After archiving account balances and journal detail, purge the data. Except for translated balances, you can only purge data for accounting periods that have been archived. Translated balances cannot be archived; they can only be purged.

If possible, run the purge utility when there are no users on the system. This avoids degrading performance and response time during business hours.

Prerequisites

• Archive your balances, journal details and associated references.

• Use the ORACLE RDBMS export utility to export balance and journal archive tables from your database to an operating system file. Save the operating system file to tape.

To purge account balances:

1. Navigate to the Archive and Purge window.

   General Ledger displays your Ledger Name. You can only purge data for the current ledger.

2. Select the Balances tab.

3. Select the Purge Balances checkbox.

4. Select a Ledger.

   Your data access set must provide full read and write access to the ledger and all of its balancing segment values or management segment values.

5. Select the Balance Type you want to purge. You can purge Actual, Budget, or Encumbrance balances. If you choose to purge budget balances, you must also enter a Budget name. You cannot enter All.

6. Enter the Period To that you want to purge. General Ledger will purge balances for all periods in the range specified in the Period From and Period To fields.

7. Choose Archive/Purge. General Ledger submits a concurrent request to delete the archived records from the GL_BALANCES table for the range of periods you requested.

8. Review the Archive and Purge Audit Report to ensure that the purge process completes successfully. Compare the number of records purged to the number of records archived for each period.

9. Export, drop and reimport the new GL_BALANCES table to shrink the size of the table on your system and reclaim disk space. You will also notice increased performance by reducing fragmentation.

   • Export the purged GL_BALANCES table and verify the export.

   • Drop your archive tables. To drop your GL_BALANCES table the following SQL command:

      drop table GL_BALANCES;
     

   • Import the GL_BALANCES

   • In order to archive the next period you need to drop the Archive tables.

     To drop your GL_ARCHIVE_BALANCES table run the following SQL command, substituting GL_ARCHIVE_BATCHES, GL_ARCHIVE_HEADERS,GL_ARCHIVE_LINES, or GL_ARCHIVE_REFERENCES for the table name:

     drop table <table name>;

To purge journals:

1. Navigate to the Archive and Purge window.

2. Select the Journals tab.

3. Select the Purge Journals checkbox.

4. Select a Ledger.

   Your data access set must provide full read and write access to the ledger and all of its balancing segment values or management segment values

5. Select the Balance Type you want to purge. You can purge Actual, Budget, or Encumbrance journals. If you choose to purge budget journals, you must also enter a Budget name. You cannot enter All.

6. Enter the Period To that you want to purge. General Ledger will only purge journals for one fiscal year at a time. To purge journals for multiple fiscal years, you must repeat the process for every fiscal year that you want to purge.

7. Choose Archive/Purge. General Ledger submits a concurrent request to delete the archived records from the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables.

8. Review the Archive and Purge Audit Report to ensure that the Purge process completed successfully. Compare the number of records purged to the number of records archived for each period.

9. Export, drop and reimport the new GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_ LINES, and GL_IMPORT_REFERENCES tables to shrink the size of these tables and reclaim disk space. You will also notice increased performance by reducing fragmentation.

   • Export the purged GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables and verify the export.

   • Drop your archive tables. To drop your Journal Details and References tables, run the following SQL command, substituting GL_ARCHIVE_BATCHES, GL_ ARCHIVE_HEADERS, GL_ARCHIVE_LINES, or GL_ARCHIVE_REFERENCES for the table name:

      drop table [table name],

   • Import the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables.

To purge translated balances:

1. Navigate to the Archive and Purge window.

2. Select the Translated Balances tab.

3. In the Ledger field, select a balance level reporting currency.

   Your data access set must provide full ledger access to the source ledger in order to purge translated balances for the ledger's balance level reporting currency. Full ledger access means that you have full read and write access to the ledger and all of its balancing segment values or management segment values.

4. Select the Balance Type you want to purge. You can purge translated Actual or Budget balances. If you choose to purge translated budget balances, you must also enter a Budget name. You cannot enter All.

5. Enter the Currency whose translated balances you want to purge.

   General Ledger automatically displays (in the field, Periods To) the latest translated period for the balance type and the currency. You cannot change this value.

6. Enter the Period From which you want to purge. You change this to any earlier period, going back as far as the earliest translated period for the balance type and currency. General Ledger will purge all periods in the range specified in the Period From and Period To fields.

7. Choose Purge. General Ledger submits a concurrent request to delete the translated balances for the range of periods you requested.

8. Review the Archive and Purge Audit Report to ensure that the purge process completes successfully.