Understanding Data Types Available for Archiving

This topic discusses:

  • Data types.

  • Travel authorization transaction data.

  • Travel authorization approval data.

  • Cash advance transaction data.

  • Cash advance approval data.

  • Expense report transaction data.

  • Expense report approval data.

  • Time report transaction data.

  • Time report approval data.

  • Defense Contract Audit Agency (DCAA) audit transaction data.

  • Time report project resource data.

  • My Wallet data.

  • Accounting line data.

  • Approval history data.

  • Suggested order of data removal.

PeopleSoft Expenses enables you to archive the inactive data on the transaction tables to the history tables. If you need to access the data later, you can restore it.

Type of Data

Description

Tables

Travel authorization transaction data

Travel authorization data, such as general information, expense transaction lines, and accounting information.

  • EX_TAUTH_DIST

  • EX_TAUTH_HDR

  • EX_TAUTH_LINE

  • EX_TAUTH_SPLIT

Travel authorization approval data

Cross reference data used by approval framework to process the travel authorization approval actions.

EX_TAUTH_AW

Cash advance transaction data

Cash advance data, such as general information, approval details, document sequencing (if applicable), and cash advance payment information.

  • EX_ADV_CHK

  • EX_ADV_DIST

  • EX_ADV_DOCSEQ

  • EX_ADV_HDR

  • EX_ADV_LINE

  • EX_ADVNCE_PYMNT

Cash advance approval data

Cross reference data used by approval framework to process the cash advance approval actions.

EX_ADV_AW

Expense report transaction data

Expense report transaction data, such as general information, expense transaction lines, approval details, document sequencing (if applicable), attendee information, accounting details, expense report payment information.

  • EX_SHEET_ADV

  • EX_SHEET_ATT

  • EX_SHEET_DIST

  • EX_SHEET_DOCSEQ

  • EX_SHEET_HDR

  • EX_SHEET_LINE

  • EX_SHEET_LN_PD

  • EX_SHEET_PYMNT

  • EX_SHEET_SPLIT

Expense report approval data

Cross reference data used by approval framework to process the expense report approval actions.

EX_SHEET_AW

Time report transaction data

Time report transaction data, such as general information, personal and project-related details, prior period adjustment details, and approval details.

  • EX_TIME_DTL

  • EX_TIME_DTL_DLY

  • EX_TIME_HDR

  • EX_TIME_POL

  • EX_TIME_POL_DLY

Time report approval data

Cross reference data used by approval framework to process the time report approval actions.

EX_TIME_AW

DCAA audit data

DCAA audit log of entries, changes or violations made by employees, authorized reporters, approvers, and auditors.

EX_AUDIT_DCAA

Time report project resource data

Approved time entries that are staged for the PC_EX_TO_PC Application Engine process to pick them up.

EX_PROJ_RES_STG

My Wallet data

My Wallet data, such as expense transactions from a credit card feed or transactions that employees manually entered into My Wallet.

EX_TRANS

My Wallet enhanced data

Enhanced data used to create expense reports that was loaded from credit card suppliers or manually entered.

EX_ENHC_SUMM

EX_ENHC_DET

EX_ENHC_SUMM_AMX (for American Express)

EX_ENHC_DET_AMX (for American Express)

Account entry data

Expenses accounting line information.

EX_ACCTG_LINE

Approval history data

Expenses approval action history information.

EX_APRVL_HIST

To be eligible to archive, travel authorization transactions must be:

  • Budget-checked (if using PeopleSoft Commitment Control).

  • Approved (if approvals are active).

  • Copied to an expense report, depending on system setup.

You can also archive travel authorization transactions with Closed and Denied status.

Selection for archival is general ledger business unit and accounting date.

Selection for archival is last date modified or last approval date.

To be eligible to archive, cash advances must have:

  • Advance Status of closed, denied, or paid.

  • Expenses Post Status of closed or posted.

  • Cash advance balance of zero.

Selection for archival is general ledger business unit and accounting date

Selection for archival is last date modified or last approval date.

PeopleSoft Expenses provides two archiving methods for expense reports:

  • Archive all expense report transactions.

  • Archive only nonbillable expense report transactions.

To be eligible to archive, expense report transactions must have:

  • Report status of closed, denied, or paid.

  • Expenses post status of closed or posted.

Selection for archival is general ledger business unit and accounting date.

Selection for archival is last date modified or last approval date.

To be eligible to archive, time report transactions must be sent to PeopleSoft Project Costing and PeopleSoft Time and Labor (if installed) and have a time report status of denied or approved.

Selection for archival is by general ledger business unit and period end date.

Selection for archival is last date modified or last approval date.

Selection for archival is by DCAA audit date, which is the server date and time when PeopleSoft Expenses saved a record.

Selection for archival is by general ledger business unit and period end date.

Selection for archival is transaction date and that the transaction has been applied to an expense report.

Selection for archival is transaction date and that the transaction has been applied to an expense report.

The EX_ACCTG_LINE table is archived separate from the transactions that created them to enable you to keep the data synchronized with the data in the general ledger. The selection for archival is by the accounting date range.

The selection for archival is by approval date.

There is no required order to archive PeopleSoft Expenses data.