PURGE ASSET/TEMPLATE CHANGE HISTORY

Use this screen to delete change history transactions from the Asset Change History table or the Template Change History table, as applicable.

You can either purge Asset Master record changes from the Asset Change History (ASSET_AUDIT_LOG) table or you can purge Asset Template record changes from the Template Change History (FA_TMPLT_AUDIT_LOG) table. You must run each type of purge (Asset or Template) separately from this screen. For the selected purge type (Asset or Template), you can purge history data for all changes or for a specific database field, a specific user-defined field type, or a specific user-defined field label.

You must first select the Asset Change History or the Template Change History data type for which the purge will be run. If the purge is to be run against the Asset Change History, you will select asset/item numbers for the purge. If the purge is to be run against the Template Change History, you will select template/revision numbers for the purge.

You must also choose whether to purge transactions related to a specific user-defined field type, a specific user-defined field label, a specific database field, or for all database fields, including the user-defined fields. Use Lookup to choose a specific database column name, a specific user-defined field type, or a specific user-defined field label, as applicable. 

Regardless of the data type selected for the purge, you can also select a user ID and a range of change dates. In addition, you can print a list of change history transactions that will be purged once you select Execute on the menu bar. This list is virtually a "data dump," and there are no specific report options. Note that you can use the Print Change History report before the purge to print data from the Asset Change History and Template Change History tables with multiple selection criteria.

The change history tables write and store audit change history data as follows:

As a result of the number of source screens from which change history data can be captured, the Change History tables can potentially contain a very large number of records.

Once data is written to the Asset Change History (ASSET_AUDIT_LOG) table or the Template Change History (FA_TMPLT_AUDIT_LOG) table, you can view the data in the Asset Change History Inquiry screen or the Template Change History Inquiry screen. You can also view the change history data from these tables by printing the Change History report.

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. You cannot perform global changes to data fields in either Asset Master or Asset Template records while this purge is in process.

Note:  This purge deletes data only from the Asset Change History (ASSET_AUDIT_LOG) table or the Template Change History (FA_TMPLT_AUDIT_LOG) table, as applicable.

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 change history records 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 Data Type

Use this group box to select the type of data purge. You can purge the Asset Change History data or the Template Change History data.

Asset Change History

This radio button is selected by default. Select this radio button to purge Asset Change History data from the ASSET_AUDIT_LOG table.

If you select this radio button and save the selection parameters for this process, "A" will be stored in the Query table in the Select Data Type column.

Template Change History

Select this radio button to purge Template Change History data from the FA_TMPLT_AUDIT_LOG table.

If you select this radio button and save the selection parameters for this process, "Y" will be stored in the Query table in the Select Data Type column.

Select Asset/Item Numbers

This group box is available only if you have selected the Asset Change History radio button 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 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 for which data does not exist in the Asset Change History (ASSET_AUDIT_LOG) table.

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 that you have selected an item number for which data does not exist in the Asset Change History  (ASSET_AUDIT_LOG) table.

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 Template/Revision Numbers

This group box is available only if you have selected the Template Change History radio button in the Select Data Type group box.

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

Note:  The Template No field, together with the optional Revision No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up templates. If you have created a template number for which an associated revision numbers has also been created as part of the identifier, however, then you must enter the revision number along with the template number to ensure that the property records will be included in the selection criteria.

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 Template Range Option column.

From

Enter the beginning template/revision number for the Range Option or use Lookup to select one. Because this is a standard Lookup to the FA_TEMPLATE table, you may find that you have selected a template/revision number for which data does not exist in the Template Change History (FA_TMPLT_AUDIT_LOG) table.

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 Template No and From Rev No columns.

To

Enter the ending template/revision number for the Range Option or use Lookup to select one. Because this is a standard Lookup to the FA_TEMPLATE table, you may find that that you have selected a template/revision number for which data does not exist in the Template Change History (FA_TMPLT_AUDIT_LOG) table.

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 Template No and To Rev No columns.

Print Option

Print List of Change History Transactions to be Purged

Select this checkbox to print a list of all change history 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 Asset/Template Change History Purge list includes the following data for each transaction: asset/item number or template/revision number, as applicable, along with the short description, fiscal year, period, database column name, user-defined label name, entry user ID and date, old data, and new data.

You should retain the Asset/Template Change History Purge list after the purge is completed, if desired because it is the only audit trail available for this process.

Note:  The Print button on the toolbar is available only if you have selected the Print List of Change 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 Asset/Template Change History Purge list.

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

Select Column

Use the fields in this group box to specify a specific database column name, a specific user-defined field type, or a specific user-defined label, as desired.

Database Column

If you leave this field blank, the purge will include change history data for all database column names that meet your other selection criteria.

To purge change history transactions for a specific database column, enter the name of the database column from which you want to purge change history data or use Lookup to select one.

Because this is a standard Lookup to the S_FA_DB_COL_DEF table, you may find that you have selected a database column name for which change history data does not exist in the Asset Change History or Template Change History table.

When you enter data in this field, specific selection rules apply as follows:

If you save the selection parameters for this process, your selection, as applicable, will be stored in the Query table in the Database Column column.

User-Defined Label

If you leave this field blank, the purge will include change history data for all user-defined data types that meet your other selection criteria.

To purge change history transactions for a specific user-defined data type, enter the type in the Database Column field in this group box or use Lookup to select one.

Because this is a standard lookup to the UDEF_LBL table, you may find that you have selected a user-defined label for which change history data does not exist in the Asset Change History or Template Change History table.

When you enter data in this field, specific selection rules apply as follows:

Alternately, if you selected "User-Defined Validated Text" in the Database Column field, you can enter a specific user-defined label or use Lookup to select one from the system display of all labels of the type "User-Defined Validated Text."

Alternately, if you selected "User-Defined Text Fields" in the Database Column field, you can enter a specific user-defined label or use Lookup to select one from the system display of all labels of the type "User-Defined Text Fields."

Alternately, if you selected "User-Defined Date Fields" in the Database Column field, you can enter a specific user-defined label or use Lookup to select one from the system display of all labels of the type "User-Defined Date Fields."

Alternately, if you selected "User-Defined Amount Fields" for the Database Column field, you can enter a specific user-defined label or use Lookup to select one from the system display of all labels of the type "User-Defined Amount Fields."

If you save the selection parameters for this process, your selection, as applicable, will be stored in the Query table in the User-Defined Label column.

Select User ID

Use the field in this group box to specify a user ID for which you want to purge change history transactions, as desired.

User ID

If you leave this field blank, the purge will include data for all user IDs that meet your other selection criteria.

To purge change history transactions for a specific user ID, enter the desired user ID in this field or use Lookup to select one.

Because this is a standard Lookup to the USER_ID table, you may find that that you have selected a user ID for which change history data does not exist in the table.

If you save the selection parameters for this process, your selection, as applicable, will be stored in the Query table in the User ID column.

Select Change Dates

Use the fields in this group box to select the change date(s) from which to purge change history data.

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."

The system does not validate dates entered in these fields against existing dates in the change history tables. You may find that you have selected change dates for which data does not exist in the table.

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

From

Enter the beginning change date for the selected 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 From Change Date column.

To

Enter the ending change date for the selected 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 stored in the Query table in the To Change Date column.

Select Transaction Time Periods

Use the fields in this group box to select the time period(s) from which to purge change history data.

Change history data cannot be purged for the "current" FY and period, which display in the Posting Settings screen. The FY and period selection(s) must be for a time period before the current period data indicated in the Posting Settings screen.

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."

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 Costpoint General Ledger should always match those set up in Costpoint 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 change history 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 change history 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 Period 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, 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 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, 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 Fiscal Year and To Period columns.

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 List of Change History Transactions to be Purged checkbox.

Select this button on the toolbar to preview the Asset/Template Change History Purge list before printing and/or purging.

Print

This selection is available only if you have selected the Print List of Change History Transactions to be Purged checkbox.

Select this option in the menu bar to print the Asset/Template Change History Purge 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 List of Change History Transactions to be Purged checkbox.

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

If you have selected the OK option, 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.

Purge

This selection is available only if you have selected the Print List of Change History Transactions to be Purged checkbox or after the Asset/Template Change History Purge 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 List of Change History Transactions to be Purged checkbox, this will be the only available option.

Table Information

Asset Change History table (ASSET_AUDIT_LOG): If you have selected the Asset Change History radio button in the Select Data Type group box, the purge process deletes data from this table per your selection parameters.

Template Change History table (FA_TMPLT_AUDIT_LOG): If you have selected the Template Change History radio button in the Select Data Type group box, the purge process deletes data from this table per your selection parameters.

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