PURGE POSTED TRANSACTIONS DETAIL

Use this screen to delete posted depreciation, disposal, and/or transfer detail transactions from the Fixed Assets Posting Detail table (FA_POSTING_DETL). This table stores all the detail information related to the journal entries created when posting depreciation, disposals, and/or transfers from Fixed Assets. This information includes the asset/item number, fiscal year/period/subperiod, transaction type [depreciation (DEPR), disposal (DISP), and so on]; the transaction amount; and account, organization, and project information.

When you post depreciation, disposal, and/or transfer records from Fixed Assets, the following events take place:

• The system inserts a summary record into the Financial Statement Summary (FS_SUM) table for each account/organization to which depreciable assets have been posted. This record contains account and organization data in addition to the amount posted. The amount posted is added to the total amount, if any, already posted for the period.

• The system inserts a summary record into the General Ledger Posting Summary (GL_POST_SUM) table for each account/organization/project to which depreciable assets have been posted. This record contains account, organization, and project information; fiscal year, period, and subperiod; a posting sequence number; journal code "FA;" and the posted amount.

• The system inserts a summary record into the General Ledger Detail (GL_DETL) table that matches the entry in the General Ledger Posting Summary table. Account information is not duplicated in this table, which contains the entry user ID, the posting user ID, the posted amount, and a transaction description ("FA Posting").

• If you use reference numbers, the system also inserts a summary record into the (General Ledger) Reference Summary (REF_SUM) table for each reference account to which depreciable assets have been posted. This record contains reference and fiscal year information in addition to the amount posted for each period.

• The system always inserts a detail record is into the Fixed Assets Posting Detail (FA_POSTING_DETL) table. This record contains the asset/item number, fiscal year/period/subperiod, transaction type [depreciation (DEPR), disposal (DISP),and so on]; the transaction amount; and account, organization, and project information.

This purge deletes data only from the Fixed Assets Posting Detail table (FA_POSTING_DETL). This process does not affect the summary records inserted into the General Ledger tables during posting.

Additional records are added to the Fixed Assets Posting Detail table each month when depreciation, disposals, and/or transfers are posted. The Fixed Assets Posting Detail table can potentially contain a very large number of records.

Once data is written to the Fixed Assets Posting Detail table, you can retrieve the posting history by printing the Posted Transactions Detail report. In this report, you can print posting details for various account/organization/project combinations, fiscal year/period/subperiod combinations, and asset/item numbers. You can sort the data in this report by fiscal year/period, account, organization, project, account/organization, or asset/item number.

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. You cannot post the Fixed Assets Journal while the purge is in process.

Warning:  Because this purge routine permanently deletes table data, you should first verify that you do not need to retain this data in the system for future audits or for historical reference purposes.  As a precaution, you should always perform a reliable backup.

Following your company procedures, first identify which fiscal years and periods, post sequence numbers, and asset/item numbers should be included in the selection parameters. Although you can run this process at any time, you should normally run this process to clear out unneeded history and free up database space.

Before beginning the purge process, the system checks the status of all accounting periods within the range selected for the purge. If any period from the selected range is not closed, the system displays the following message:

Warning: All accounting period(s) within the range selected for the purge have not been closed. Continue? Yes/No

Although you can continue with the purge process in this circumstance, we recommend that you investigate before proceeding. Transactions should normally be purged only for closed accounting periods.

Select Transaction Time Periods

Use this group box to select the time period(s) from which to purge posted depreciation, disposal, and/or transfer detail transactions.

Range Option

Use this drop-down box to select a range option. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "One."

If you want to limit the purge to a range of posting sequence numbers, select only one fiscal year and period from this group box.

The FY drop-down boxes display, in descending order, only those fiscal years already set up in the Fiscal Years screen in Costpoint General Ledger. Fiscal years set up in the General Ledger should always match those set up in Fixed Assets in the Maintain FA Fiscal Years screen. Because the display in the FY drop-down boxes is a standard Lookup to the FY table, you may find that you have selected a fiscal year for which data does not exist in the FA_POSTING_DETL table or does not meet your other selection criteria.  In this event, the data you expect to purge may not be selected.

The Pd drop-down boxes display only those accounting periods already set up in the Accounting Periods screen in Costpoint General Ledger for the fiscal year specified in the FY drop-down box. Accounting periods set up in Costpoint General Ledger should always match those set up in Costpoint Fixed Assets Maintain FA Accounting Periods screen. Because the display in the Pd drop-down boxes is a standard lookup to the ACCTING_PD table, you may find that you have selected a period for which data does not exist in the FA_POSTING_DETL table or does not meet your other selection criteria. In this event, the data you expect to purge may not be selected.

If you save the selection parameters for this process, the selected range option, as applicable, will be stored in the Query table in the FY/Period Range column.

From

Enter the beginning fiscal year and period for the Range Option or use Lookup to select one.

If you select "All" or "From Beginning" in the Range Option field, these fields will be inactive.

If you save the selection parameters for this process, the selected From values, as applicable, will be stored in the Query table in the Fiscal Year From and Period From columns.

To

Enter the ending fiscal year and period for the Range Option or use Lookup to select one.

If you select "All," "One," or "To End" in the Range Option field, these fields will be inactive.

If you save the selection parameters for this process, the selected To values, as applicable, will be stored in the Query table in the Fiscal Year To and Period To columns.

Select Post Sequence Numbers

In this group box, select the post sequence number(s) from which to purge posted depreciation, disposal, and transfer detail transactions.

Range Option

Use this drop-down box to select a range option. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "One."

Hint:  The system assigns the same posting sequence number to all entries posted in the same session. If you want to limit the purge to a range of posting sequence numbers, select only one fiscal year and period in the Select Transaction Time Periods group box.

Posting sequence numbers are re-numbered at the beginning of each period, so if you run the purge for a range of periods and a specific sequence number, all entries assigned that sequence number in all of the selected periods will be purged. For example, if you select periods 1-4 and sequence number 3, all entries in periods 1-4 that have been assigned sequence number 3 will be purged.

If you save the selection parameters for this process, the selected range option, as applicable, will be stored in the Query table in the Sequence Number Range column.

From

Enter the beginning post sequence number for the Range Option.

If you select "All" or "From Beginning" in the Range Option field, this field will not be available.

If you save the selection parameters for this process, the selected From value, as applicable, will be stored in the Query table in the Sequence Number From column.

To

Enter the ending post sequence number for the Range Option.

If you select "All," "One," or "To End" in the Range Option field, this field will not be available.

If you save the selection parameters for this process, the selected To value, as applicable, will be identified in the Query table in the Sequence Number To column.

Select Asset/Item Numbers

In this group box, select the asset/item number(s) from which to purge posted depreciation and disposal detail transactions. If you enter an asset number, you must also enter a corresponding item number.

Range Option

Use this drop-down box to select a range option. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "Range."

If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Asset/Item Range column.

From

Enter the beginning asset/item number for the Range Option or use Lookup to select one. Because this is a standard lookup to the ASSET table, you may find that you have selected an asset/item number from the lookup that does not meet your other selection criteria.

If you select "All" or "From Beginning" in the Range Option field, these fields will not be available.

If you save the selection parameters for this process, the selected From values, as applicable, will be stored in the Query table in the Asset From and Item From columns.

To

Enter the ending asset/item number for the Range Option or use Lookup to one. Because this is a standard lookup to the ASSET table, you may find that you have selected an asset/item number from the lookup that does not meet your other selection criteria.

If you select "All," "One," or "To End" in the Range Option field, these fields will be inactive.

If you save the selection parameters for this process, the selected To values, as applicable, will be stored in the Query table in the Asset To and Item To columns.

Print Option

Print List of Posted Depr/Disp History transactions to be purged

Select this checkbox to print a list of all posted depreciation and disposal transactions selected for deletion. Although you can execute this purge without first printing the list, we suggest that you always print the list first to review the transactions to be deleted. The Posted Transactions Detail Purge List includes the following data for each transaction: fiscal year, period, post sequence number, transaction type [depreciation (DEPR), disposal (DISP), and so on], account, organization, project, asset/item number, and posted amount.

You should retain the Posted Transactions Detail Purge List after the purge is completed because it is the only audit trail available for this process.

If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table in the Print Purge List column.

Note:  The Print button on the toolbar is available only if you selected the Print list of Posted Depr/Disp History transactions to be purged checkbox. If you prefer to use Preview to review the data to be purged instead of printing the Purge Asset Info List, make sure that the checkbox is selected. After previewing, you can perform the purge process directly from the toolbar without printing the Purge Asset Info List.

Hint:  If you are printing from saved parameters and want to run a slightly different process, you can use Clone to copy the parameters and make minor changes to them without changing your saved parameters. Select Clone in the File menu or select [F4]. The Clone window will display on the screen. Enter the parameters ID you want to clone, or select Execute to display a list of parameter IDs from which you can make your selection. When you choose the Select pushbutton, the system makes a copy of the parameters, which you can edit as needed. You can save your sort options and selection criteria for this process with or without printing. After making your selections, select the Save button on the toolbar or Save in the File menu. Enter an alphanumeric identifying code and a short description to help you recognize the purge parameters and select OK. Later, you can run Find or Query from this screen to access the parameters you created and run the same process without having to enter all the selection screen information again.

Print/Purge

Select this button on the toolbar to print the Posted Transactions Detail Purge List and immediately begin the purge process. You cannot review the data to be deleted before the purge process is executed, but the system will print a report of all deleted transactions for audit trail purposes. This selection is available only if you have selected the Print list of Posted Depr/Disp History transactions to be purged checkbox.

Purge

Select this button on the toolbar to begin the purge process. You cannot review the data to be deleted before the purge process is executed, and no report of purged transactions will print. Use caution when selecting this option. If you did not select the Print list of Posted Depr/Disp History transactions to be purged checkbox, this will be the only available option.

Table Information

This purge process deletes data from the Fixed Assets Posting Detail table (FA_POSTING_DETL) per your selection parameters.

Lookup accesses the ASSET (Asset) table.