44 Summarizing Records and Purging Records

This chapter contains the following topics:

44.1 Understanding Summarizations, Deletions and Purges

To increase disk space, you can summarize, delete, or purge information from the system.

Programs that summarize records create a single record to replace numerous detail records. Programs that delete records remove information from the system. And programs that purge information do one of these tasks, depending on the program:

  • Copy records to a purge table.

    The system marks the original records as purged and then deletes them from the system.

  • Remove information from the system.

44.2 Summarizing Account Ledger Records

This section provides an overview of the Summarize Transactions program, lists prerequisites, and discusses how to:

  • Summarizing transactions.

  • Set processing options for the Summarize Transactions.

44.2.1 Understanding the Summarize Transactions Program

Ensure that you run the Summarize Transactions program (R09811) before you purge the records:

  • For the current year.

    Summarized records are required to support the F0902 table. Unsummarized records for the current year are bypassed when the system purges prior-year journal entries. For prior-year records, summarization is optional.

  • For the prior year.

    Account balances can be set to zero by the Repost Account Ledger program (R099102) if any purged prior-year records are left unsummarized.

You can use the Summarize Transactions program (R09811) to summarize journal entries and replace numerous detailed records with a single record. Specifically, the Summarize Transactions program:

  • Creates a summarized record for each accounting period, ledger type, subledger, or subledger type that contains:

    • A document type of BF.

    • A document number that uses next numbers (system code 09, Balance Forward).

    • A general ledger date for the period-ending dates.

  • Marks the summarized detail records in the F0911 table with Y (summarized) or blank (not summarized).

Three AAI items control the account ranges that are summarized or bypassed:

  • GLRCxx: Defines a range of accounts that must be reconciled before they are summarized.

    The Reconciled field in the record must have a value from UDC table 09/RC to allow summarization.

  • GLSMxx: Defines the range of accounts not to be summarized.

  • GLPRxx: Defines a range of accounts that are not purged.

After the system creates summarized records, you can:

  • Restate prior fiscal years, if necessary.

  • Delete or purge records for that year from the F0911 table.

    Summarization adds records. You must purge and reorganize to make more disk space available.

You do not have to summarize transactions for summarized reporting. You can summarize general ledger reports by setting a processing option to include a specific object account range.

The Summarize Transactions program does not include data selection. To specify which transactions the system summarizes, use the processing options with AAI items GLSMxx, GLRCxx, and GLPRxx.

44.2.2 Prerequisites

Before you complete the tasks in this section:

  • Back up the F0911 table.

  • Determine the fiscal year, companies, and ledger types to summarize.

  • To ensure adequate processing time, summarize transactions after business hours.

  • For each ledger type that you want to summarize, verify that the Summarize Ledger Types option is selected in the Ledger Type Rules program (P0025).

    See Setting Up Ledger Types for General Accounting.

  • Reconcile accounts, if necessary.

44.2.3 Summarizing Transactions

Select Summarize & Purge Data (G09317), Summarize Transactions.

44.2.4 Setting Processing Options for Summarize Transactions (R09811)

Processing options enable you to specify the default processing for programs and reports.

44.2.4.1 Select

1. Number of Periods to Retain

Specify the number of periods that the system retains in detail.

If you enter 01, the system retains only the current period.

The system uses the 14 period net posting amounts from the F0902 table to determine which periods to retain.

If you have a 12-period fiscal year and you want to retain information from a prior fiscal year, add two (12+2) and enter 14 in this processing option. If you are in the third period of a fiscal year and you want to retain information from the last two periods of the prior fiscal year, enter 05 as the number of periods to retain and so on.

If you want to retain information only for the current fiscal year, do not increase the number of periods by two. For example, if you are in the fourth period of a fiscal year and you want to retain information from periods 2, 3, and 4 of the current fiscal year, enter 03 as the number of periods to retain in the processing option.

2. Company

Specify the company number of the records that you want the system to summarize. Enter a valid company number from the F0010 table.

3. Business Unit

Specify the business unit of the records that you want the system to summarize. Enter a valid business unit from the F0006 table.

4. Starting Account ID Range

Specify a starting account ID for the range of accounts that you want the system to summarize. Enter a valid account ID from the F0902 table.

5. Ending Account ID Range

Specify the ending account ID for the range of accounts that you want the system to summarize. Enter a valid account ID from the F0901 table.

6. Subledger

Specify the subledger of the records that you want the system to summarize.

7. Subledger Type

Specify the subledger type of the records that you want the system to summarize. Enter a valid subledger type from UDC table 00/ST.

8. Ledger Type

Specify the ledger type of the records that you want the system to summarize. Enter a valid ledger type from the F0025 table.

44.3 Purging Prior-Year Records

This section provides an overview of the Purge Prior Year JEs, lists prerequisites, and discusses how to:

  • Purge prior-year records.

  • Set data selection for Purge Prior Year JEs.

  • Set processing options for Purge Prior Year JEs.

44.3.1 Understanding the Purge Prior Year JEs Program

If you create a summarized record or you want to increase disk space, you can purge journal entries using the Purge Prior Year JE's program (R09911). This program:

  • Copies prior year journal entries in the F0911 table to the purge F0911P table.

  • Marks the copied records in the F0911 table as purged.

  • Deletes purged records from the F0911 table when certain conditions are met.

  • Prints a report that lists the number of records purged by company.

The Purge Prior Year JE's program purges only:

  • Prior-year transactions.

  • Summarized transactions for the current year.

  • Summarized transactions for the prior-year.

    You can purge these transactions only one year at a time.

When you run the Purge Prior Year JE's program, prior-year transactions can be purged and deleted, purged but not deleted, completely bypassed. or deleted.

When the system identifies and marks a record as eligible to purge, the record must then meet all of these conditions before the system deletes it:

  • The account number cannot be within the bypass purge ranges for AAI item GLPRxx.

  • For accounts within the reconcilable ranges in AAI item GLRCxx to be purged, the reconciled code must be a value other than blank.

  • The record must not have * in the Payment Number field. The * denotes a partial payment, retainage, or discount.

  • For Service Billing clients, if the account is billable, the bill code of the transaction must be X (direct charge allocated or billed) or Y (manually allocated and billed).

Do not purge summary records (document type BF) unless you no longer need them to support the F0902 table.

Three AAI items control the account ranges that are to be purged or bypassed:

  • GLSMxx: Defines the range of accounts not to be summarized.

    Current-year transactions must contain a Summarized Code Y to be deleted from the F0911 table. Prior-year transactions in these ranges can be deleted, regardless of summarization.

  • GLRCxx: Defines a range of accounts that must be reconciled before they are deleted.

    The Reconciled field must contain a code from UDC table 09/RC to be deleted.

  • GLPRxx: Defines a range of accounts that are not to be deleted.

    These accounts are written to the purge table with a purge code set to Y, but are not deleted.

After the purge process is complete, you should copy the F0911P table to another medium. If you keep this table on your system and you purge again, the system adds newly purged records to the F0911P table, which decreases available disk space.

You also might want to defragment the F0911 table and rebuild the table indices. Contact your database administrator for more information about this process.

Note:

The Purge Prior Year JE's program purges only records from the F0911 table. This program does not purge corresponding records in other systems, such as JD Edwards EnterpriseOne Accounts Payable or JD Edwards EnterpriseOne Accounts Receivable. To avoid integrity issues between JD Edwards EnterpriseOne General Accounting and other systems, contact your system administrator to develop a plan to purge corresponding records.

44.3.2 Prerequisites

Before you complete the tasks in this section:

44.3.3 Purging Prior-Year Records

Select Summarize & Purge Data (G09317), Purge Prior Year JE's.

44.3.4 Setting Data Selection for Purge Prior Year JEs

Enter the fiscal year of the records to purge.

44.3.5 Setting Processing Options for Purge Prior Year JEs (R09911)

Processing options enable you to specify the default processing for programs and reports.

44.3.5.1 Delete Options

1. Purge and Delete

Enter 1 to purge and delete 1099 transactions that are more than three fiscal years old (current and previous two fiscal years). If you partially pay transactions, you might have 1099 transactions that are paid in separate years. These transactions are identified by * in the Payment Number. If you set this processing option to 1, the system purges and deletes these types of transactions only if they are more than three years old.

Leave this processing option blank to purge but not delete any questionable 1099 transactions.

2. Delete and Purge Billable Transactions

This processing option is for Service Billing clients.

Enter 1 to delete and purge billable transactions that have a valid bill code. If you leave this processing option blank, any bill code other than X or Y are purged but not deleted. However, all X and Y billable transactions are purged and deleted.

44.4 Purging Prior-Year Account Balances

This section provides an overview of the Purge Prior Year Account Balances program, lists a prerequisite, and discusses purge account balances for prior years.

44.4.1 Understanding the Purge Prior Year Account Balances Program

To increase disk space, you can purge account balance records using the Purge Prior Year Account Balances program (R09912). This program:

  • Copies records with a date that is prior to the current fiscal year from the F0902 table to the purge F0902P table.

  • Deletes records that have a date that is prior to the current fiscal year.

  • Prints a report that lists the number of records that were purged by company, date, and time that the F0902P table was created.

You can purge records only one year at a time. After the purge process is complete, you should copy the F0902P table to another medium. If you keep this table on your system and you purge again, the system adds newly purged records to the existing F0902P table which decreases available disk space.

You also might want to defragment the F0902 table and rebuild the table indices. Contact your database administrator for more information about this process.

44.4.2 Prerequisite

Back up the F0902 table.

44.4.3 Purging Account Balances for Prior Years

Select Summarize & Purge Data (G09317), Purge Prior Year Account Balances.

44.5 Deleting Account Master Records

This section provides an overview of the Delete Account Master Records program, lists a prerequisite, and discusses how to:

  • Run the Delete Account Master Records program.

  • Set processing options for Delete Account Master Records.

44.5.1 Understanding the Delete Account Master Records

To increase disk space, you can delete accounts that do not contain transactions by running the Delete Account Master Records program (R09814). This program searches certain tables for transactions for an account and, if none are found, it does not copy accounts to a purge table. Instead, it deletes the account from the F0901 table.

The program searches for transactions in these tables:

  • Customer Ledger (F03B11)

  • Accounts Payable Ledger (F0411)

  • Employee Transaction History (F0618)

  • Employee Pay Instructions (F06106)

  • Burden Distribution File (F0724)

  • Account Master - Alternate Description (F0901D)

  • Account Balances (F0902)

  • Account Ledger (F0911)

  • Cost Allocations/Flex Budgeting (F0912)

  • Asset Account Balances File (F1202)

  • Purchase Order Detail (F4311)

  • Draw Reporting Master (F51911)

  • Revenue Recognition G/L Information (G03B117)

You can run the Delete Account Master Records program in proof or final mode.

44.5.2 Prerequisite

Back up the F0901 table.

44.5.3 Running the Delete Account Master Records Program

Select Summarize & Purge Data (G09317), Delete Account Master Records.

44.5.4 Setting Processing Options for Delete Account Master Records (R09814)

Processing options enable you to specify the default processing for programs and reports.

44.5.4.1 Mode

Delete Account

Specify the processing mode for deleting account master records. Values are:

Blank: Proof mode. Prints a report that lists the accounts to be deleted, but does not delete them

1: Final mode. Deletes the accounts and prints a report that lists the accounts that were deleted.

44.6 Deleting Business Units and Companies

This section provides an overview of the Delete Business Unit/Company program, lists prerequisites, and discusses how to:

  • Run the Delete Business Unit/Company program.

  • Set processing options for Delete Business Unit/Company.

44.6.1 Understanding the Delete Business Unit/Company Program

Your organization might have business units or companies that are obsolete because the structure of the organization has changed. Or you might have business units or companies from a test data environment that you no longer need. The Delete Business Unit/Company program (R09925) deletes records for the business unit or company that is obsolete. You can delete records for a single business unit or for all of the business units within a single company.

If you specify a company in the processing option, the system deletes records for all of the business units in the company. If you specify a business unit, the system deletes records for the business unit. If you specify both a business unit and a company, the system deletes records for the business unit only.

When you delete a business unit or company, the system does not copy information to a purge table nor does it search for open balances. It deletes records for the business unit or company regardless of whether open balances exist.

The Delete Business Unit/Company program deletes records from these tables:

  • F0006

  • F0901

  • F0901D

  • F0902

  • F0911

The system does not print a report.

After the process is complete, you must:

  • Delete the company on the Work With Companies form.

  • Delete the business unit or company on the Work With Addresses form.

    Important:

    If you are signed on to two environments, such as a test and an active environment, the system deletes the records from both environments.

44.6.2 Prerequisites

Before you complete the tasks in this section:

  • Back up the F0006, F0901, F0901D, F0902, and F0911 tables.

  • Verify that there are no transactions for the business unit or company that you are going to delete.

44.6.3 Running the Delete Business Unit/Company Program

Select Summarize & Purge Data (G09317), Delete Business Unit/Company.

44.6.4 Setting Processing Options for Delete Business Unit/Company (R09925)

Processing options enable you to specify the default processing for programs and reports.

44.6.4.1 Delete Records

1. Delete Records

Enter either the company in which to delete business units or enter a business unit to delete.

If you specify a company in this processing option, the system deletes records for all of the business units in the company.

If you specify a business unit, the system deletes records for the business unit.

If you specify both a business unit and a company, the system deletes records for the business unit only.