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:
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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.
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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.
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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").
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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.
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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.
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.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Transaction Time Periods
Use the following fields to select the time period(s) from which to purge posted depreciation, disposal, and/or transfer detail transactions.
The Fiscal Year field Lookup displays 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 Lookup is a standard Lookup to the Fiscal Year table, you may find that you have selected a fiscal year for which data does not exist in the FA_POSTING_DETL table or does not meet your other selection criteria. In this event, the data you expect to purge may not be selected.
The Period field Lookup 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 Costpoint General Ledger should always match those set up in Costpoint Fixed Assets Manage Fixed Assets Accounting Periods screen. Because the display in the Period field 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_POSTING_DETL table or does not meet your other selection criteria. In this event, the data you expect to purge may not be selected.
Option
Select a range option from the drop-down list. The available options are:
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All
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One
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Range
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From Beginning
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To End
If you want to limit the purge to a range of posting sequence numbers, select only one fiscal year and period from this group box.
Start—Fiscal Year/Period
Enter, or click 
to select, the beginning fiscal year and period for the selected range Option.
If you select All or From Beginning in the Option field, these fields will be inactive.
End—Fiscal Year/Period
Enter, or click to select, the ending fiscal year and period for the selected range Option.
If you select All, One, or To End in the Option field, these fields will be inactive.
Post Sequence Numbers
Use the following fields to select the post sequence number(s) from which to purge posted depreciation, disposal, and transfer detail transactions.
Option
Select a range option from the drop-down list. The available options are:
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All
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One
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Range
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From Beginning
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To End
The system assigns the same posting sequence number to all entries posted in the same session. If you want to limit the purge to a range of posting sequence numbers, select only one fiscal year and period in Transaction Time Periods.
Posting sequence numbers are re-numbered at the beginning of each period, so if you run the purge for a range of periods and a specific sequence number, all entries assigned to that sequence number in all of the selected periods will be purged. For example, if you select periods 1-4 and sequence number 3, all entries in periods 1-4 that have been assigned sequence number 3 will be purged.
Start
Enter the beginning post sequence number for the selected range Option.
If you select All or From Beginning in the Option field, this field will not be available.
End
Enter the ending post sequence number for the selected range Option.
If you select All, One, or To End in the Option field, this field will not be available.
Asset/Item Numbers
Use the following fields to select the asset/item number(s) from which to purge posted depreciation and disposal detail transactions. If you enter an asset number, you must also enter a corresponding item number.
Option
Select a range option from the drop-down list. The available options are:
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All
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One
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Range
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From Beginning
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To End
Start—Asset No/Item No
Enter, or click to select, the beginning asset/item number for the selected range Option. Because this is a standard lookup to the ASSET table, you may find that you have selected an asset/item 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 not be available.
End—Asset No/Item No
Enter, or click to select, the ending asset/item number for the range Option. Because this is a standard lookup to the ASSET table, you may find that you have selected an asset/item number from 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.
Options
Purge with open accounting periods
Select this check box to continue with the purge process even if your selection contains open accounting period(s).
Purge F/A Posted Transactions Detail Report (under the Print icon)
Click the 
drop-down and select Purge F/A Posted Transactions Detail Report to print a list of all posted depreciation and disposal transactions selected for deletion.
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 report includes the following data for each transaction:
You should retain the report after the purge is completed, because it is the only audit trail available for this process.
If you are printing from saved parameters and want to run a slightly different process, you can use the function Copy Record to copy the parameters and make minor changes to them without changing your saved parameters. Select Copy Record in the File menu or press CTRL+E. On the copied record, enter the new Parameter ID and edit the other fields as needed. You can save your sort options and selection criteria for this process with or without printing. After making your selections, click the Save button on the toolbar or Save in the File menu. Later, you can run 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.
Purge F/A Posted Transactions Detail (under the Action icon)
Click 
drop-down and select Purge F/A Posted Transactions Detail to initiate the purge process for the records selected for deletion.
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.
Print/Purge F/A Posted Transactions Detail
Click drop-down and select Print/Purge F/A Posted Transactions Detail to initiate the print process for the selected records for deletion. The purge process will follow after printing.
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.