ARCHIVE_PURGE_INTERIM table.

Purge Database Tables

Return to the Run Archive and Purge form to start the purge program by entering Purge in the Name field. The Purge removes transaction information from the database based on the data in table AR_ARCHIVE_PURGE_INTERIM. The Purge program provides the following parameters:

Number of Workers (Required, Default)

Archive Id (Required)

Archive and Purge Parameters

The purge program does not generate a report as it would use the same archive table information as the archive report, so the two reports would be identical.

Attention: If you wish to ensure consistency between the Archive-Preview and the Purge, no users should be on the system in the interim.

You can run the Archive and Purge instead of the Purge if you cannot be sure that no users have been on the system since you started the Archive-Preview. You must clear the archive tables before running this program. The parameters for this program combine the parameters of the Archive-Preview and Purge programs.

Move Archive Data to Storage

AR_TOP/out

Warning: Ensure that you move your archive output from the AR_TOP/out directory to an appropriate storage area. Otherwise, it will be deleted when your system administrator clears the output directories.

Clear Archive Tables

Once archive data has been stored the archive tables must be cleared before the next purge run. To clear the archive tables use the TRUNCATE command in SQL with the following tables:

AR_ARCHIVE_HEADER

AR_ARCHIVE_DETAIL

The following tables will be cleared automatically the next time you run the Archive/Purge programs. However, you may wish to TRUNCATE these tables now. The TRUNCATE command is a more efficient way of clearing these tables and will save time during the next Archive/Purge process.

AR_PURGE_TRX_AUX

AR_PURGE_REC_AUX

AR_ARCHIVE_PURGE_LOG

AR_ARCHIVE_PURGE_INTERIM

AR_PURGE_OE_EXCEPTIONS

The truncate command removes all of the rows from the tables.

Warning: You cannot rollback a TRUNCATE statement.

Reorganize the Database

After you purge your database, you should contact your Database Administrator (DBA) so that he can export and import the tables and indexes from which you purged data. By recreating these objects, you can reduce the memory each object occupies in your tablespace and increase the performance of your system.

Archive-Preview	The Archive-Preview program selects and validates transactions that meet the purge parameters and copies the transaction information into the archive tables. A report is automatically generated after the archive tables are populated. The level of detail of this report is determined by the parameter you select when you start the Archive-Preview program.
Purge	The purge process purges eligible transaction data. To run this program you must first run the Archive-Preview program as this identifies eligible transactions and stores the Ids in AR_ARCHIVE_PURGE_INTERIM.

Archive and Purge	The Archive and Purge populates the archive tables and purges transaction information in one step. This can also be run after Archive-Preview if you cannot be sure that no users have been on the system since you started the Archive-Preview.
Archive to File	This is an optional program which can be used to copy the archive tables to a flat file if this is the desired method of storage.
Archive-Restart	This program is used for error handling when the Archive-Preview or Archive and Purge fails. It can be used to save the system from having to revalidate all purge candidates, if Archive/Purge has completed the selection and validation phase, then fails during the archive phase. Archive-Restart clears the Archive Header and Detail tables and submits the archive report. When submitting the Archive-Restart program you must provide the following parameters: Archive Level, Summary Report Only, Number of Workers, Commit Size, and Archive Id.
Archive Summary Report	Submit this report manually from the Run Reports screen if the report fails when submitted by the Archive and Purge or the Archive-Preview program. You can also submit this report to review summary information for previous Archive/Purge runs. The Archive Summary Report includes the amount and count of transactions selected for purge based on the AR_ARCHIVE_CONTROL table. When submitting the Archive Summary Report program, you must provide the Archive Id.
Archive Detail Report	Submit this report manually from the Run Reports screen if the report fails when submitted by the Archive and Purge or the Archive-Preview program. The Archive Detail Report includes a breakdown of the above summary information by customer. This report is based on the AR_ARCHIVE_HEADER table. When submitting the Archive Detail Report program, you must provide the Archive Id.

Archive and Purge Cycle

See Also