TABLE OF CONTENTS

ARCHIVING ACCOUNT BALANCES AND JOURNAL DETAILS ..................................................... 2

TO ARCHIVE ACCOUNT BALANCES ............................................................................................................... 3

TO ARCHIVE JOURNALS................................................................................................................................ 3

CREATING A TABLESPACE FOR ARCHIVED DATA........................................................................ 4

EXPORTING ARCHIVED DATA.............................................................................................................. 6

TO EXPORT THE ARCHIVE TABLES................................................................................................................ 6

PURGING ARCHIVED ACCOUNT BALANCES AND JOURNALS.................................................... 7

TO PURGE ACCOUNT BALANCES................................................................................................................... 7

TO PURGE JOURNALS ................................................................................................................................... 8

TO PURGE TRANSLATED BALANCES ............................................................................................................. 9

Archiving Account Balances and Journal Details You can archive and purge account balances, as well as journal batches, entries, lines, and associated journal references for one or more accounting periods, provided the periods are permanently closed. You can archive and purge actual, budget, or encumbrance balances. In addition, for translated actual and budget balances, you can purge them before you rerun your translation. Except for translated balances, you must archive balances or journals before you can purge them. Note: If you have average balance processing enabled in your set of books, your average balances will be archived and/or purged automatically, at the same time that you archive and purge your standard balances. To ensure better control over your archiving and purging process, we recommend that you perform your archive and purge in separate steps. If possible, run the archive utility when no users are on the system. This avoids degrading performance and response time during business hours. General Ledger prevents you from archiving twice for the same period and set of books. However, if your archive process does not complete successfully, you can rerun the Archive program. Attention: When you rerun the Archive program, you overwrite the data in the archive tables. Therefore if you have previously run the archive process, be sure to export your archived data to an operating system file and to save the file to tape. Consult your Database Administrator and your System Administrator before running the archive utility. Prerequisites: Permanently close all periods that you want to archive or purge. You do not have to

permanently close periods to purge only translated balances. Run all of your standard accounting reports to maintain a printed record of the

transactions you will archive and purge. Create the appropriate tablespace and set your storage parameters to hold your

archived data. Ensure that you have exported any previously archived data to an operating system

file and saved the file to tape.

To archive account balances 1. Make sure you are using the set of books for the data you want to archive. You can

only archive and purge data for the current set of books. 2. Navigate to the Archive and Purge window. 3. Select Balances from the poplist. General Ledger automatically displays (in the field, Period From) the earliest

accounting period in your set of books that has not already been successfully archived and purged. You must archive and purge data for your oldest accounting period first.

4. Select the Archive Balances checkbox. 5. Select the Balance Type you want to archive. You can archive Actual, Budget, or

Encumbrance balances. If you choose to archive budget balances, you must also enter a Budget name. You cannot enter All.

6. Enter the Period To which you want to archive. General Ledger will archive all

periods in the range specified in the Period From and Period To fields. 7. Choose Archive/Purge. General Ledger submits a concurrent request to archive

your balances. The Archive program copies account balances from the GL_BALANCES table to the GL_ARCHIVE_BALANCES table for the range of periods you requested.

8. Review the Archive and Purge Audit Report to verify that the data for all periods you

requested was successfully archived. We also recommend that you keep a written confirmation of the number of records you archived. You can compare this number to the number of records purged when you run the purge utility.

9. Export the archive tables and copy the export files to tape. 10. Purge your data.

To archive journals 1. Make sure you are using the set of books for the data you want to archive. You can

only archive and purge data for the current set of books. 2. Navigate to the Archive and Purge window. 3. Select Journals from the poplist.

General Ledger automatically displays (in the field, Periods From) the earliest accounting period in your set of books that has not already been successfully archived and purged. You must archive and purge data for your oldest period first.

4. Select the Archive Journals checkbox. 5. Select the Balance Type you want to archive. You can archive Actual, Budget, or

Encumbrance journals. If you choose to archive budget journals, you must also enter a Budget name. You cannot enter All.

6. Enter the Period To which you want to archive. General Ledger will archive all

periods in the range specified in the Period From and Period To fields. 7. Choose Archive/Purge. General Ledger submits a concurrent request to copy journal

details from the GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES tables to the GL_ARCHIVE_BATCHES, GL_ARCHIVE_HEADERS and GL_ARCHIVE_LINES tables for the accounting periods you requested. If you imported journal references along with your actual journal entries, General Ledger also copies reference details from the GL_IMPORT_REFERENCES table to the GL_ARCHIVE_REFERENCES table.

8. Review the Archive and Purge Audit Report to verify that the data for all periods you

requested was successfully archived. We also recommend that you keep a written confirmation of the number of records you archived. You can compare this number to the number of records purged when you run the purge utility.

9. Export the archive tables and copy the export files to tape. 10. Purge your data.

Creating a Tablespace for Archived Data Before you archive data, consult your Database Administrator to create a tablespace large enough to hold the data you want to archive. To calculate the amount of space you need for archiving: 1. Determine how many actual rows for your set of books are in the GL_BALANCES

table for the fiscal year you want to archive using the following SQL statement:

select count(*) from GL_BALANCES where PERIOD_YEAR = [your archive year] and ACTUAL_FLAG = 'A' and SET_OF_BOOKS_ID = (select SET_OF_BOOKS_ID

from GL_SETS_OF_BOOKS where NAME=[your set of books name];

2. Determine how many rows are in the GL_JE_BATCHES table for the fiscal year you

want to archive using the following SQL statement:

select count(*) from GL_JE_BATCHES where DEFAULT_PERIOD_NAME in [list of periods] and ACTUAL_FLAG='A' and SET_OF_BOOKS_ID = (select SET_OF_BOOKS_ID from GL_SETS_OF_BOOKS where NAME=[your set of books name];

3. To determine how many rows are in the GL_JE_HEADERS or GL_JE_LINES tables

for the fiscal year you want to archive, use the previous SQL statement, substituting GL_JE_HEADERS or GL_JE_LINES for GL_JE_BATCHES and PERIOD_NAME for DEFAULT_PERIOD_NAME.

4. Determine how many rows are in GL_IMPORT_REFERENCES table for the fiscal

year you want to archive, using the following SQL statement:

select count(*) from GL_IMPORT_REFERENCES where JE_BATCH_ID = (select JE_BATCH_ID from GL_JE_BATCHES where DEFAULT_PERIOD_NAME in [list of periods] and ACTUAL_FLAG='A' and SET_OF_BOOKS_ID = (select SET_OF_BOOKS_ID from GL_SETS_OF_BOOKS where NAME=[your set of books name];

5. Determine the amount of space needed to archive the rows you want from the

appropriate table(s). To do this, you must determine the average size of a row in each of those tables. First, determine the total number of rows in each table using the following SQL statement:

select count (*) from [table name]

6. Consult your System Administrator to determine the total table size. Divide this table

size by the total number of rows in the table to get the average size of a row in that table. Finally, multiply that average size by the number of rows you want to archive, as determined above.

Attention: Contact your Database Administrator if your tablespace is not large

enough to store your archive data.

7. Select the archive tablespace and storage parameters for which to store the

following interim tables using the Storage Parameters window:

GL_ARCHIVE_BALANCES GL_ARCHIVE_BATCHES GL_ARCHIVE_HEADERS GL_ARCHIVE_LINES GL_ARCHIVE_REFERENCES

Exporting Archived Data After archiving your account balance and journal data, your Database Administrator should export the archive tables from your database to an operating system file.

To export the archive tables 1. Make sure there is enough disk space for your export file. You will need about 75%

of the space you needed for your tables. 2. Use the ORACLE RDBMS export utility to export the archive tables. 3. Make sure that your export was successful and verify that there are no errors. If you

continue with the following steps without a successful export, you might lose valuable financial data. All of these conditions MUST be satisfied for a successful export:

Make sure that an export file has been created in your directory and that the file is

not empty. Look for normal completion of the export file (the last word of your export file should

be 'EXIT'). Carefully monitor the export process while it is running, and look for error messages. Make sure that the number of rows exported (as counted by the export program) is

the same as the number of rows that you counted for the range of periods being archived.

Look for other errors in the log file, such as invalid parameters, errors in the export

command line, not enough disk space for the export file, etc. The export process stops whenever it finds an error record.

If there are any errors, correct them and rerun the export.

4. Copy the export file to tape. Attention: Verify that your backup procedure is successful. If you fail to backup the

export file successfully and continue with the next step, you might lose valuable financial data.

5. After successfully completing the previous steps, delete the export file from your

directory.

Purging Archived Account Balances and Journals After archiving account balances and journal detail, purge the data. Except for translated balances, you can only purge data for accounting periods that have been archived. Translated balances cannot be archived; they can only be purged. If possible, run the purge utility when there are no users on the system. This avoids degrading performance and response time during business hours. Prerequisites Archive your balances, journal details and associated references. Use the ORACLE RDBMS export utility to export balance and journal archive tables

from your database to an operating system file. Save the operating system file to tape.

To purge account balances 1. Navigate to the Archive and Purge window. General Ledger displays your Set of Books Name. You can only purge data for the

current set of books. 2. Select Balances from the poplist. General Ledger automatically displays (in the field, Periods From) the earliest

accounting period in your set of books that has not already been successfully purged. You must purge data for your oldest period first.

3. Select the Purge Balances checkbox. 4. Select the Balance Type you want to purge. You can purge Actual, Budget, or

Encumbrance balances. If you choose to purge budget balances, you must also enter a Budget name. You cannot enter All.

5. Enter the Period To which you want to purge. General Ledger will purge all periods

in the range specified in the Period From and Period To fields. 6. Choose Archive/Purge. General Ledger submits a concurrent request to delete the

archived records from the GL_BALANCES table for the range of periods you requested.

7. Review the Archive and Purge Audit Report to ensure that the purge process

completes successfully. Compare the number of records purged to the number of records archived for each period.

8. Export, drop and reimport the new GL_BALANCES table to shrink the size of the

table on your system and reclaim disk space. You will also notice increased performance by reducing fragmentation.

Export the purged GL_BALANCES table and verify the export. Drop your archive tables. To drop your Balances table, run the following SQL

command:

drop table GL_ARCHIVE_BALANCES; Import the GL_BALANCES table

To purge journals 1. Navigate to the Archive and Purge window. General Ledger displays your Set of Books Name. You can only purge data for the

current set of books. 2. Select Journals from the poplist. General Ledger automatically displays (in the field, Periods From) the earliest

accounting period in your set of books that has not already been successfully purged. You must purge data for your oldest period first.

3. Select the Purge Journals checkbox. 4. Select the Balance Type you want to purge. You can purge Actual, Budget, or

Encumbrance journals. If you choose to purge budget journals, you must also enter a Budget name. You cannot enter All.

5. Enter the Period To which you want to purge. General Ledger will purge all periods

in the range specified in the Period From and Period To fields.

6. Choose Archive/Purge. General Ledger submits a concurrent request to delete the archived records from the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and GL_IMPORT_REFERENCES tables.

7. Review the Archive and Purge Audit Report to ensure that the Purge process

completed successfully. Compare the number of records purged to the number of records archived for each period.

8. Export, drop and reimport the new GL_JE_BATCHES, GL_JE_HEADERS,

GL_JE_LINES, and GL_IMPORT_REFERENCES tables to shrink the size of these tables and reclaim disk space. You will also notice increased performance by reducing fragmentation.

Export the purged GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and

GL_IMPORT_REFERENCES tables and verify the export. Drop your archive tables. To drop your Journal Details and References tables, run

the following SQL command, substituting GL_ARCHIVE_HEADERS, GL_ARCHIVE_LINES, or GL_ARCHIVE_REFERENCES for the table name:

drop table [table name],

Import the GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES, and

GL_IMPORT_REFERENCES tables.

To purge translated balances 1. Navigate to the Archive and Purge window. General Ledger displays your Set of Books Name. You can only purge data for the

current set of books. 2. Select Translated Balances from the poplist. 3. Select the Balance Type you want to purge. You can purge translated Actual or

Budget balances. If you choose to purge translated budget balances, you must also enter a Budget name. You cannot enter All.

4. Enter the Currency whose translated balances you want to purge. General Ledger automatically displays (in the field, Periods To) the latest translated

period for the balance type and the currency. You cannot change this value. 5. Enter the Period From which you want to purge. You change this to any earlier

period, going back as far as the earliest translated period for the balance type and currency. General Ledger will purge all periods in the range specified in the Period From and Period To fields.

6. Choose Purge. General Ledger submits a concurrent request to delete the translated balances for the range of periods you requested.

7. Review the Archive and Purge Audit Report to ensure that the purge process

completes successfully.

Archiving Account Balances and Journal DetailsTo archive account balancesTo archive journals

Creating a Tablespace for Archived DataExporting Archived DataTo export the archive tables

Purging Archived Account Balances and JournalsTo purge account balancesTo purge journalsTo purge translated balances