PURGE ALL ASSET INFORMATION

Use this screen to purge Asset Master records and all additional records within Costpoint Fixed Assets tables that use the referenced asset/item number in the key. This purge automatically deletes records from the following screens/tables, within the range(s) of your selection parameters:

In addition, records that are written to the following tables during system computations and processes are deleted from these tables during the purge process:

You can purge the data for any number of asset/item numbers, asset accounts, organizations, and/or projects. You can also purge by acquisition or disposal time periods, and you can select any number of acquisition or disposal fiscal years/periods, as applicable.

You can purge only fully depreciated assets and purge data selectively for active records, inactive records, disposals, depreciable records, and/or non-depreciable records.

Finally, you can print a list of the selected assets that will be purged once you click from the menu bar. This list is virtually a "data dump," and there are no specific report options.

Records found in the following additional screens/tables will constitute an error condition that halts the purge process before any records are deleted:

If you use other books and you have one or more entries in the FA_DISP_EDIT table, you should perform the purge after you have posted all disposals and after you have closed the current Fixed Assets accounting period to avoid the display of misleading/unnecessary error messages.

The existence of unposted records for Book 1 also constitutes an "error" condition that halts the purge process before any record is deleted. The system automatically generates an Error List.

The system prints either the Purge List or the Error List, but not both. The purge process is an "all-or-nothing" process; the system will not perform a partial purge (by deleting table rows for assets with no "errors" and rejecting other rows).

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen.

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table data, you should first verify that you do not need to retain this data in the system for future audits or for historical reference purposes.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, always perform a reliable backup.

Following your company procedures, first identify which asset/item numbers, asset account/ organization/project parameters, and fiscal year/period records should be included in the selection parameters.

Although you can run this purge 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. A warning message may appear if not all accounting periods within your selected range for the purge have been closed. 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. You cannot perform a purge for records for which the fiscal year/accounting period is equal to the "current" FY and period, which displays on the Configure Posting Settings screen. You must select the FY and period for a time period before the current period data indicated on the Configure Posting Settings screen.

Location

Options

Purge By

Use this group box to select the type of time period(s) and the range option selections to specify the time period(s). You can purge by Acquisition Fiscal Year/Period (Acquisition FY/Pd) or by Disposal Fiscal Year/Period (Disposal FY/Pd).

Regardless of your selection, you cannot purge asset history data for the "current" FY and period, which displays on the Configure Posting Settings screen. You must make the FY and period selection(s), whether acquisition or disposal, for a time period before the current period data indicated on the Configure Posting Settings screen.

Acquisition FY/Pd

Select this option to select time periods by acquisition fiscal year and period.

Disposal FY/Pd

Select this option to select time periods by disposal fiscal year and period.

Purge Option

Fully-Depreciated Assets Only

Select this check box to purge only fully depreciated assets within the limits of your other purge selection criteria.

Fully depreciated assets are those in which, for each book, the accumulated depreciation amount is equal to the amount to depreciate. In this circumstance:

• If you have not assigned salvage value, the book value should equal 0.

• If you have assigned salvage value, the book value should equal the salvage value.

Purge with open accounting periods

Select this check box to continue the purge process even if accounting periods in the Time Period Option Range are open.

Select Record Status

Use this group box to choose the record status type(s) to include in your purge. You can purge data for active records, inactive records, and/or disposals. You must select at least one check box in this group box.

Active Records

Select this check box to include active records in your purge selection criteria.

Inactive Records

Select this check box to include inactive records in your purge selection criteria.

Disposals

Select this check box to include disposals in your purge selection criteria.

Select Depreciation Status

Depreciable

Select this check box to include depreciable records in your purge selection criteria.

Non-Depreciable

Select this check box to include non-depreciable records in your purge selection criteria.

Selection Ranges

Asset Accounts

Use the following fields to select asset accounts from which asset records should be purged. Asset account data specifies "ownership" and is required for all Asset Master records.

Option

Select a range option from the drop-down list. The available options are:

• All

• One

• Range

• From Beginning

• To End

Because Lookup for the Start and End fields for asset accounts is a standard Lookup to the ACCT table, you may find that you have selected an account for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" account for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select, the ending asset "ownership" account for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Organizations

Use the fields in this optional group box to select asset organizations from which asset records should be purged. Asset organization data specifies "ownership" and is required for all Asset Master records.

Option

Select the range option from the drop-down list. The available options are:

• All

• One

• Range

• From Beginning

• To End

Because Lookup for the Start and End fields for asset organizations is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" organization for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select,  the ending asset "ownership" organization for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Projects

Use the following fields to select asset projects from which asset records should be purged. Asset project data specifies "ownership" and is optional for all Asset Master records.

Option

Select the range option from the drop-down list. The available options are:

• All

• One

• Range

• From Beginning

• To End

Because Lookup for the Start and End fields for asset projects is a standard Lookup to the PROJ table, you may find that you have selected a project for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" project for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select, the ending asset "ownership" project for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Acq Time Periods

Use the following fields to select the range option for the time periods (Acquisition FY/Pd or by Disposal FY/Pd).

Regardless of your selection, you cannot purge asset history data for the "current" FY and period, which displays on the Configure Posting Settings screen. You must make the FY and period selection(s), whether acquisition or disposal, for a time period before the current period data indicated on the Configure Posting Settings screen.

Option

Select the range option from the drop-down list. The available options are:

• All

• One

• Range

• From Beginning

• To End

The Lookup for the Fiscal Year fields display only those fiscal years already set up on the Manage Fiscal Years screen in Costpoint General Ledger. Fiscal years set up in the General Ledger should always match those set up in Fixed Assets on the Manage Fixed Assets Fiscal Years screen. Because the display in the Fiscal Year fields is a standard Lookup to the Fiscal Year table, you may find that you have selected a fiscal year for which data do not exist or do not meet your other selection criteria. In this event, the data you expect to purge may not be selected.

The Lookup for the Period fields display only those accounting periods already set up on the Manage Accounting Periods screen in Costpoint General Ledger for the fiscal year specified in the Fiscal Year field. Accounting periods set up in the General Ledger should always match those set up in Costpoint Fixed Assets on the Manage Fixed Assets Accounting Periods screen. Because the display in the Period fields is a standard Lookup to the ACCTING_PD table, you may find that you have selected a period for which data do not exist or do not meet your other selection criteria. In this event, the data you expect to purge may not be selected.

Start—Fiscal Year/Period

Enter, or click to select, the beginning fiscal year and period for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End—Fiscal Year/Period

Enter, or click to select,  the ending fiscal year and period for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset/Item Numbers

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.

Option

Select the range option from the drop-down list. The available options are:

• All

• One

• Range

• From Beginning

• To End

Start—Asset No/Item No

Enter, or click to select, the beginning asset/item number for the Option selected. Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset number from the Lookup that does not meet your other selection criteria.

If you select All or From Beginning in the Option field, these fields will be inactive.

End—Asset No/Item No

Enter, or click to select, the ending asset/item number for the Option selected. Because this is a standard Lookup to the ASSET table, you may find that you have selected an item number in the Lookup that does not meet your other selection criteria.

If you select All, One, or To End in the Option field, these fields will be inactive.

Purge All Fixed Assets Info (under the Print command)

Click to print a list of records to purge.

Purge All Fixed Assets Info

Click and select Purge All Fixed Assets Info to initiate the purge process for the selected records.

Print/Purge All Fixed Assets Info

Click and select Print/Purge All Fixed Assets Info to initiate the print process. The purge process will follow after printing.

• Table Information

  The purge process deletes data from the following tables within the parameter(s) of your selection criteria:

  • ASSET

  • ASSET_OTHER_INFO

  • ASSET_OTH_BK_DEPR

  • ASSET_BOOKS_DISP

  • GENL_UDEF

  • ASSET_AUDIT_LOG

  • FA_TRACKING

  • FA_POSTING_DETL

  • FA_DEPR_HS

  • FA_PRJTD_DEPR_EXP

  • FA_PRJTD_DISP