PURGE ALL ASSET INFO

Use this screen to purge Asset Master records and all additional records within Costpoint Fixed Assets tables that use the referenced asset/item number in the key. This purge automatically deletes records from the following screens/tables, within the range(s) of your selection parameters:

In addition, records that are written to the following tables during system computations and processes are deleted from these tables during the purge process:

You can purge the data for any number of asset/item numbers, asset accounts, organizations, and/or projects. You can also purge by acquisition or disposal time periods, and you can select any number of acquisition or disposal fiscal years/periods, as applicable.

You can purge only fully depreciated assets and purge data selectively for active records, inactive records, disposals, depreciable records, and/or non-depreciable records.

Finally, you can print a list of the selected assets that will be purged once you select Execute from the menu bar. This list is virtually a "data dump," and there are no specific report options. 

Records found in the following additional screens/tables will constitute an error condition that halts the purge process before any records are deleted:

Hint:  If you use other books and you have one or more entries in the FA_DISP_EDIT table, you should perform the purge after you have posted all disposals and after you have closed the current Fixed Assets accounting period to avoid the display of misleading/unnecessary error messages.

When you experience an error condition because a record was found in one of these tables, the system will automatically print the Error List in place of the Purge List, if you have selected the Print Purge List checkbox.

The existence of unposted records for Book 1 also constitutes an "error" condition that halts the purge process before any records are deleted. The system automatically generates an Error List.

Note:  The system prints either the Purge List or the Error List, but not both. The purge process is an "all-or-nothing" process; the system will not perform a partial purge (by deleting table rows for assets with no "errors" and rejecting other rows).

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen.

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table data, you should first verify that you do not need to retain this data in the system for future audits or for historical reference purposes.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, always perform a reliable backup.

Following your company procedures, first identify which asset/item numbers, asset account/ organization/project parameters, and fiscal year/period records should be included in the selection parameters.

Although you can run this purge 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. You cannot perform a purge for records for which the fiscal year/accounting period is equal to the "current" FY and period, which displays in the Posting Settings screen. You must select the FY and period for a time period before the current period data indicated in the Posting Settings screen.

Select Asset Accounts

Use the fields in this optional group box to select asset accounts from which asset records should be purged.  Asset account data specifies "ownership" and is required for all Asset Master records.

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."

Because Lookup for the From and To fields in this group box is a standard Lookup to the ACCT table, you may find that you have selected an account for which asset data does not exist. 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 Account Range Option column.

From

Enter the beginning asset "ownership" account for the Range Option or use Lookup to select one.

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

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

To

Enter the ending asset "ownership" account for the Range Option or use Lookup to select one.

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

If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the To Asset Account column.

Select Asset Organizations

Use the fields in this optional group box to select asset organizations from which asset records should be purged.  Asset organization data specifies "ownership" and is required for all Asset Master records.

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."

Because Lookup for the From and To fields in this group box is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which asset data does not exist. 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 Organization Range Option column.

From

Enter the beginning asset "ownership" organization for the range option or use Lookup to select one.

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

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

To

Enter the ending asset "ownership" organization for the range option or use Lookup to view and select one.

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

If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the To Asset Organization column.

Select Asset Projects

Use the fields in this optional group box to select asset projects from which asset records should be purged. Asset project data specifies "ownership" and is optional for all Asset Master records.

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."

Because Lookup for the From and To fields in this group box is a standard Lookup to the PROJ table, you may find that you have selected a project for which asset data does not exist. 

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 Project Range Option column.

From

Enter the beginning asset "ownership" project for the range option or use Lookup to view and select one.

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

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

To

Enter the ending asset "ownership" project for the range option or use Lookup to view and select one.

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

If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the To Asset Project column.

Select Acq/Disp Time Periods

Purge By

Use this group box to select the type of time period(s) and the range option selections to specify the time period(s). You can purge by Acquisition FY/Pd or by Disposal FY/Pd.

Regardless of your selection, you cannot purge asset history data for the "current" FY and period, which displays in the Posting Settings screen. You must make the FY and period selection(s), whether acquisition or disposal, for a time period before the current period data indicated in the Posting Settings screen.

Acquisition FY/Pd

This radio button is selected by default. Select this radio button to select time periods by acquisition fiscal year and period.

If you select this radio button and save the selection parameters for this process, "A" will be stored in the Acq or Disp Time Periods column in the Query table.

Disposal FY/Pd

Select this radio button to select time periods by disposal fiscal year and period.

If you select this radio button and save the selection parameters for this process, "D" will be stored in the Acq or Disp Time Periods column in the Query table.

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."

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 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 the General Ledger should always match those set up in Costpoint Fixed Assets in the 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 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 Time Periods Range Option column.

From

Enter the beginning fiscal year and period for the range option or use the drop-down boxes to make your selections.

If you select "All" or "From Beginning" in the Range Option field, this field 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 From Fiscal Year and From Period columns.

To

Enter the ending fiscal year and period for the range option or use the drop-down boxes to make your selections.

If you select "All," "One," or "To End" in the Range Option field, this field 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 To Fiscal Year and To Period columns.

Select Asset/Item Numbers

The fields in this group box are available only if you have selected to purge Asset Change History records in the Select Data Type group box.

Use the fields in this group box to select the asset/item number(s) from which to purge change history data.

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 Option 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 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 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 From Asset No and From Item No columns.

To

Enter the ending 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 item number in 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 To Asset No and To Item No columns.

Select Record Status

Use this group box to choose the record status type(s) to include in your purge. You can purge data for active records, inactive records, and/or disposals. You must select at least one checkbox in this group box.

Active Records

This checkbox is selected by default. Select this checkbox to include active records in your purge selection criteria. If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table the Include Active Records column.

Inactive Records

Select this checkbox to include inactive records in your purge selection criteria.

If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table in the Include Inactive Records column.

Disposals

Select this checkbox to include disposals in your purge selection criteria.

If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table in the Include Disposal Records column.

Purge Option

Fully-Depreciated Assets Only

Select this checkbox to purge only fully depreciated assets within the limits of your other purge selection criteria.

Fully depreciated assets are assets in which, for each book, the accumulated depreciation amount is equal to the amount to depreciate.  In this circumstance:

• If you have not assigned salvage value, the book value should equal "0."

• If you have assigned salvage value, the book value should equal the salvage value.

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

Select Depr Status

Use this group box to choose the depreciation status type(s) to include in your purge selection criteria. You can purge data for depreciable records or non-depreciable records. You must select at least one checkbox in this group box.

Depreciable

This checkbox is selected by default. Select this checkbox to include depreciable records in your purge selection criteria.

If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table in the Include Depreciable Records column.

Non-Depreciable

Select this checkbox to include non-depreciable records in your purge selection criteria.

If you select this checkbox and save the selection parameters for this process, "Y" will be stored in the Query table in the Include Non-Depreciable Records column.

Print Option

Print Purge List

Select this checkbox to print a list of all asset records selected for deletion within the parameters of your selection criteria.

Although you can execute this purge without first printing the list, we suggest that you always print the list first to review the assets to be deleted. The Purge Asset Info List includes the following data: asset/item number and short description, asset account/organization/project, acquisition FY and period OR disposal FY and period, as applicable, along with the cost amount for the G/L Book (both by asset and as a grand total for the purge). You should retain the Purge Asset Info List after the purge is completed, if desired 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 List of Assets column.

Note:  The Print button on the toolbar is available only if you have selected the Print Purge List 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 Print Purge List 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.

Preview

This selection is available only if you have selected the Print Purge List checkbox.

Select this button on the toolbar to preview the Purge Asset Info List before printing and/or purging.

Print

This selection is available only if you have selected the Print Purge List checkbox.

Select this button on the toolbar to print the Purge Asset Info List.

Note:  The system will not print this list if no records are selected for processing. 

Print/Purge

This selection is available only if you have selected the Print Purge List checkbox.

Select this button on the toolbar to print the Purge Asset Info List and then begin the purge process. Once the print has completed, select the OK pushbutton to continue with the purge process or select Cancel to stop.

If you have selected the OK option, you cannot review the data to be deleted before the purge process is executed. Instead, the system will print a report of all deleted transactions for audit trail purposes.

Purge

This selection is available only if you have selected the Print Purge List checkbox or after the Purge Asset Info List has been printed.

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 Purge List checkbox, this will be the only available option.

Table Information

The purge process deletes data from the following tables within the parameter(s) of your selection criteria:

• ASSET (Asset)

• ASSET_OTHER_INFO (Asset Other Info)

• ASSET_OTH_BK_DEPR (Asset Other Books)

• ASSET_BOOKS_DISP (Asset Books Disposal)

• GENL_UDEF (User-Defined Info)

• ASSET_AUDIT_LOG (Asset Audit Log)

• FA_TRACKING (Tracking)

• FA_POSTING_DETL (Posting Detail)

• FA_DEPR_HS (Other Books Depreciation History)

• FA_PRJTD_DEPR_EXP (Projected Depreciation Expense)

• FA_PRJTD_DISP (Projected Disposals)

• Lookups and drop-down boxes, as applicable, access the following tables:

• ACCT (Account)

• ORG (Organization)

• PROJ (Project)

• ASSET (Asset)

• FY (Fiscal Year)

• ACCTING_PD (Accounting Period)