Archiving General Overview

In PeopleSoft Payables, you use the PeopleTools Data Archive Manager to archive payments, vouchers, suppliers, payment requests, and payment request messages. This process removes them from the production transaction tables, yet keeps them online in history tables where they are available for queries and reporting. Removing them from your production tables helps maintain speedy daily processing activities, while still retaining online access to information.

In addition, you can generate archived reports that provide the necessary tracking information for your regulatory agencies. Remember that the data stays available if you need to reload it for an audit.

To archive data in PeopleSoft Payables, you'll complete the same procedures for payments, vouchers, suppliers, payment requests, and payment request messages. Payments that are cleared or canceled must be archived to history tables and deleted from the transaction tables before you can begin to archive the related vouchers. Likewise, before you can archive suppliers, completely processed vouchers or closed vouchers must be archived to history tables and deleted from the transaction tables. Similarly, while archiving payment requests and its messages, only cancelled payment requests and vouchered requests are eligible for deletion.

When you archive, you first move transactions out of the main online tables into online history tables where you can still query them for information about the transactions. Later, when you no longer need to reference those transactions, you can use third-party database utilities to move them to flat files and delete them completely from the online system.

Note:

Oracle recommends that you use unique run control IDs for each archive process. That is, have separate run control IDs for payment archive, voucher archive, and supplier archive.

When you archive your transactions, you'll need to select a batch ID. Batch IDs provide a method of identifying a group of transactions during the archiving process, and are automatically assigned by the system. The combination of batch ID and archive date specified during archive selection is then used as the key when you run the selection report, rollback, and deletion processes, and when you perform audits.