This chapter contains the following topics:
Several purge programs are available that enable you to remove obsolete information from the tables. You can run the programs in proof mode, which enables you to verify the information before it is removed. When you run the programs in update mode, the system deletes the records.
|
Important: Purge programs do not write records to another table; therefore, you cannot recover records that have been purged from the tables. In general, you first run the programs in proof mode to ensure that the system deletes only the information that you intend to delete. |
Before you complete the tasks in this chapter, you must make a copy of the tables that you are purging in case you have to restore information.
This section provides an overview of the Batch Delete program (R15806) and discusses how to:
Purge billing batches.
Set processing options for the Batch Delete program (R15806).
The Billings Batch Delete program (R15806) deletes unposted billing batches (invoices or vouchers).
When you run the R15806 program, the system:
Removes the entire batch of transactions and the information for the batch header simultaneously.
Resets the billing control ID for the related period from G (Generated) to blank in the Billings Generation Control table so that you can generate billings again for that period.
You cannot delete a posted batch. However, you can selectively delete unposted records in a batch that has been previously posted. These unposted records include any transaction that posts from the Lease Billings Master (F1511B) table to the Customer Ledger (F03B11) or Accounts Payable Ledger (F0411) tables, but fails to post to the Account Ledger table (F0911). In this case, all of the associated records in the F1511B, F03B11, F0411, and F0911 tables are considered unposted.
You cannot use the R15806 program to delete batches of receipts, revenue fees, or security deposits because the system does not write records to the F1511B table. The R15806 program deletes batches only when records exist in the F1511B table.
The R15806 program removes records from these tables:
Batch Control Records (F0011).
Customer Ledger (F03B11).
Accounts Payable Ledger (F0411).
Account Ledger (F0911).
Billings Generation Control (F15011B).
Estimated EP Recurring Billings (F1502WB).
Lease Billings Master (F1511B).
Expense Participation Audit File (F1532B).
EP Billing Register (F1538B).
Sales Report Control (F1540B).
Escalation Billing Register (F1548B).
Lease Cap History (F15153)
E.P. Class Cap Expenses History (F15303)
Share Factor Denominator (F150122A)
E.P. Billing Account Adjustments (F1539A)
E.P Billing Class Adjustments (F1539C)
E.P Billing Account Exclusions (F1539E)
E.P Billing Adj Factor EP Class (F1539FC)
E.P Billing Adj Factor Lease (F1539FL)
Occupancy Gross Up Audit (F1538B1)
Exclusion/Redistribution (F1538B2)
(Release 9.1 Update) If the unposted invoice was included in the revenue recognition process, the system also removes records from these tables:
Revenue Recognition Invoice (F03B116)
Revenue Recognition GL Info (F03B117)
Customer Ledger Tag Table (F03B11T
Processing options control whether the system updates the tables or generates a report so that you can preview the information to be deleted. The report also shows any posted information that cannot be deleted.
Select Purges (G15312), Batch Delete.
Processing options enable you to specify the default processing for programs and reports.
Specify the batch number of the records to delete.
Specify whether the system deletes records for the batch from the Accounts Payable Ledger table (F0411) or the Customer Ledger table (F03B11). Values are:
Blank: F03B11 table.
1: F0411 table.
Specify whether to delete the posted Lease Billings Master records (F1511B) that do not create corresponding Customer Ledger (F03B11), Accounts Payable Ledger (F0411), or Account Ledger (F0911) records. For example, invoices that have a zero amount, and carry-forward pending and carry-forward taken records generated from sales overage. Values are:
Blank: Do not delete.
1: Delete.
Specify whether to process records in proof or final mode. Use this processing option with the Audit Report processing option to print a report of the batches to process for deletion. Values are:
Blank: Proof mode. The system does not delete the records for the batch number specified.
1: Final mode. The system deletes the records for the batch number specified. The system generates a report of the deleted batches only if you select the processing option to print the audit report.
Specify whether the system prints an audit report of the records deleted by this program. Values are:
Blank: Do not print.
1: Print.
This section discusses how to:
Purge sales analysis information.
Set processing options for the Sales Analysis Purge program (R1543).
You can delete the information in the Tenant Sales Analysis Reporting File table (F1543B), by running the Sales Analysis Purge program (R1543). Processing options enable you to specify the records to retain by month or the records to purge by date. If you complete both processing options, the system uses the earliest cutoff date.
Select Purges (G15312), Sales Analysis Purge.
Processing options enable you to specify the default processing for programs and reports.
Specify the records to retain in the Tenant Sales Analysis Reporting table (F1543B). The system locates the record with the most current date and uses it as the starting date to count back. For example, if the most recent F1543B record has the month of 08 and year of 07, and you enter 12 in this processing option. The system retains records that are dated from 6/06 through 6/07. The system purges records that are dated prior to month 06 and year 06.
If you enter a value in this processing option and the Purge Through Period processing option, the system uses the earlier of the two dates.
Specify the records to purge from the Tenant Sales Analysis Reporting table (F1543B). The system purges all records prior to the month and year entered.
If you enter a value in this processing option and the Number of Months to Retain processing option, the system uses the earlier of the two dates.
Specify whether to run the program in proof or final mode. Values are:
Blank: Proof mode. The system prints a report of the records selected to purge from the Tenant Sales Analysis Reporting table (F1543B).
1: Final mode. The system purges the records and prints a report.
This section provides an overview of Sales Report Purge program (R1541) and discusses how to:
Run the Sales Report Purge program.
Set processing options for Sales Report Purge (R1541).
To purge records from the Sales Report Control table (F1540B), run the Sales Report Purge program (R1541). In addition to removing records from the F1540B table, the system also updates the batch control records in the F0011 table. The system purges only the sales information that is posted (status code X or P). The most recent sales record, which has a blank status, cannot be purged.
Use the processing options to specify the maximum age in months for the records that you want to keep. The system uses the most recent sales record in a specific product scale group as the base from which to count back. To be eligible for purging, a record must be older than the specified number of months. You can specify one or more buildings or other related criteria during data selection.
|
Note: You can still review the sales history for a lease even though the sales information has been purged because the Tenant Sales History table (F1541B) is not affected by this program. |
Select Purges (G15312), Sales Report Purge.
Processing options enable you to specify the default processing for programs and reports.
Specify the monthly sales report records to retain in the Sales Report Control (F1540B) and the Tenant Sales History (F1541B) tables. The system purges only those monthly sales report records that exist in both tables (F1540B and F1541B), have a posting status code of either P or X, and are older than the number of months specified.
The system locates the record with the most current date and uses it as the starting date to count back. For example, if the most recent F1540B and F1541B records have the month of 06 and year of 07, and you enter 12 in this processing option. The system retains records that are dated from June 2006 through June 2007. The system purges records that are dated prior to month 06 and year 06.
If you leave this processing option blank, the system deletes all monthly F1540B and F1541B records with posted status codes of P and X.
Specify the weekly sales report records to retain in the Sales Report Control (F1540B) and the Tenant Weekly Sales (F15410) tables. The system purges only the weekly sales report records that exist in both tables, have a posting status code of either P or X, and that are older than the number of weeks specified.
The system locates the record with the most current date and uses it as the starting date to count back.
If you leave this processing option blank, the system deletes all weekly F1544B records with posted status codes of P and X.
Specify whether to run the program in proof or final mode. Values are:
Blank: Proof mode. The system prints a report of the records to purge.
1: Final mode. The system prints a report and purges the records from the Sales Report Control (F1540B), Tenant Sales History (F1541B), and the Tenant Weekly Sales (F15410) tables.
This section discusses how to:
Run the Tenant Billing Detail Purge program.
Set processing options for Tenant Billing Detail Purge (R15119).
When you want to remove records from the Lease Billings Master table (F1511B), run the Tenant Billing Detail Purge program (R15119). Processing options enable you to specify a cutoff date as the basis for record selection. To be eligible for purging, a record must have a date prior to the cutoff date. If you specify multiple cutoff dates, the system uses only the first date. You can use data selection to specify one or more buildings to further narrow the records to be purged.
Select Purges (G15312), Tenant Billing Detail Purge.
Processing options enable you to specify the default processing for programs and reports.
Specify whether to run the program in proof or final mode. Values are:
Blank: Proof mode. The system prints a report of the records selected to purge from the Tenant/Lease Billings Detail Master table (F1511B).
1: Final mode. The system purges the records and prints a report.
These processing options enable you to specify the records to be purged from the Lease Billings Master table (F1511B).
Enter a date in one of the following processing options as the purge cutoff date. The system purges records with dates prior to the one date entered.
Specify the date to use to purge records from the Lease Billings Master table (F1511B). The system purges all F1511B records that have a date less than the date entered in the specified field. Select only one date to use for the purge criteria.
This section provides an overview of the Building Information Purge program (R15808) and discusses how to:
Run the Building Information Purge program.
Set processing options for Building Information Purge (R15808).
You can delete one property or building record (business unit) at a time, including all of its related information. You use processing options to select the property or building to delete.
Select Purges (G15312), Building Information Purge.
Processing options enable you to specify the default processing for programs and reports.
These processing options enable you to specify the records to delete and whether to run the program in proof or final mode.
|
Caution: This program deletes the building specified in the subsequent list and all related Property Management information. Deleted records cannot be retrieved. |
Specify the building number to use as selection criteria to delete records from these system tables:
Lease Master Header (F1501B).
Lease Master Detail (F15017).
Billings Generation Control (F15011B).
Extended Billings Master (F15020).
Tenant E.P. Class Master (F15012B).
Sales Overage Master (F15013B).
Product Scales Master (F15014B).
Min/Max Rents and Recoveries Master (F15015B).
Tenant Escalation Master (F15016B).
Recurring Billings Master (F1502B).
Log Detail Master (F1521).
Unit Master (F1507).
Billing Code Extension (F1512).
Floor Master (F1506).
Area Master (F1514).
Security Deposit Master (F1565).
Market/Potential/Renewal Rent Master (F159071).
Business Unit Master (F0006).
|
Note: The system deletes the building record from the Business Unit Master table only when records have been purged from the Account Ledger (F0911), Account Balance (F0902), and Account Master (F0901) tables. |
Specify whether to run the program in proof or final mode. Values are:
Blank: Proof mode. The system prints a report of the records to purge from the Real Estate system tables.
1: Final mode. The system purges the records and prints a report.
This section provides an overview of Lease Information Purge program (R15118) and discusses how to:
Run the Lease Information Purge program.
Set processing options for Lease Information Purge (R15118).
The Lease Information Purge program (R15118) enables you to delete obsolete information that is related to one or more leases.
|
Important: Use the processing options carefully to establish the critical dates that the system uses to determine what to purge, and to narrow the wide range of information that you can select from the various tables for the purge, such as buildings and units. |
In the processing options, you can select from three critical dates that the system uses to determine whether a record is eligible for purging. Because a critical date might not be part of a table that is selected for the purge, the system uses this criteria for record selection:
If all of the records for the lease in the Lease Master Header table (F1501B) are eligible for purging, all of the related records in the selected tables are eligible.
The system bypasses the remaining items in the date selection process.
If one of the critical dates applies to a selected table, the date for a record must be prior to the critical date.
If more than one critical date applies to a selected table, each critical date for the record must be before the critical date of the respective table.
If none of the critical dates applies to a table that you selected, the system determines the records to be purged based on the relationship between the tables.
All of the records for a specific lease in the parent table must be eligible for the related records in the dependent table to be eligible. For example, in terms of sales overage, the Product Scales Master table (F15014B) and the Min/Max Rents And Recoveries Master table (F15015B) are dependent on the Sales Overage Master File table (F15013B), which is the parent.
If a record is eligible in the Recurring Billings Master table (F1502B), the Tenant E.P. Class Master table (F15012B), the Tenant Escalation Master table (F15016B), the Sales Overage Master File table (F15013B), or the Management Fee Master table (F1505B), then the system deletes the related record with the same billing control ID number in the OW Billings Generation Control table (F15011B).
If you purge all of the Tenant E.P. Class Master (F15012B) records for a lease, the system deletes the corresponding records in the Tenant Account Exclusions table (F1533B).
|
Note: If you use data selection, and if the item that you are selecting is in both the Lease Master Header table (F1501B) and the Lease Master Detail table (F15017), use the Lease Master Header item for selection. |
Select Purges (G15312), Lease Information Purge.
Processing options enable you to specify the default processing for programs and reports.
Specify the date to use to purge records from the tables specified on the Table Selection processing option tab. The system purges all records that have a date less than the date entered.
If you enter a date in multiple processing options, the record must meet all date criteria entered for the system to purge it. If you do not complete one of the date processing options, the system does not purge any records.
Specify whether to run the program in proof or final mode. Values are:
Blank: Proof mode. The system prints a report of the records to purge from the Real Estate system tables.
1: Final mode. The system purges the records and prints a report.
Specify whether the system inserts a page break (starts a new page) when the lease number changes. Values are:
Blank: Do not insert.
1: Insert.
|
Note: Lease number (DOCO) must be the first item in the Data Sequence for the system to insert a page break when the lease number changes. |
Specify the building number to use as selection criteria to purge records from the tables specified on the Table Selection processing option tab. The system purges all records that have the building number that you enter, unless you additionally specify a unit number in the Unit Number processing option.
Specify the unit number to use as selection criteria to purge records from the tables specified on the Table Selection processing option tab. The system purges only those records that have the unit number that you enter for the building specified in the Building Number processing option. If you specify a value in this processing option, you must complete the Building Number processing option; otherwise, the system does not use the unit selection criteria.
Use this processing option to specify the asset number to use as selection criteria to purge records from the tables specified on the Table Selection processing option tab, which can include Lease Amortization Schedules (F1517), Lease Detail (F15017), Recurring Billing (F1502B), Lease Logs (F1521), and Manual Billing (F1511B) tables.
The system purges only those records that have the asset number that you enter in this option, and that have the responsible business unit specified (if entered) in the Building Number processing option.
This processing option can only be used when the unit number processing option is blank.
Specify whether to purge data from the corresponding tables:
1. Lease Master (F1501B)
2. Tenant E.P. Class Master (F15012B)
3. Sales Overage Master (F15013B)
4. Product Scales Master (F15014B)
5. Minimum Rent/Recoveries (F15015B)
6. Tenant Escalation Master (F15016B)
7. Recurring Billing Master (F1502B)
8. Management Fee Master (F1505B)
9. Tenant/Lease Billing Detail (F1511B)
10. Invoice History (F1511HB)
Values are:
Blank: Do not purge.
1: Purge.
Specify whether to purge data from the corresponding tables:
11. Log Detail Master (F1521)
12. E.P. Account Exclusions (F1533B)
13. E.P. Calculation History (F1538B)
14. Escalation Calculation History (F1548B)
15. Security Deposit Master (F1565)
16. Lease E.P. Caps (F15152)
17. Lease E.P. Accounts Not Subject to Cap (F151521)
18. Lease Cap History (F15153)
19. Amortization Schedules (F1517) (Release 9.1 Update)
Values are:
Blank: Do not purge.
1: Purge.