Purging Archived Account Balances and Journals
After archiving account balances and journal detail, purge the data. Except for translated balances, you can only purge data for accounting periods that have been archived. Translated balances cannot be archived; they can only be purged.
If possible, run the purge utility when there are no users on the system. This avoids degrading performance and response time during business hours.
Prerequisites
Archive your balances, journal details and associated references.
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.
To purge account balances:
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 Balances 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 Balances checkbox.
4. Select the Balance Type you want to purge. You can purge Actual, Budget, or Encumbrance balances. If you choose to purge budget balances, 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.
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.
- Export the purged GL_BALANCES table and verify the export.
- Drop your archive tables. To drop your Balances table, run the following SQL command:
drop table GL_ARCHIVE_BALANCES;
- Import the GL_BALANCES table
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.
6. Choose Archive/Purge. General Ledger submits a concurrent request to delete the archived records from the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables.
7. Review the Archive and Purge Audit Report to ensure that the Purge process completed successfully. Compare the number of records purged to the number of records archived for each period.
8. Export, drop and reimport the new GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables to shrink the size of these tables and reclaim disk space. You will also notice increased performance by reducing fragmentation.
- Export the purged GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables and verify the export.
- 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:
- Import the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables.
To purge translated balances:
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 Translated Balances from the poplist.
3. Select the Balance Type you want to purge. You can purge translated Actual or Budget balances. If you choose to purge translated budget balances, you must also enter a Budget name. You cannot enter All.
4. Enter the Currency whose translated balances you want to purge.
General Ledger automatically displays (in the field, Periods To) the latest translated period for the balance type and the currency. You cannot change this value.
5. Enter the Period From which you want to purge. You change this to any earlier period, going back as far as the earliest translated period for the balance type and currency. General Ledger will purge all periods in the range specified in the Period From and Period To fields.
6. Choose Purge. General Ledger submits a concurrent request to delete the translated balances for the range of periods you requested.
7. Review the Archive and Purge Audit Report to ensure that the purge process completes successfully.
See Also
Submitting a Request
Archiving Account Balances and Journal Detail
Creating a Tablespace for Archived Data
Exporting Archived Data
Opening and Closing Periods
Archive and Purge Audit Report
