Following are the parameters for the standard Archive and Purge program. No users can be on the system when running this program.
To run archive and purge while users are working on the system, run the Call New Archive and Purge Process.
GL Date Type: Choose a validation type to determine which GL date is used to select transactions. There are three validation types you can use to limit the transactions selected for purge:
| Invoice GL Date | The Invoice GL Date type checks only the GL dates for the selected invoices. The GL date of all selected invoices must be on or before the end date of the period specified in the Purge Period parameter. General Ledger dates for related transactions are not checked. |
| Receipt GL Date | The Receipt GL Date type checks only the GL dates for the selected receipts. The GL date of all selected receipts must be on or prior to the end date of the period specified in the Purge Period parameter. General Ledger dates for related transactions are not checked. |
| All GL Dates | This date type is the most restrictive and requires that a transaction and all its related transactions have GL dates on or prior to the end date of the period specified in the Purge Period parameter. Receivables uses All GL Dates as the default value. |
Archive Period: To determine which data is purged you must specify the period to be purged. Only closed periods are eligible for selection. All transactions that meet the purge criteria in this period are selected for purge. In addition, transactions in previous periods that meet the purge criteria and were not purged by earlier purges will also be selected.
Open Receivables Only: Transactions not open to receivables will never be paid and therefore, never closed. Enter Yes to indicate that you want to include only transactions with Open Receivables set to Yes. The default value for this parameter is No, allowing transactions to be selected regardless of the setting of the Open Receivables flag.
Postable Items Only: Enter Yes to indicate that you want to include only transactions with Post to GL set to Yes. The default value for this parameter is No, allowing transactions to be selected regardless of the setting of the Post to GL flag.
Customer Name: Enter a customer name if you wish to only purge transactions for a specific customer. If no value is entered for this parameter all customers will be included.
Archive Level: When you start the Archive/Purge programs you must select the level of detail you want to archive. Refer to the section on Archive Level for more information on which records are created for each archive level.
Summary Report Only: Enter Yes if you want to limit the Archive Report to summary information. The summary report includes the amount and count of transactions selected for purge. If you enter No, you will receive a summary report and a detail report which breaks down the summary information by customer. The default value for this parameter is Yes.
Number of Workers: This parameter is used during the Archive and Purge processes only. It is not used for selection and validation. Enter the number of parallel workers you want to use to run the Archive/Purge process. Parallel processing lets you split the program into several processes and run each process simultaneously thus decreasing the total run time of the program. The default value for this parameter is one.
Commit Size: This parameter is used during the selection and validation and archive process only. Enter the number of transactions you want to be processed before a save. The default value for this parameter is 1000.
Archive ID: Select the archive ID of the archive to be either used for generating a report or purged from the database. The program uses the format RRMMDDHHMISS for the Archive ID (two digit numerical designation for the year, month, day, hour, minute, and seconds). This value is based on the time the archive program is submitted.
Following are the parameters for the Call New Archive and Purge Process. Users do not have to log off the system to run this program. This option does not create the Archive Purge Detail or Summary reports; instead, it writes information about the purge to a log file.
Attention: This option does not purge deposits, guarantees, miscellaneous receipts or any items linked to these transactions.
Cut Off Date: The date to use when selecting transactions for archive purge. The program selects each transaction according to the GL date or transaction date. Transactions that do not post to the general ledger (post to GL flag is set to No) do not have a GL date. The program selects a transaction for purging if the GL or transaction date is earlier than the date you enter here.
Archive Level: The level of detail you want to archive. For more information, see: Archive Level.
Number of Workers: This parameter is used during the Archive and Purge processes only. It is not used for selection and validation. Enter the number of parallel workers you want to use to run the Archive/Purge process. Parallel processing lets you split the program into several processes and run each process simultaneously thus decreasing the total run time of the program. The default value for this parameter is one.