Purging Real Estate Management Tables

This chapter provides an overview of the purge process for Real Estate Management tables, lists a prerequisite, and discusses how to:

• Purge billing batches.

• Purge sales analysis information.

• Purge sales report information.

• Purge tenant and lease billing details.

• Purge building information.

• Purge lease information.

Understanding the Purge Process for Real Estate Management

Several purge programs are available that enable you to remove obsolete information from the Real Estate Management 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.

Prerequisite

Back up the tables that you are purging in the event that you need to restore information.

Purging Billing Batches

This section provides an overview of the batch delete program and discusses how to:

• Purge billing batches.

• Set processing options for the Batch Delete program (R15806).

Understanding the Batch Delete Program

The Batch Delete program deletes unposted billing batches (invoices or vouchers).

When you run the 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 (F1511B, F03B11, F0411, and F0911) are considered unposted.

You cannot use the Batch Delete program to delete batches of receipts, revenue fees, or security deposits because the system does not write records to the Lease Billings Master table; the Batch Delete program deletes batches only when records exist in table F1511B.

The Batch Delete 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).

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.

Purging Billing Batches

Select Purges (G15312), Batch Delete.

Processing Options for Billings Batch Deletion (R15806)

Set these processing options to specify the default processing for this report.

Select

These processing options enable you to specify the records to be deleted.

Process

These processing options enable you to specify whether to delete records from the Lease Billings Master table (F1511B), as well as whether to run the program in proof or final mode.

Print

This processing option enables you to specify whether to generate a report of the deleted records.

Purging Sales Analysis Information

This section discusses how to:

• Purge sales analysis information.

• Set processing options for the Sales Analysis Purge program (R1543).

Purging Sales Analysis Information

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.

Setting Processing Options for Sales Analysis Purge (R1543)

Set these processing options to specify the default processing for this report.

Process

These processing options enable you to specify the records to purge from the Tenant Sales Analysis Reporting table (F1543B), as well as whether to run the program in proof or final mode.

Purging Sales Report Information

This section provides an overview of Sales Report Purge program and discusses how to:

• Run the Sales Report Purge program.

• Set processing options for Sales Report Purge (R1541).

Understanding the Sales Report Purge Program

To purge records from the Sales Report Control table (F1540B), run the Sales Report Purge program (R1541). In addition to removing F1540B records, the system also updates the batch control records (F0011). 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.

Running the Sales Report Purge Program

Select Purges (G15312), Sales Report Purge.

Setting Processing Options for Sales Report Purge (R1541)

Set these processing options to specify the default processing for this report.

Process

These processing options enable you to specify the records to purge from the Sales Report Control table (F1540B) and the Tenant Sales History table (F1541B), as well as whether to run the program in proof or final mode.

Purging Tenant and Lease Billing Details

This section discusses how to:

• Run the Tenant Billing Detail Purge program.

• Set processing options for Tenant Billing Detail Purge (R15119).

Running the Tenant Billing Detail Purge Program

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 more than one cutoff date, 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.

Setting Processing Options for Tenant Billing Detail Purge (R15119)

Set these processing options to specify the default processing for this report.

Process

This processing option enables you to specify whether the program runs in proof or final mode.

Select

These processing options enable you to specify the records to be purged from the Lease Billings Master table (F1511B).

Enter one of these dates to select as the purge cutoff date. Records with dates prior to the one date entered will be purged.

Purging Building Information

This section provides an overview of the building information purge program and discusses how to:

• Run the Building Information Purge program.

• Set processing options for Building Information Purge (R15808).

Understanding the Building Information Purge Program

You can delete one property or building record (business unit) at a time, including all of its related information, within the JD Edwards EnterpriseOne Real Estate Management system. You use processing options to select the property or building to delete.

This program is based on the Business Unit Master table (F0006). The system can delete a building number from that table if no related information exists in the Account Master table (F0901), Account Balances table (F0902), or Account Ledger table (F0911).

However, regardless of the account records and balances, the system deletes related information from these 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 File (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).

Running the Building Information Purge Program

Select Purges (G15312), Building Information Purge.

Setting Processing Options for Building Information Purge (R15808)

Set these processing options to specify the default processing for this report.

Process

These processing options enable you to specify the records to delete, as well as whether to run the program in proof or final mode.

Warning! This program deletes the building specified in the subsequent list and all related Property Management information. Deleted records cannot be retrieved.

Purging Lease Information

This section provides an overview of Lease Information Purge program and discusses how to:

• Run the Lease Information Purge program.

• Set processing options for Lease Information Purge (R15118).

Understanding the Lease Information Purge Program

The Lease Information Purge program 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.

The Lease Information Purge is based on the Lease Master Header File table (F1501B) and can purge information from these tables:

• Lease Master Header (F1501B).

• Lease Master Detail (F15017).

• Tenant E.P. Class Master (F15012B).

• Sales Overage Master File (F15013B).

• Product Scales Master (F15014B).

• Min/Max Rents And Recoveries Master (F15015B).

• Tenant Escalation Master (F15016B).

• Recurring Billings Master (F1502B).

• Management Fee Master (F1505B).

• Lease Billings Master (F1511B).

• Lease Billings History (F1511HB).

• Log Detail Master (F1521).

• Tenant Account Exclusions (F1533B).

• EP Billing Register (F1538B).

• Escalation Billing Register (F1548B).

• Security Deposit Master (F1565).

• Billings Generation Control (F15011B).

Critical Dates and Record Selection

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 related record with the same billing control ID number in the OW Billings Generation Control table (F15011B) will be deleted.

• If you purge all of the Tenant E.P. Class Master (F15012B) records for a lease, the corresponding records in the Tenant Account Exclusions table (F1533B) records will also be deleted.

  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.

Running the Lease Information Purge Program

Select Purges (G15312), Lease Information Purge.

Setting Processing Options for Lease Information Purge (R15118)

Set these processing options to specify the default processing for this report.

Dates

These processing options enable you to specify which date the system uses to select the records to purge.

Options

These processing options enable you to specify whether to run the program in proof or final mode, as well as the records to purge when you run the program in final mode.

Table Selection

This processing option enables you to specify the tables from which the system purges records.