PURGE ASSET/TEMPLATE CHANGE HISTORY

Use this screen to delete change history transactions from the Asset Change Audit Log table or the Template Change Audit Log table, as applicable.

You can either purge Asset Master record changes from the Asset Change Audit Log (ASSET_AUDIT_LOG) table or you can purge Asset Template record changes from the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table. You must run each type of purge (Asset or Template) separately from this screen. For the selected purge type (Asset or Template), you can purge history data for all changes or for a specific database field, a specific user-defined field type, or a specific user-defined field label.

You must first select the Asset Change Audit Log or the Template Change Audit Log data type for which the purge will run. If the purge will run against the Asset Change Audit Log, you will select asset/item numbers for the purge. If the purge will run against the Template Change Audit Log, you will select template/revision numbers for the purge.

You must also choose whether to purge transactions related to a specific user-defined field type, a specific user-defined field label, a specific database field, or for all database fields, including the user-defined fields. Use Lookup to choose a specific database column name, a specific user-defined field type, or a specific user-defined field label, as applicable.

Regardless of the data type selected for the purge, you can also select a user ID and a range of change dates. In addition, you can print a list of change history transactions that will be purged once you click the Execute on the menu bar. This list is virtually a "data dump," and there are no specific report options. Note that you can use the Print Asset/Template Change History Report before the purge to print data from the Asset Change History and Template Change History tables with multiple selection criteria.

As a result of the number of source screens from which change history data can be captured, the Change History tables can potentially contain a very large number of records.

Once data is written to the Asset Change Audit Log (ASSET_AUDIT_LOG) table or the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table, you can view the data on the View Asset Change History screen or the View Template Change History screen. You can also view the change history data from these tables by printing the Change History report.

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. You cannot perform global changes to data fields in either Asset Master or Asset Template records while this purge is in process.

This purge deletes data only from the Asset Change Audit Log (ASSET_AUDIT_LOG) table or the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table, as applicable.

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 change history records 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. It tells you that not all accounting periods within the selected range have been closed. It asks 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.

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.

Options

Select Data Type for Purge

Use the following fields to select the type of data purge. You can purge the Asset Change History data or the Template Change History data.

Asset Change History

Select this option to purge Asset Change History data from the ASSET_AUDIT_LOG table.

Template Change History

Select this option to purge Template Change History data from the FA_TMPLT_AUDIT_LOG table.

Purge with open accounting periods

Select this check box to continue the purge process even if there is an accounting period within the selected range that is open.

Select Ranges

Asset/Item Numbers

The following fields are available if you select the Asset Change History option in the Select Data Type for Purge group box.

Use the following fields to select the asset/item number(s) from which to purge change history data.

Option

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 number for which data do not exist in the Asset Change History (ASSET_AUDIT_LOG) table.

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 selected range Option. Because this is a standard Lookup to the ASSET table, you may find that you have selected an item number for which data do not exist in the Asset Change History (ASSET_AUDIT_LOG) table.

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

Template/Rev Numbers

The following fields are available only if you select the Template Change History option in the Select Data Type for Purge group box.

Use the following fields to select the template/revision number(s) from which to purge change history data.

The Template No field, together with the Rev No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up templates. If you have created a template number for which one or more associated revision numbers has also been created as part of the identifier, however, then you must enter the revision number along with the template number to ensure that the property records will be included in the selection criteria.

Option

Start—Template No/Rev No

Enter, or click

to select, the beginning template/revision number for the selected range Option. Because this is a standard Lookup to the FA_TEMPLATE table, you may find that you have selected a template/revision number for which data do not exist in the Template Change History (FA_TMPLT_AUDIT_LOG) table.

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

End—Template No/Rev No

Enter, or click

to select, the ending template/revision number for the selected range Option. Because this is a standard Lookup to the FA_TEMPLATE table, you may find that you have selected a template/revision number for which data do not exist in the Template Change History (FA_TMPLT_AUDIT_LOG) table.

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

Database Column Name

If you leave this field blank, the purge will include change history data for all database column names that meet your other selection criteria.

To purge change history transactions for a specific database column, enter, or click

to select, the name of the database column from which you want to purge change history data.

Because this is a standard Lookup to the Field/Column Names/Active Flags (S_FA_DB_COL_DEF) table, you may find that you have selected a database column name for which change history data do not exist in the Asset Change Audit Log or Template Change Audit Log table.

User-Defined Label

If you leave this field blank, the purge will include change history data for all user-defined data types that meet your other selection criteria.

To purge change history transactions for a specific user-defined data type, enter, or click

to select, the type in the Database Column Name field.

Because this is a standard lookup to the User-Defined Field Labels (UDEF_LBL) table, you may find that you have selected a user-defined label for which change history data do not exist in the Asset Change Audit Log or Template Change Audit Log table.

Alternately, if you selected User-Defined Validated Text in the Database Column Name field, you can enter, or click

to select, a specific user-defined label from the system that displays all labels of the type User-Defined Validated Text.

Alternately, if you selected User-Defined Text Fields in the Database Column Name field, you can enter, or click

to select, a specific user-defined label from the system that displays all labels of the type User-Defined Text Fields.

Alternately, if you selected User-Defined Date Fields in the Database Column Name field, you can enter, or click

to select, a specific user-defined label from the system that displays all labels of the type User-Defined Date Fields.

Alternately, if you selected User-Defined Amount Fields for the Database Column Name field, you can enter, or click

to select, a specific user-defined label from the system that displays all labels of the type User-Defined Amount Fields.

User ID

If you leave this field blank, the purge will include data for all user IDs that meet your other selection criteria.

To purge change history transactions for a specific user ID, enter, or click

to select, the desired user ID in this field.

Because this is a standard Lookup to the USER_ID table, you may find that you have selected a user ID for which change history data do not exist in the table.

Change Dates

Use the following fields to select the change date(s) from which to purge change history data.

Option

The system does not validate dates entered in these fields against existing dates in the change history tables. You may find that you have selected change dates for which data do not exist in the table.

Start

Enter, or click

to select, the beginning change date for the selected range Option.

If you select All or From Beginning in the Option field, this field will not be available.

End

Enter, or click

to select, the ending change date for the selected range Option.

If you select All, One, or To End in the Option field, this field will not be available.

Transaction Time Periods

Use the following fields to select the time period(s) from which to purge change history data.

Change history data cannot be purged for the "current" Fiscal Year and period, which display on the Configure Posting Settings screen. The Fiscal Year and period selection(s) must be for a time period before the current period data indicated on the Configure Posting Settings screen.

Option

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 Costpoint General Ledger should always match those set up in Costpoint Fixed Assets on the Manage Fixed Assets Fiscal Years screen. Because the display in the Fiscal Year field Lookup is a standard Lookup to the Fiscal Year table, you may find that you have selected a fiscal year for which change history 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 Period field Lookup displays 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 field Lookup is a standard Lookup to the ACCTING_PD table, you may find that you have selected a period for which change history 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 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 range option.

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

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. To copy, open the record you want to copy, and the elect Copy Record in the File menu or press CTRL+E. Enter the new Parameter ID and edit the record s as needed. 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.

F/A Asset/Template Change History Report

Click the

drop-down and select F/A Asset Template Change History Report to print a list of records to purge.

Purge F/A Asset Template Change History

Click the

drop-down and select Purge F/A Asset Template Change History to begin the purge process. 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 Asset Template Change History

Click the

drop-down and select Print/Purge F/A Asset Template Change History to print the F/A Asset/Template Change History purge list and then begin the purge process. Once printing has been completed, the purge process will follow and there will not be an opportunity to review the report prior to the purge process.