Understanding Archiving for Ledgers and Journals
These topics provide an overview of archiving for ledgers and journals and discuss how to:
Archive ledgers and journals.
Restore archived ledgers and journals.
Topic details include:
Archive query.
History tables.
Archive objects.
Preprocesses and postprocesses.
Archive templates.
Archive results.
Performance.
Because archiving procedures are extensions of the PeopleSoft PeopleTools Data Archive Manager functionality and because the general ledger archive procedures are totally dependant on that functionality, it is assumed that you have read the PeopleTools archiving documentation and thoroughly understand the terminology, the functionality, and have developed an archive strategy before reading this documentation and proceeding to archive ledgers and journals.
PeopleSoft General Ledger archiving makes use of queries to provide selection criteria and the prompts for that selection criteria. For example, your query can specify business units and dates for ledger and journal data to be archived when you run the archive process. Archiving also uses preprocesses to enforce certain data conditions before the archive process is run, such as not allowing the archiving of ledger data in an open period. You can also use postprocesses to produce such things as a listing of the data archived.
History tables are provided to receive journal and ledger data. Archive objects identify a base record with its associated records and provides for the association of the actual tables with the history tables.
An archive template ties the query, the archive object, and the pre- and postprocess together for use by the PeopleTools Archive Processor (PSARCHIVE).
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
Archive query definitions define the selection criteria to archive data from ledger and journal tables. Data Archive Manager uses PeopleSoft Query to define selection criteria and prompts for the base table for the base archive object. For example, you might choose to archive all rows in the LEDGER table where the business unit is FRA01.
Archive queries are defined only for base tables because nonbase tables are archived based on the archived data of the related base table. Refer to Archive Object topic in this topic and to PeopleTools documentation for information on base and nonbase tables as they apply to archiving.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager," Managing Archive Objects.
Many possible permutations of prompt and inclusion or exclusion logic exist. Always modify these queries or create new archive queries using the information provided in PeopleTools documentation.
Note: Use the delivered queries as examples and modify them according to your corporate archive strategy. Evaluate and modify the queries, archive templates, preprocess and postprocess as a whole.
The following archive query definitions are delivered as sample system data:
Query Name |
Description of Prompt and Exclusion Logic |
---|---|
GL_ARCH_JRNL |
The query has these prompts:
|
GL_ARCH_LEDGER |
The query has these prompts:
|
GL_ARCH_LED_ADB |
The query has the same prompt as the above. |
GL_ARCH_LED_ADB_MTD |
The query has the same prompt as the above. |
GL_ARCH_LED_ADB_QTD |
The query has the same prompt as the above. |
GL_ARCH_LED_ADB_YTD |
The query has the same prompt as the above. |
Journal Archive Query Parameter Descriptions
This table provides additional information about journal archive query parameters:
Journal Query Parameter |
Description |
---|---|
Business Unit To and Business Unit From |
Specifies the from and to anchor business units of the journals you want to archive. The anchor business unit is the business unit that is on the journal entry header page. |
Ledger Group |
This is the Ledger Group of the journals to be archived. |
Archive Date Option |
Use this option to determine the Archive To Date, which can be:
|
As Of Date |
Use this date as the Archive To Date if the archive date option you selected is As of Date. |
Retention Days |
If non-zero, this number of days is subtracted from the Archive To Date that you previously determined. |
Archive Begin Date |
This is optional. If you leave it blank, the preprocessor populates with the first date in the same fiscal year of the Archive To Date you previously determined. |
Ledger Archive Query Parameter Descriptions
This table provides additional information about ledger archive query parameters:
Ledger Query Parameter |
Description |
---|---|
Business Unit To and Business Unit From |
Specify the from and to business units of the ledger to be archived. |
Ledger |
Specifies the name of the ledger to be archived. |
Fiscal Year |
Specifies the fiscal year of the ledger to be archived. |
Accounting Period To |
Ledger Archive will archive from Period 0 to the Accounting Period To that you specify. |
Include Closing Adjustment |
Select to included closing adjustment period 999 in the ledger archive. |
Adjustment Period From and Adjustment Period To |
If both of these are non-zero, the system includes the specified range of adjustment periods in the ledger archive process. |
General Ledger delivers history tables as system data to be used with the delivered archive procedures.
You can change or configure history tables to correspond to any special requirements or configuration of your system by using the PeopleSoft Application Designer and by following the instructions located in the PeopleTools documentation.
However, history tables are by definition copies of your database tables. To successfully archive and restore records and tables to and from the history tables, the history tables must mirror your specific database tables. This requirement must be considered before reconfiguring or customizing such things as ChartFields, fields, and tables.
Archiving places copies of ledger and journal records in the history tables, and at that point the data exists in the database and the history tables. You can use the delete and remove from history action available on the archive run control to remove archived information from the database tables and when you no longer need the information, remove the archived data from the history tables.
Journal Archive History Tables
The following are the delivered sample system data history tables for journal archive:
Active Database Table |
History Table |
---|---|
JRNL_HEADER |
JRNL_HDR_H |
JRNL_LN |
JRNL_LN_H |
JRNL_VAT |
JRNL_VAT_H |
JRNL_CF_BAL_TBL |
JRNL_CF_BAL_H |
JRNL_IU_ANCHOR |
JRNL_IUAC_H |
OPEN_ITEM_GL |
GL_OITEM_H |
Ledger Archive History Tables
The following are the delivered sample system data history tables for ledger archive:
Active Database Table |
History Table |
---|---|
LEDGER |
LEDGER_H |
LEDGER_ADB |
LED_ADB_H |
LEDGER_ADB_MTD |
LED_ADB_MTD_H |
LEDGER_ADB_QTD |
LED_ADB_QTD_H |
LEDGER_ADB_YTD |
LED_ADB_YTD_H |
An archive object definition identifies the tables that contain the data to be archived and the history tables that are to be updated for each table.
It is important to understand the base table and nonbase table relationship. PeopleTools documentation explains in detail the concept and relationship of base to nonbase tables.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager," Managing Archive Objects.
General Ledger delivers the following archive object definitions as system data:
Archive Object |
Description |
Base Table |
---|---|---|
GL_JOURNAL |
Archives journal tables:
|
JRNL_HEADER |
GL_LEDGER |
Archives detail ledger table, LEDGER. |
LEDGER |
GL_LED_ADB |
Archives detail ADB ledger table, LEDGER_ADB. |
LEDGER_ADB |
GL_LED_ADB_MTD |
Archives incremental ADB ledger table, LEDGER_ADB_MTD. |
LEDGER_ADB_MTD |
GL_LED_ADB_QTD |
Archives incremental ADB ledger table, LEDGER_ADB_QTD. |
LEDGER_ADB_QTD |
GL_LED_ADB_YTD |
Archives incremental ADB ledger table, LEDGER_ADB_YTD. |
LEDGER_ADB_YTD |
This is a list of the pre- and post- Application Engine processes that are delivered as system data and that you can use as is or modify to meet different requirements:
Process Name |
Object Name |
Description |
---|---|---|
Journal Archive Selection Preprocess |
GLARC_JRL1S |
The process validates the journal archive selection and generates warnings or errors:
|
Journal Archive Selection Post Process |
GLARC_JRL2S |
The process generate statistics for the archived journals in the process monitor. You can see data statistics recorded in the archive process in the process monitor:
|
Ledger Archive Selection Preprocess |
GLARC_LED1S |
The process validates the ledger archive selection and generates errors if:
|
Ledger Archive Selection Post Process |
GLARC_LED2S |
The process generate statistics for the archived ledgers in the process monitor. You can see data statistics recorded in the archive process in the process monitor:
|
When you archive journals and ledgers, you can select one of the delivered system data templates or, if necessary, create a new archive template definition. Each archive template definition includes one or more archive object definitions and corresponding archive query definitions. You can also specify in the archive template preprocessing and postprocessing application engine processes.
The following archive template definitions are delivered as system data:
Archive Template |
Archive Object |
Pre- or Postprocesses |
---|---|---|
GL_JRNL |
GL_JOURNAL |
GLARC_JRL1S (preprocess) GLARC_JRL2S (postprocess) |
GL_LED |
GL_LEDGER |
GLARC_LED1S (preprocess) GLARC_LED2S (postprocess) |
GLADB |
GL_LEDGER_ADB |
GLARC_LED1S (preprocess) GLARC_LED2S (postprocess) |
GLADBMTD |
GL_LED_ADB_MTD |
GLARC_LED1S (preprocess) GLARC_LED2S (postprocess) |
GLADBQTD |
GL_LED_ADB_QTD |
GLARC_LED1S (preprocess) GLARC_LED2S (postprocess) |
GLADBYTD |
GL_LED_ADB_YTD |
GLARC_LED1S (preprocess) GLARC_LED2S (postprocess) |
Use the Audit Archive page provided by PeopleTools Data Archive Manager to review archive result.
You can also create your own queries against the history tables to verify archive results.
See PeopleTools documentation: Data Management, "Using PeopleSoft Data Archive Manager."
Parallel processing can be done by archiving multiple business units in separate ranges in the run controls.
While you can create additional logic in the Archive Queries, it might slow down the performance. Test your queries for performance before implementing them in the archive process.