PURGE OTHER BOOKS DEPR HISTORY 

Use this screen to delete posted depreciation activity for your optional other books, as applicable, for any prior closed fiscal year(s) and period(s) from the Other Books Depr History (FA_DEPR_HS) table. Because depreciation for other books is never posted to the G/L, the system writes and stores the monthly depreciation expense for other books in the Other Books Depr History table when you run the Close Fixed Assets Acctng Pd process. The data stored in the FA_DEPR_HS table includes the asset/item number, fiscal year/period/ subperiod, and the depreciation expense for each book.

Additional records are added to the Other Books Depr History table each accounting period when you run the Close Fixed Assets Acctng Pd process. As a result, this table can potentially contain a very large number of records.

Once data is written to the Other Books Depr History table, you can view the data in the Other Books Depr History Inquiry screen. You can also print the depreciation history from this table by running the Sequential Other Books Depr History screen.

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

Note:  This purge deletes data only from the Other Books Depr History (FA_DEPR_HS) table.

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table data, you should first verify that you do not need to retain this data in the system for future audits or for historical reference purposes.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, periods, 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 depreciation history for your optional books.

You cannot purge other book's depreciation history data for the "current" FY and period, which display 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.

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 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 data does not exist in the FA_DEPR_HS 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 Costpoint General Ledger's Accounting Periods screen 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 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 in the FA_DEPR_HS 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 Transaction Time 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.

Select Asset/Item Numbers

In this group box, select the asset/item number(s) from which to purge depreciation history for your optional books.

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 Other Books Depreciation History table (FA_DEPR_HS).

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 for which data does not exist in the Other Books Depreciation History table (FA_DEPR_HS).

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.

Print Option

Print List of Other Books Depr History transactions to be purged

Select this checkbox to print a list of all depreciation history transactions selected for deletion for your optional books.

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 Purge Other Books Depr History list includes the following data for each transaction: book number, book name, fiscal year, period, asset/item number, and transaction amount.

You should retain the Purge Other Books Depr History 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 List column.

Note:  The Print button on the toolbar is available only if you have selected the Print List of Other Books Depr History transactions to be purged checkbox.

If you prefer to use Preview to review the data to be purged instead of printing the Purge Other Books Depr History list, make sure that the checkbox is selected.  After previewing, you can perform the purge process directly from the toolbar without printing the Purge Other Books Depr History 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 List of Other Books Depr History transactions to be purged checkbox.

Select this button on the toolbar to preview the Purge Other Books Depr History list before printing and/or purging.

Print

This selection is available only if you have selected the Print List of Other Books Depr History transactions to be purged checkbox.

Select this button on the toolbar to print the Purge Other Books Depr History 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 selected the Print List of Other Books Depr History transactions to be purged checkbox.

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

If you select OK, 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

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 Other Books Depr History transactions to be purged checkbox, this will be the only available option.

Table Information

The Purge Other Books Depr History purge process deletes data from the Other Books Depr History table (FA_DEPR_HS) per your selection parameters.

Lookups, as applicable, access the following tables: