AX2012 Periodic Cleanup and Maintenance

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AX2012 Periodic Cleanup and Maintenance

Periodic: PEriodic clean upPrepared by:Mansi KashyapMansi.kashyap@tectura.comMicroChannel (Australia) Pty LtdLevel 34, 100 Miller Street, North Sydney 2060, NSWTel: +61 (0)2 9409 0400

Version: 1.0 Date: 24/02/2015This document contains information that is privileged, confidential or otherwise protected from disclosure. Any review, dissemination or use of this document or any of its contents by persons other than the company named is strictly prohibited.Special Note Regarding Forward-Looking Statements:This presentation may contain forward-looking statements relating to, without limitation, future economic performance, plans, and objectives of MicroChannel Services for future operations and projections of revenue and other financial items that are based on the beliefs of, assumptions made by, and information currently available to MicroChannel Services. The words expect, estimate, anticipate, believe, intend, plan and similar expressions and variations thereof are intended to identify forward-looking statements. The cautionary statements in this presentation and the assumptions used in the preparation of the forward-looking statements identify and involve important factors with respect to such forward-looking statements, including certain risks and uncertainties, which could cause actual results or the benefits that MicroChannel Services might derive to differ materially from those expressed in or implied by such forward-looking statements.

Property of MicroChannel Corporation. This information is intended only for use of HTH

Document Version ControlVersionDateAuthorReason for update

0.0124/02/2015Mansi KashyapDraft

Document InformationItemDescription

Template:IMP ALL FDD Enhancement Template 0.01

Client:HTHProject No.:Not defined

Project Name:Home Central

Product Name:Microsoft Dynamics AX 2012 R3 CU8

FRD Reference No.:Periodic

Related FDD(s):

Date:24-02-2015

Business Area:AX

Project Phase:Design

Version/SP/Add-ons:Microsoft Dynamics AX 2012 / R3

HTH Project Manager:James Merrill

HTH Process Owner:HTH Implementation Team

MicroChannel Project Manager:Tania RaubenheimerShekhar Diptiman

MicroChannel Consultant:Mansi Kashyap

MicroChannel Lead Developer:

Table of Contents1Introduction51.1Purpose of the document51.2References51.3Document convention62High-Level Design72.1Overview72.2Key requirements and Business Rules72.3Requirement Reference72.4Design Considerations72.5Microsoft Dynamics AX 2012- Accounts Receivable72.5.1Account Receivable Periodic Clean up Clean up Back Order72.5.2Account Receivable Periodic Clean up Sales Confirm Journal Clean up122.5.3Account Receivable Periodic Clean up Delete Empty Sales Orders132.5.4Account Receivable Periodic Clean up Delete Empty Return Authorisations152.6Microsoft Dynamics AX 2012- General Ledger182.6.1General Ledger Periodic Clean up Clean up ledger Journals182.7Microsoft Dynamics AX 2012- Procurement and Sourcing202.7.1Procurement and Sourcing Periodic Clean up Purchase Update History Clean up202.7.2Procurement and Sourcing Periodic Clean up Delete Request for quotations212.8Microsoft Dynamics AX 2012- Inventory Management222.8.1Inventory Management Periodic Clean up Summation of Load Adjustments222.8.2Inventory Management Periodic Clean up Inventory Journals CleanUp242.8.3Inventory Management Periodic Clean up Inventory Settlement CleanUp252.8.4Inventory Management Periodic Clean up Inventory Dimensions CleanUp262.8.5Inventory Management Periodic Clean up Dimension Inconsistency CleanUp272.8.6Inventory Management Periodic Clean up On hand entries CleanUp282.8.7InventsumlogTTS292.9Microsoft Dynamics AX 2012- Production Control302.9.1Production Control Periodic Clean up Clean Up Registrations302.9.2Production Control Periodic Clean up Archive Future Registrations302.9.3Production Control Periodic Clean up Production Journal Clean up312.9.4Production Control Periodic Clean up Production orders Clean up322.10Microsoft Dynamics AX 2012- Sales and Marketing332.10.1Sales and Marketing Periodic Clean up Delete orders332.10.2Sales and Marketing Periodic Clean up Delete Quotations362.10.3Sales and Marketing Periodic Clean up Delete Return Orders382.10.4Sales and Marketing Periodic Clean up Sales Update History Cleanup422.11Microsoft Dynamics AX 2012- Call Centre442.11.1Call Centre Periodic Clean up Delete orders442.11.2Call Centre Clean up Delete Quotations462.11.3Call Centre Periodic Clean up Delete Return Orders482.11.4Call Centre Clean up Sales Update History Cleanup522.11.5Call Centre Clean up Sales Order Purge542.12Data consistency check552.13Sysdatabaselog table Cleanup572.14Batchjob History cleanup582.15TIS History592.16Alerts612.17Clean up of closed/old Trade agreements622.18DRS clean up622.19Smmtranslog table clean up633Summary654Test Cases675Client Acceptance68

GlossaryAbbreviationDescription

CRChange Request

DMSData Migration Strategy

FDDEnterprise Design Document

GARGuaranteed Annual Rebate

GLCGo-live Checklist

FAQFrequently asked questions

FRDFunctional Requirements Document

MSAMaster Services Agreement

PADPre Analysis Document

PCNProject Completion Notice

PSRProject Status Report

PMProject Manager

PMPProject Management Plan

PSProject Schedule

RADReadiness Assessment Document

SASystem Administrator

SOWStatement of Work

SVRSite Visit Report

TDDTechnical Design Document

TSFMicroChannel Solution Framework

UATDUser Acceptance Test Document

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Property of MicroChannel Services. This information is intended only for HTH use. 7/01/2015

IntroductionThis Functional Design Document (FDD) is prepared based on the Functional Requirements Document (FRD): FRD AX2012R3 Retail Merchandising

This FDD applies to the Agreement between HTH (hereinafter referred to as the Client) and MicroChannel (hereinafter referred to as the MicroChannel).This document is structured in accordance with MicroChannels method for implementation of Microsoft Dynamics projects. Generally, this document is structured according to the business functions of the client. These are generally described by means of a business requirement followed by a resolution. The resolution may include use cases, algorithms, context or process diagrams and screenshots to more effectively describe the solution. Technical aspects of the design may also be included for use by developers.This document is primarily intended for the Clients and the MicroChannel project managers and system developers who will cooperate with developing the new system. The FDD is also intended for those of the Clients users who participated in developing the system design. These users shall report whether the designs specifications meet the requirements of their business functions.Purpose of the documentThe general purpose of the FDD is to translate those requirements in the FRD, which are not covered by the standard software, into concrete specifications for bespoke system functions. Whereas the FRD / Gap Fit document specify the requirements, the FDD specifies how to map them in the solution. Predominantly, only processes and fields that will be developed are included in this document. However at times, mention of standard functionality (fields, tables, forms, etc.) will be added to support the proposed solution. Note: Any detailed specifications not listed in the FDD must be created and estimated separately and are not included in the scope of the estimated effort figures listed here. This FDD generally contains no estimated effort figures for the creation and/or adaptation of documents (reports). These must also be specified and estimated separately.The FDD forms the basis of:

Development of the system Planning preparation of activity plans Planning and execution of system test System maintenance/service

It has to be possible to change the FDD so that it always documents the design that has been agreed between the parties. The FDD must be consistent with the implemented system. Thus, any modification of the system may imply a change of the FDD.

ReferencesThese documents provides context:DocumentContent

Document conventionThroughout this document, the same conventions have been applied:Dynamics AX formTypeDescription

GridA tabular style window similar in look to an Excel spreadsheet. Can display several records at the one time.

EDTExtended Data Type - Data types which is defied in AX and can be extended.

Field types TypeDescription

TextFree text field. Any alpha-numeric character can be used.

BooleanThe only values are True or False

OptionAllows selection from a list of specified values only. If the list of valid values needs to be extended, this will be subject to a development change.

CodeAny alphanumeric characters will be formatted into uppercase. Often used for the identifying field in a record eg. Client No.

DateDate format uses dd-mmm-yyyy where dd = day, mmm = month and yyyy = year

DecimalNumeric value containing decimal places. The length will be shown as x.y where x is the number of characters before the decimal place and y is the number of decimal places.

IntegerNumeric value containing no decimal places

Object typesTypeDescription

TableDefines the underlying data structure. Also, defines triggers and validation routines that are used when entering data.

FormThe windows and menus visible to the user.

ReportUsed for reports and processing batch jobs.

RealNumeric value containing decimal places. The length will be shown as x.y where x is the number of characters before the decimal place and y is the number of decimal places.

IntegerNumeric value containing no decimal places

Form controlsTypeDescription

ButtonThis will open a list of menu options to select from.

TabUsed to organize the fields on a card.

FieldUsed to input or display data.

Look-upWill open up a new window with a list of data values to choose from.

Drill-downWill open up a new window showing detail entries.

Flow chart notations

High-Level Design Overview The clean up periodic activities includes valuable information about the various clean up processed available (standard and customized) to keep the functioning and performance of the system at par.Key requirements and Business RulesWith the Periodic clean-up activities, we can: help with performance. Reduce the space of database Requirement ReferenceRequirement IdActivityRequirement

Clean up jobsVarious jobs to be designed for the customized clean up process.

Design ConsiderationsMicrosoft Dynamics AX 2012- Accounts ReceivableAccount Receivable Periodic Clean up Clean up Back OrderThis cleanup process will help to purge / void (make delivery remainder = zero for lines) sales orders created between a given date range and/or for a specific customer, item or item group. 1. Open Accounts Receivable > Periodic> Clean up > Clean up Back Order

2. Click on Select button-> Provide the criteria for filtration of records> Click OK

3. The Cleanup Backorders form will display the eligible records for being voided.

Lines tab:This tab will display the relevant lines for the selected sales order on the overview tab.

4. Click OK to Process the lines.User to press the button to clean up the orders lines displayed in the form. When the user clicks on the Ok button, system will ask for the Reason code based on the setup done on the AR Parameters.

AR> Setup > AR Parameters > General tab > Reason code for cleanup

5. By clicking on OK, system will make the Delivery Reminder zero for the selected orders.

Field Description

Field Name Description

Show only partial delivered linesWhen = No the data for all the sales lines which has deliver remainder >zero will be shown which includes all open ordered lines including the backordered ones as explained in.When the check box is marked ( = Yes) by user after the data is there in the form then the data will be filtered to have sales orders only of those lines which have been partially delivered and backordered.

Show only expired campaign ordersA check box on the form for filtering the data.If the check box is marked then AX would filter the data and display only those records (of campaign orders only) out of the queried data which have campaigns end date less than today.This filter will affect only campaign orders. Other orders fetched by the query will remain unaffected.

ResultBefore Clean up

After Clean up

Suggested RecurrenceSuggested recurrence is every 8 days.

Account Receivable Periodic Clean up Sales Confirm Journal Clean up

This activity is for clean up sales confirm journal which is confirmed before a particular period of time 1. Account Receivable> Periodic > Clean up > Sales Confirm Journal Clean up This will open the periodic form where the user can provide his conditions(a) No of days records to keep: This field identifies for how many days the record needs to be kept. Beyond this, the batch will clean up the confirmations of order.(b) Delete records: If true, will delete or untick the field IncludeInIF060

2. To run the process regularly, user can select the batch process.

3. Click Ok to complete the process.On completion of the activity, system will pop an infolog to confirm that the cleanup has been completed.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested Frequency is every month

Account Receivable Periodic Clean up Delete Empty Sales OrdersThis activity will delete all those sales orders where there are no lines. 1. Accounts Receivable > Periodic > Clean up > Delete Empty Sales Orders

2. To run the activity regularly, use the batch processing3. Click OK to trigger the activity. After completion of the activity, system will pop up an infolog giving number of sales orders and customer that has been deleted.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested Frequency is every month.

Account Receivable Periodic Clean up Delete Empty Return AuthorisationsThis activity will delete all those Return authorizations (Return Orders) that are empty 1. Accounts Receivable > Periodic > Clean up > Delete Empty Return Authorisations

2. To rn the process regularly, use the batch tab.. 3. Click OK to trigger the activity. After completion of the activity, system will pop up an infolog giving number of Return authorisation (Return Order) numbers and customer that has been deleted.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested frequency is every month

Microsoft Dynamics AX 2012- General LedgerGeneral Ledger Periodic Clean up Clean up ledger JournalsThis activity deletes all the posted ledger journals. When the user delete a posted ledger journal, all information that is related to the original transaction is removed. User should delete this information only if the ledger journal transactions will not be reversed in the future.1. ClickGeneral ledger>Periodic>Clean up>Clean up ledger journals.

2. Select the type of Journals to delete. The form will have three tabs for three modules- General Ledger, Accounts Receivable and Accounts Payable. Every tab will have relevant journals related to that particular Module. 3. On theBatchtab, user can define parameters to regularly delete posted ledger journals.

4. Click on OK to process the activity. On completion, user can check on the relevant posted journal that no record exist.Result

Before Clean up

After Clean up

Suggested FrequencyFrequency could vary based on the statutory requirement to keep the records. However, could be run every year.

Microsoft Dynamics AX 2012- Procurement and SourcingProcurement and Sourcing Periodic Clean up Purchase Update History Clean upThis table stores temporary purchase order line entries when a purchase order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean-up job can be accessed via1. Procurement and sourcing>Periodic>Clean up>Purchase update history clean up.

2. Select the status of the update history to be deleted asExecutedorExecuted and erroneous. In theCreated untilfield, select the date up to which the update history is to be deleted.3. On theBatchtab, user can define parameters to regularly delete Purchase update history.4. ClickOKto delete the update history and close the formResultBefore Cleanup

After Cleanup

Suggested FrequencySuggested Frequency is every month

Procurement and Sourcing Periodic Clean up Delete Request for quotationsUser can delete requests for quotation (RFQs) and RFQ replies that are no longer required from Microsoft Dynamics AX 2012. The corresponding RFQ journals are not deleted, but remain as a record in the system.

1. ClickProcurement and sourcing>Periodic>Clean up>Delete requests for quotations.

2. Set the criteria for which RFQs to delete. For example, this can be all RFQs created before a specific date, or all RFQs that expired on a specific date/time.3. On theBatchtab, user can define parameters to regularly delete RFQs.

4. Click OK to start the activity.

ResultBefore Clean up

After Clean up

Suggested FrequencySuggested frequency is six months.

Microsoft Dynamics AX 2012- Inventory ManagementInventory Management Periodic Clean up Summation of Load AdjustmentsIn earlier versions, only the numbers of pallets were tracked on locations. In Microsoft Dynamics AX 2012, weight and volume of items and pallets are also tracked together with the pallet count. The load for a location can be seen in theInventory locations(WMSLocation) form.Inventory Management > Setup > Inventory Breakdown > Inventory Locations

The tracking is based on records in a new table named WMSLocationLoad. Records are always created and they are never updated. In order to reduce the number of records in the WMSLocationLoad table it is recommended to run the Summation of load adjustmentsjob.1. Inventory Management > Periodic> Clean Up > Summation of load adjustments

2. Click on the Select button to select the Warehouse and Location to run the clean-up.

3. Click on OK > OK to run the activity. Result Before Clean up

After Clean up

Suggested frequencySuggested frequency is every month.

Inventory Management Periodic Clean up Inventory Journals CleanUpWhen user use theInventory journals clean upfunctionality, all the posted inventory journals that user selects are deleted. All the relevant records in the InventJournalTable table are deleted. All the relevant transactions in the InventJournalTrans table are also deleted.1. ClickInventory management>Periodic>Clean up>Inventory journals cleanup.Select the types of inventory journals to delete.

2. Click theBatchtab if user want to define parameters to delete old inventory journals regularly.

3. ClickOKto run the deletion process.

ResultBefore Clean up

After Cleanup

Suggested FrequencyFrequency is based on the statutory requirement. Could be every year. Inventory Management Periodic Clean up Inventory Settlement CleanUp

The inventory settlements table is used to store information generated during inventory close and adjust periodic job run. When an inventory settlement/adjustment is cancelled, the system does not remove the original adjustment but generates a set of reverse adjustments). Theclean up procedure will remove both the original set of adjustments and the reversing set. This table can be cleaned up/compressed using the1. Inventory Management > Periodic > Clean up > Inventory Settlement CleanUp

User will select the Settlement posted/cancelled date before which the transactions will be deleted. User can also select a specific Item or Item group by using the select button. 2. After selecting the criterias, Click on OK to complete the process. ResultWhile the user run the process, system will give the below message and will do the cleanup.

Suggested frequencySuggested Frequency is every three months. Inventory Management Periodic Clean up Inventory Dimensions CleanUpUse this batch job to maintain the InventDim table. To maintain the table, delete unused inventory dimension combination records that are not referenced by any transaction or master data. The records are deleted regardless of whether the transaction is open or closed.User cannot delete an inventory dimension combination record that is still referenced because when the record is deleted ,related transactions cannot be reopened

1. Inventory Management > Periodic > Clean up > Inventory Dimension CleanUp

2. Click OK to process the job.Result

Before Clean up

After Clean up

Suggested frequencySuggested Frequency is every three months.

Inventory Management Periodic Clean up Dimension Inconsistency CleanUpUse this batch job to resolve dimension inconsistencies on inventory transactions that have been financially updated and closed.1. Inventory management>Periodic>Clean up>Dimension inconsistency cleanup.

2. By default, the default site and warehouse values that are saved in the database are displayed in theSiteandWarehousefields.3. Enter the date range to apply to the job.4. ClickOKto resolve the site inconsistencies on any closed source transactions and their corresponding inventory transactions that are in the specified date range.

Suggested Frequency

Suggested frequency is every three months.

Inventory Management Periodic Clean up On hand entries CleanUpThe purpose of the On-hand entries cleanup feature is to improve the performance of the on-hand query by deleting records from the inventory on-hand table (InventSum) that are closed and associated with a tracking dimension. Entries in the table that are not associated with a tracking dimension are not deleted.1. Inventory management>Periodic>Clean up>On hand entries cleanup.

2. User will provide the number of days for which the record has not been used. A specific Item, Site or Product number could also be selected by using the select functionality.3. Click on OK to process the job.

Suggested FrequencySuggested frequency is every three months

InventsumlogTTS

This table stores inventory movements data used by dynamic master planning. The table is supposed to be automatically purged when a dynamic master plan is run. If there are test companies in the production environment then it would add up data in this table.Alsothere is no periodic job to clean up this table,so typically if a company does not use master planning data must be deleted from the table manually (e.g. using SQL server).Suggested FrequencyIt might be beneficial to check this table immediately after master planning session is run to see if it purges correctly.Microsoft Dynamics AX 2012- Production ControlProduction Control Periodic Clean up Clean Up RegistrationsThis job Move raw registration to archive table or export them to file. 1. Production Control > Periodic > Clean up > Clean up registrations

User can select from the three enum values available in cleanup based on the requirement to archive the values in the table, export them to the file or delete them permanently. In the field, minimum age is defined beyond which the data will be deleted/achieved/exported. In case user wants to export the data, the file name needs to be provided in which the data will be exported. 2. Click theBatchtab if user want to define parameters to run the activity regularly.3. Click OK to run the process

Production Control Periodic Clean up Archive Future Registrations

1. Production Control > Periodic > Clean up > Clean up registrations

2. Click theBatchtab if user want to define parameters to run the activity regularly.3. Click OK to run the process.

Production Control Periodic Clean up Production Journal Clean upUse this form to delete production journals. After you delete old journals or unused journals, there is less demand on system resources. To delete the production journals, follow these steps:1. Production Control > Periodic > Clean up > Production Journal Clean up

System will give two options to choose from whether to delete all posted journals or posted journals where the production has ended. 2. Click theBatchtab if user want to define parameters to run the activity regularly.

3. Click OK to run the process.

Production Control Periodic Clean up Production orders Clean upAs the name suggest, this job is used to delete the ended production orders. When the user delete production orders that have theEndedstatus, the accounting that is related to these orders is reflected through the date that user select in the calendar on theGeneraltab. To delete the production orders, follow these steps:

1. Production Control > Periodic > Clean up > Production order Clean up

2. Click theBatchtab if user want to define parameters to run the activity regularly.

3. Click OK to start the processing.

Microsoft Dynamics AX 2012- Sales and MarketingSales and Marketing Periodic Clean up Delete ordersUse thedelete orderform to delete multiple orders.1. Sales and Marketing> Periodic > Clean up > Delete Order. The form will open, user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

4. Click OK to run the process.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested frequency is based on the statutory requirement. Could be once in a year.

Sales and Marketing Periodic Clean up Delete Quotations

User can delete a selection of quotations that you no longer want to keep track of in the system.1. Sales and Marketing> Periodic > Clean up > Delete Quotations The form will open, user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

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4. Click OK to run the process.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested frequency is based on the statutory requirement. Could be once in a year. Sales and Marketing Periodic Clean up Delete Return OrdersUser can delete a selection of return orders that user no longer want to keep track of in the system.1. Sales and Marketing> Periodic > Clean up > Delete Return OrdersThe form will open the delete return order form; user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

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4. Click OK to run the process.

ResultBefore Clean up

After Clean up

Suggested FrequencySuggested frequency is based on the statutory requirement. Could be once in a year.

Sales and Marketing Periodic Clean up Sales Update History Cleanup This table stores temporary sales order line entries when a sales order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean up job can be accessed via1. Sales and Marketing > Periodic > Clean up > Sales update history cleanup

2. Select the status of the update history to be deleted asExecutedorExecuted and erroneous. In theCreated untilfield, select the date up to which the update history is to be deleted.3. On theBatchtab, user can define parameters to regularly delete Sales update history.

4. ClickOKto delete the update history and close the formResultBefore Clean up

After Clean up

Suggested FrequencySuggested Frequency is every month.

Microsoft Dynamics AX 2012- Call CentreCall Centre Periodic Clean up Delete ordersUse thedelete orderform to delete multiple orders.1. Call Centre> Periodic > Clean up > Delete Order. The form will open; user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

. 4. Click OK to run the process.

ResultBefore Clean up

After Clean up

Suggested FrequencySuggested frequency is based on the statutory requirement. Could be once in a year.

Call Centre Clean up Delete QuotationsUser can delete a selection of quotations that you no longer want to keep track of in the system.1. Call Centre> Periodic > Clean up > Delete Quotations The form will open; user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

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4. Click OK to run the process.

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Result

Before Clean up

After Clean up

Suggested FrequencySuggested frequency is based on the statutory requirement. Could be once in a year.

Call Centre Periodic Clean up Delete Return OrdersUser can delete a selection of return orders that user no longer want to keep track of in the system.1. Call Centre > Periodic > Clean up > Delete Return OrdersThe form will open the delete return order form; user will click on the select button to provide the selection criteria.

2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.

3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.

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4. Click OK to run the process.

ResultBefore Clean up

After Clean up

Suggested Frequency

Suggested frequency is based on the statutory requirement. Could be once in a year.

Call Centre Clean up Sales Update History Cleanup This table stores temporary sales order line entries when a sales order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean up job can be accessed via1. Call Centre > Periodic > Clean up > Sales update history cleanup

2. Select the status of the update history to be deleted asExecutedorExecuted and erroneous. In theCreated untilfield, select the date up to which the update history is to be deleted.3. On theBatchtab, user can define parameters to regularly delete history.

4. ClickOKto delete the update history and close the form

ResultBefore Clean up

After Clean up

Suggested FrequencySuggested Frequency is every monthCall Centre Clean up Sales Order PurgeAt some point, your organization will need to remove outdated order information from Microsoft Dynamics AX. This job will delete invoiced and cancelled sales orders that were generated in the call centre.1. Call Centre> Periodic > Clean up > Sales Order Purge

2. Based on the requirement, user will fill the following fields.Field Name Description

CustomerSelect the customer for which user wants to delete the order

Tax Invoice aged days Enter the number of days up to todays date for which all invoiced and cancelled sales orders should be deleted. For example, if today is April 1, 2014, and you enter 30, all invoiced or cancelled sales orders created on or before March 2, 2014 will be deleted.

Last Invoiced ThroughSelect the date on which all invoiced or cancelled sales orders created should be deleted. This also deletes any invoiced or cancelled sales orders that were created before the selected date. For example, if you enter February 1, 2014, all invoiced and cancelled sales orders that were created on or before February 1, 2014 will be deleted.

3. Click Ok to start the process.

ResultBefore clean up

After Clean up

Suggested Frequency

Suggested Frequency is every month

Data consistency checkTables in Dynamics AX 2012 are divided into different categories: Main tables such as Customers, Ledger Accounts, Vendors, Items, etc, Transaction headers such as Sales headers, Purchase order headers, etc, and transaction details such as Sales lines, PO lines, etc. These tables are all related to each other through keys. For example when a sales order is created for customer A123, the customer, sales header and sales line are all linked to each other.Occasionally one or more of these transaction records can be abandoned, meaning the parent data was deleted but the transaction still existsWhile these records cause no problem, they take up space in the database and given enough time, a lot of these records can cause performance issues.Dynamics AX 2012 has a tool to spot and remove these orphans. Its called the Consistency Check tool. It basically runs through the entire database and locates transaction records that do not have any parent record associated with them.

1. System Administration > Periodic > Database> Consistency Check

2. User will select for which module the consistency needs to be checked. 3. Click OK

Result

Suggested FrequencySuggested frequency is every 90 days

Sysdatabaselog table CleanupDynamics Ax 2012 provide the database level logging. You can track every change not only at table level but also at field of any table. It provide the functionality to log insert update and delete functionality on table as well as selected filed of a table. When tracking on any table in dynamics Ax, a new entry will be created in sysDatabaselog table.SysDatabaselog cleanup helps maintaining the performance of the system by deleting the unnecessary or old records off the database, hence creating space and enhance speed. 1. System Administration> Inquiries > Database > Database log

This will open the form where the user can select the criteria to apply filter using Select query.2. Click OK to execute the queryResultBefore Cleanup

After Cleanup

Suggested FrequencySuggested Frequency is once a month.

Batchjob History cleanupFor every batch that runs into AX 2012, a log is created with the list of tasks. This log contains information like the status, created datetime, user etc. For an organization, there could be number of batch jobs running everyday, creating a huge space in the database.Clearing the batch job history will cater the need to save the database space.1. System Administration> Inquiries> Batch job> Batch job history

This will list the history of all batchjobs that has run over a period of time.2. Click on the delete button. The filter form will open. User will select the criteria and Click on OK

3. This will delete all the batchjob history from the database

ResultBefore Cleanup

After Cleanup

Suggested FrequencySuggested frequency is every fortnight.TIS HistoryFor every interface that run though TIS integration, system stores the history of such transaction. These transactions stores space in the database which are of no relevance. TIS history cleanup will delete such information helping to create more space in the database. 1. TIS integration> Periodic > Delete logs

2. Click on OK to delete the TIS history

Result

System will give this infolog providing the information of all the logs deleted.

Suggested FrequencySuggested frequency is once a month.

AlertsMicrosoft Dynamics AX stores all the notifications/alerts that has been triggered over a period of time. These notifications are saved in the database and should be cleaned up from time to time. To do this, 1. System Administration > Periodic > Notification Clean up

2. User can use the Select functionality to provide a filter. E.g., here a filter of deleting log for records older than seven days is provided.

3. Click OKResultBefore clean up

After Clean up

Suggested FrequencySuggested frequency is every month

Clean up of closed/old Trade agreementsA query needs to be designed in a way that it should delete/cleanup old or closed trade agreements (Sales, Purchase, SRP) based on the end date criteria. This could help in saving a lot of space in the database.

DRS clean upThe data gets store in staging area before it gets populated to AX. This data, after getting uploaded, remains in the staging area and should be clean up from time to time.1. Inventory Management > Periodic > Item/Vendor details review

2. Click on Delete the file from staging area

ResultAfter clean up

Suggested frequency

Suggested frequency is once a month.

Smmtranslog table clean upIf the checkbox in the Sales and Marketing Parameter, transaction log tab is checked, AX stores the log in smmtranslog table. This table stores the changes across Sales and Marketing and Accounts receivable masters. Cleaning the log would help in saving a lot of database space. Sales and Marketing > Setup > Sales and Marketing Parameter > Transaction log

Though there are option available in the parameter to automatically clean the log, user can go to the table and clean the log manually.ResultAfter Cleanup

Suggested frequencyEvery 45 days.

SummaryPerhaps there are number of clean-ups available in AX 2012, the usage depends on the requirement .Below is the comprehensive list of activities that were used in AX 2009.ModuleClean upUsage in AX 2009

Account ReceivableClean up Back OrderHTH is already using this cleanup in AX 2009

Sale Confirm Journal CleanupHTH is already using this cleanup in AX 2009

Delete Empty Sale OrderHTH is already using this cleanup in AX 2009

Delete Empty Return AuthorizationHTH is already using this cleanup in AX 2009

General JournalClean up Ledger JournalsHTH is not using this cleanup in AX 2009.

Procurement and SourcingPurchase update history clean upHTH is not using this activity as for now. But it is suggested to clean up the history.

Delete Request for quotationHTH is not using this functionality and hence not using this clean-up too.

Inventory ManagementSummation of Load adjustment This is a new enhancement in AX 2012.

Inventory Journal SettlementHTH is not using this clean up in AX 2009.

Inventory Settlement clean upHTH is not using this clean up in AX 2009.

Inventory Dimension clean upHTH is not using this clean up in AX 2009.

Dimension inconsistency clean upThis is a new enhancement in AX 2012.

On hand entries clean up This is a new enhancement in AX 2012.

InventsumTTSlogHTH is not using this clean up in AX 2009.

Production ControlClean up registrationHTH is not using Production and hence not using this clean up.

Achieve Future RegistrationHTH is not using Production and hence not using this clean up.

Production Journal clean upHTH is not using Production and hence not using this clean up.

Production orders clean upHTH is not using Production and hence not using this clean up.

Sales and MarketingDelete ordersHTH is not using this clean up in AX 2009.

Delete quotationHTH is not using this clean up in AX 2009.

Delete Return OrderHTH is not using this clean up in AX 2009.

Sales Update HistoryHTH is not using this clean up in AX 2009, but it is suggested to use it.

Call CentreDelete ordersThis is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.

Delete quotationThis is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.

Delete Return OrdersThis is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.

Sales Update history Clean upThis is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.

Sales order purgeThis is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.

Sysdatabaselog table

Batchjob history clean upHTH is already using this functionality in AX 2009.

TIS HistoryHTH is already using this functionality in AX 2009.

AlertsHTH is not using this, though it is recommended to use.

Clean up closed TAHTH is not using this in AX 2009.

DRS cleanupHTH is already using this in Ax 2009.

Smmtranslog table cleanupHTH is not using it in AX 2009

Test CasesActivityScenarioSample dataExpected Results

N.A

Client AcceptanceThe foregoing clearly states our understanding of our engagement with MicroChannel, and we hereby agree to the project scope, objectives, assumptions, task assignments and deadlines described herein. We understand that changes to the engagement details, as described in this document, will require a formal change order.We accept our responsibility to ensure that scope; resources and time are kept constant through the life cycle of the project, and our responsibility to ensure that our staff meets all the task deadlines. We understand that our failure to meet these responsibilities could result in an out of scope condition and adjustment of the overall project plan and deliverables, including the possibility of change orders or an entirely new project budget and timeline. HTH Programme ManagerRebecca HicksAgrees that all key areas/personnel were consulted from the relevant departments for this functional area and that requirements are in line with the solution scope.

Date:

HTH Project ManagerJames MerrillAgrees that all key areas/personnel were consulted from the relevant departments for this functional area and that requirements are in line with the solution scope.

Date:

HTH Functional Owner

Agrees that all that the identified Gaps are mandatory and aligned to the business strategy.

Date:

HTH Key User

Agrees that all operational requirements for the functional area are stated within the document.

Date:

HTH Business AnalystMatthew BainesAgrees that all operational requirements for the functional area are stated within the document and that the test cases .

Date:

MCS Programme Manager

Agrees that the document is in adherence of TSF and the solution within the agreed project scope.

Date:

MCS Project ManagerShekhar DiptimanAgrees that the document is in adherence of TSF and the solution within the agreed project scope.

Date:

MCS ConsultantMansi KashyapAgrees that any conflicting requirements are highlighted and resolved.

Date:

Exhibit 1: Acceptance

Yes

No

Decision

PredefinedProcess