Before running the standard Archive and Purge program, perform the following steps to prepare your system. These steps ensure that no important data is deleted from Receivables when running Archive and Purge.

Not all of these steps are required before running the Call New Archive and Purge Process. If a step is optional or not required for this program, this is indicated in the step description.

1. Clear archive tables (standard Archive and Purge only)

   The Archive/Purge programs verify that the archive tables are clear before running. If the tables are not clear, you will receive an error and processing will stop. Check the following tables to ensure that they are empty:

   • AR_ARCHIVE_HEADER

   • AR_ARCHIVE_DETAIL

2. Ensure no other users are on the system (standard Archive and Purge only)

   The Archive/Purge programs can only be run when other users are not accessing the system. The programs will verify that no other concurrent processes can run while it is processing. However, you must ensure that no other concurrent programs run between the time you start the purge preparation steps and Archive/Purge begins.

3. Run the Oracle Sales Compensation interface

   If you use Oracle Sales Compensation, you must run the Oracle Sales Compensation open interface to copy information from the following Receivables tables before purging:

   • RA_CUSTOMER_TRX

   • RA_CUSTOMER_TRX_LINES

   • RA_CUSTOMER_TRX_LINES_SALESREPS

4. Run Intrastat

   Ensure that your movement statistics records have been reported to the authorities for the periods you are purging.

   With the formation of the European Union (EU), the border restrictions between member states were lifted. This rendered the method of gathering trade statistics on how goods were moved, and the type of goods being moved, obsolete. The EU replaced the old method with 'Intrastat' which requires companies within the EU to gather movement statistics concerning the trade between EU member states.

   In Oracle Applications, movement statistics are tied to the shipment information and passed through AutoInvoice to Receivables. The Intrastat report used to satisfy the EU requirement derives data from invoice information in Receivables. Therefore, you should not delete any invoice information which has associated movement statistics until you report the movement information to the authorities. This is usually done on a monthly basis, but could be on any negotiated period.

5. Verify AutoInvoice tables are empty (optional, but recommended)

   To ensure that you do not purge transactions which could be affected by records in the AutoInvoice tables, verify that the following AutoInvoice interface tables are empty:

   • RA_INTERFACE_LINES

   • RA_INTERFACE_SALESCREDITS

   • RA_INTERFACE_DISTRIBUTIONS

   If these tables are populated, you must run AutoInvoice and ensure it clears these tables before running the Archive/Purge programs.

6. Verify Lockbox tables are empty (optional, but recommended)

   To ensure that you do not purge transactions that could be affected by records in the Lockbox tables, verify that the Lockbox Interim table is empty:

   • AR_PAYMENTS_INTERFACE

   If this table is populated, you must run Submit Lockbox Validation Processing and ensure it runs without errors before running the Archive/Purge programs.

7. Verify QuickCash tables are empty (optional, but recommended)

   To ensure that you do not purge transactions that could be affected by records in the QuickCash tables, verify that the following QuickCash tables are empty:

   • AR_INTERIM_CASH_RECEIPTS

   • AR_INTERIM_CASH_RECEIPT_LINES

   If these tables are populated, you must run Post QuickCash before the Archive/Purge programs.

8. Run Tax Reports

   Certain tax reports derive values which are not stored in the database. These reports cannot derive accurate data for periods in which transactions have been purged. You should therefore run these reports for the periods you are purging and store the output for future use, as the data in these reports may be needed in a tax audit.

   • If your tax type is US Sales Tax, run the following:

     • Adjustments Register

     • Miscellaneous Receipts Register

     • Sales Journal by General Ledger Account

     • U.S. Sales Tax Report

   • If your tax type is VAT, run the following:

     • Adjustments Register

     • Customers with 0 VAT and No VAT Registration Number

     • Miscellaneous Receipts Register

     • Sales Journal by General Ledger Account

     • Tax Reconciliation Report

     • VAT Exception Report

9. Back up the Database

   Before you purge any records from Receivables, you must back up your database for safety. You should also confirm the integrity of your backup.