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 Acct Balances (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 Transaction 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 Transaction Posting Detail (GL_DETL) table that matches the entry in the Transaction 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 into the Posted Transactions 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 Posted Transactions 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 Posted Transactions Detail table each month when depreciation, disposals, and/or transfers are posted. The Posted Transactions Detail table can potentially contain a very large number of records.

Once data is written to the Posted Transactions 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 a warning message. The message says that not all accounting periods within the range selected have been closed. And then, it will ask you if you want to continue with the purge process or not.

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.