66 Purge and Archive Asset Data

You can delete old fixed asset records from your system. When you use the Fixed Assets purge program, you can purge entire data tables or specific records. You can also archive the records that you purge.

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From Fixed Assets (G12), enter 27

From Advanced Operations (G1231), choose Purge Selected Asset Files

Use DREAM Writer versions to delete only those records that you specify in Processing Option Revisions. Company number and item number are mandatory data selections for this procedure.

Run the purge program to perform one or both of the following:

Purge an asset that you disposed of in a prior year
Purge the Item Balances table (F1202) for a prior year

Every record that the system purges during this procedure is transferred to a separate purge table. The purge table name is the same as the original table name with a P at the end. For example, the purge table for F1201 is F1201P.

If a purge table does not currently exist in your system, this purge procedure creates purge tables in the same library that the corresponding tables exist. If the purge table already exists in your system, this program adds purged records to the existing table.

JD Edwards World recommends that you back up any of the following tables you plan to purge:

Item Master (F1201)
Item Balances (F1202)
Location Tracking (F1204)
Item Messages (F1205)
License Master (F1206)
Maintenance Schedule (F1207)
Parent History (F1212)
Equipment Billing Rates (F1301)
Status History (F1307)

A processing option allows you to purge balance records separately or in conjunction with other System 12 records. You can tell the system how many years of information to retain.

It is recommended that you verify with your auditor and CFO the number of years of records to retain on the system so that you can continue necessary reporting.

The program will not allow you to purge current year transactions from the F1202 file. Therefore, assets that are disposed in the current year cannot be purged from the F1202 balance file until the next fiscal year. Always verify that the annual close, period end close, and period end computations have been processed before purging.

The purge program will not purge assets which have children associated with them (that is, if the asset has a parent number that is different from the asset number itself). In order to purge these records you will need to select both Parent Number and Asset Number in Data Selection.

Purged records are copied to a separate file whose extension ends with P (i.e. F1202P). After records have been copied to the purge files, they are deleted. However, you will not regain space on your system until the new purge files have been moved to tape or diskette and the purged files are "reorganized". The reorganization procedure removes the space created by deleted records in the file and will order the existing records based on your request. Reorganize Files (P98999) is a technical program that should be executed only by authorized users. You do not have to archive your purged fixed asset records. If you do not want to save the records in a purge table, delete them from the system without saving them to a diskette or tape.

When you select Purge Selected Asset Files, the system displays a DREAM Writer versions list. The versions list includes DEMO versions that you can run or copy and modify to suit your needs. When you run a version, the system displays Processing Options Revisions before submitting the job for processing.

Since records for multiple years can be written to the purge files, you might want to rename the files to differentiate them from other purged fixed asset files. If the file remains in your library and the purge is run again, records will be added to the end of the file.

Caution:

Be sure no one accesses the general accounting or fixed asset tables while you run this procedure. The program is unable to purge records that are locked by other system applications. Any records that a user accesses elsewhere in the system will not be purged.

After the purge is complete, JD Edwards World recommends that you copy the purged file to a different library, or copy to tape or diskette. If you are copying to another medium, e.g. tape or diskette, be sure to clear the data in the purge file(s) left on your system. The program prints a report that includes the asset number, description, responsible business unit, and disposal date (if applicable) of the purged assets. The report also shows which tables had records that were purged and a summary showing how many records were purged from each table.

Caution:

Be sure you make data selections to specify only the records you want to purge.

Before You Begin

Run the Asset Account Balance Close program.
Back up any tables you plan to purge.