21 Archiving

Administrators can help keep the size of the database in check and help performance by using archive, restore, and purge functionality. This allows you to archive data and access the archived content as needed. Archiving is an extension of the existing Lifecycle Management (LCM) export and import functionality and a new artifact of reconciliations has been created in LCM for Account Reconciliation.

Archive files, or any user created LCM export files, are deleted 60 days after they are created and are deleted without warning. This standard snapshot policy is outlined in the Administering Migration for Oracle EnterprisePerformance Management Cloud guide.

Archive files can be viewed, downloaded or uploaded. For details, see Migrating to the Same or a Different Environment.

The features are:

  • Archive - allows you to save reconciliations, transactions and related data from selected periods in Account Reconciliation in an archive file that can be stored locally.
  • Restore - allows you to restore the saved archive file to a different machine or the same machine.
  • Purge - allows you to permanently remove reconciliations, transactions, and related data from selected periods in Account Reconciliation after archiving if you wish.

    Note:

    In a purge, the periods stay in place but only the reconciliations are removed.

Performing an Archive

To perform an archive:

  1. From Home, select Application, then Archive.
    screenshot of archive dialog under Application showing actions of Archive, Purge and Restore
  2. From the list of periods that can be archived , select the one you want to archive and then under Actions, select Archive. The default folder name for the archive is displayed and the format of the file name is the following: Archive_ARCS_<period_name>_<time_stamp> (for example,

    Archive_ARCS_Sep-17_2018_01_09 16-19-58

  3. Click Archive to start archiving.
    screenshot of archive name dialog
  4. The archive Status displays information about the background archiving job. If you want to continue working while the archiving job runs in the background, click Close. You can check the status on the Jobs dialog.
  5. Once the job is complete, you will see the number of reconciliations that were archived as well as the location of the archive
  6. To access an archive, go to Tools, then Migration and you can identify the archive by period name and timestamp.

Performing a Purge in Reconciliation Compliance

A purge in Reconciliation Compliance deletes all reconciliations, transactions, and related data from selected periods. You may only purge periods that have been archived.

Note:

The periods stay in place but only the reconciliations are removed.

To perform a purge:

  1. From Home, select Application, then Archive.
  2. From the list of periods that have already been archived , select the one you want to purge.
  3. Under Actions, select Purge. A purge confirmation dialog displays asking you to confirm that you want to purge all the data from that period.
  4. Click Yes to confirm the purge and if you are sure you want to delete all data and related info. A purge status dialog displays. If the purge operation was successful, you will see the Purged column show the current time.

Performing a Restore

Restoring deletes the existing data and restores from a selected archive.

Note:

You cannot restore an archive from the current release to an earlier production release of Account Reconciliation.

To perform a restore:

  1. From Home, select Application, then Archive.
  2. Select a period, and then under Actions, select Restore . The available archives that can be restored will be displayed. The format of the file name is the following: Archive_ARCS_<period_name>_<time_stamp>
  3. Select the archive you want to restore.
  4. Click Restore to perform the restore. This closes the available archives dialog and the restore status displays. If the restore operation is successful, you will see the Last Restored current time. Note that the Restore automatically purges the existing data that was archived and then restores.

Performing a Purge of Transactions in Transaction Matching

You can perform a purge of matched transactions in Transaction Matching that are no longer needed in your environment. Matched transactions include confirmed matches and confirmed one sided adjustments. The deletion on the Purge Transactions dialog is based on specifying the Match date, and then selecting the Match Type and Account IDs to be purged.

The purge of matched transactions also deletes all other associated objects such as adjustments, adjustment details, associated supporting details and audit history. Since this is powerful, we strongly recommend that you backup a snapshot of your application before performing the purge.

Note:

We recommend as a best practice that you align your purge cycles between Transaction Matching and Reconciliation Compliance, but it is not required. Be aware that the drill-back from Reconciliation Compliance to Transaction Matching may not show some or all Transaction Matching transactions if you decide to purge Transaction Matching on a different schedule than Reconciliation Compliance.

To perform a purge of matched transactions:

  1. From Jobs, select the Transaction Matching tab.
  2. From Actions menu, select Purge Transactions.
    Purge Transactions option from Action menuInsert alternate text here


    Purge Transactions Dialog

  3. On the Purge Transactions dialog, you enter the following information in order to narrow down the matched transactions you want to delete:
    1. In Delete matched transactions with Match Date greater than, enter the number of days counting back from the current date to start deleting matched transactions. In this example, you are requesting deletion of matched transactions that have a Match Date greater than 180 days away from the current date of March 25, 2021, which would be September 25, 2020. Matched transactions that have a Match Date older than September 25, 2020 will be deleted. Note that 180 days is the default. You can enter any number between 0 and 99999.

      Here's a second example showing a request to delete matched transactions with a Match Date greater than 10 days away from a current date of March 24, 2021, which would be March 14, 2021. Matched transactions that have a Match Date older than September 25, 2020 will be deleted.


      Example 2. Showing Purge Transactions with Match Date greater than 10 days away
    2. Select the Match Type (required) - select a Match Type from the drop down list.
    3. Select the Account IDs (optional) - use the drop down list of operands (Equals, Does not Equal, Starts With, Ends With, Contains, Does not Contain) to help filter the list of matched transactions to delete.
    4. Click Submit and then click Continue with Purge to confirm the submission.

      Note:

      It is strongly recommended that applications be backed up as a snapshot before you continue.
  4. You will see a Purge Transactions job on the Jobs dialog.
    Purge Transaction job on Jobs dialog

What Happens During Purge Processing in Transaction Matching

  • The system will lock the Match Type during processing so other tasks like import transactions, auto match, and interactive matching cannot be performed during the delete process.

  • The system validates and checks to see if Accounts linked to Balance Comparison with Transaction Matching or Account Analysis with Transaction Matching to ensure no matched transactions to be deleted are linked to existing Reconciliation Compliance reconciliations in the application. There will be a log file message if any of the transactions (or adjustments) to be purged have at least one transaction (or adjustment) with an Accounting Date that is greater than the Locked Through date.
  • The system does not update balances summaries after a purge.