Purging and archiving allocation run records

These tables show how allocation run records are archived or permanently purged based on whether the archive feature is enabled:
Table 1. Archive feature is enabled
Purge process Description Prerequisite Eligible records
Archiving

This moves allocation run records from the database into archive storage. Archived records can still be viewed or restored.

See View and restore the archived data

 The Purge Cut Off Date is specified in the Finance Enterprise Group (FEG).

The Archive feature is enabled. See Setting up the archive feature.

Allocation run records that:

  • Have a posting date on or before the Purge Cut Off Date
  • Are not in Journalized or Interfaced status, unless Include Journalized Runs or Include Interfaced Runs is selected
  • Are not associated with a running or failed async job.
Purging data from allocation run records archive

This permanently deletes archived allocation run records from the archive.

When purged, the records can no longer be viewed or restored.
  • The Purge From Archive Cut Off Date is specified in the Finance Enterprise Group (FEG);
  • The Archive feature is enabled. See Setting up the archive feature.

Archived allocation run records exist.

All archived allocation runs records with a posting date on or before the Purge From Archive Cut Off Date are purged.

See Purging data from allocation run records archive.
Table 2. Archive feature is disabled
Purge process Description Prerequisite Eligible records
Purging

This permanently deletes allocation run records from the database.

When purged, the records can no longer be viewed or restored.

The Purge Cut Off Date is specified in the Finance Enterprise Group (FEG).

The Archive feature is disabled. See Setting up the archive feature.

Allocation run records that:

  • Have a posting date on or before the Purge Cut Off Date
  • Are not in Journalized or Interfaced status, unless Include Journalized Runs or Include Interfaced Runs is selected
  • Are not associated with a running or failed async job

Archiving allocation run records

This option is available when the Archive feature is enabled. Use this procedure to archive allocation run records with posting dates on or before the Purge Cutoff Date. Archived records can be viewed or restored as needed. For more information, see View and restore the archived data.

Before you proceed you must ensure that you have configured these options:

  • The Purge Cut Off Date is specified in the Finance Enterprise Group (FEG).
  • The Archive feature is enabled. See the Setting up the archive feature.
  • There are no allocation runs with running or failed async jobs that have a posting date on or before the Purge Cut Off Date.
  1. Select Application Administration > Financials > Global Ledger > Utilities.
  2. On the Others panel, select Purge > Purge Allocation Run Records.
  3. Specify this information:
    Finance Enterprise Group
    This defaults to the FEG from which allocation run records will be purged.
    Purge Cut Off Date
    The default value is the purge cutoff date defined on the Finance Enterprise Group.
    Include Journalized Runs
    Select this option to include journalized allocation runs. If this option is not selected, journalized runs are excluded from the archive process.
    Include Interfaced Runs
    Optionally, select this check box to include allocation runs that have been interfaced as change request to budgets.
    Purge Option
    Select Report Only to generate a notification showing the number of allocation runs eligible for archiving without archiving any records.

    Select Purge Records to archive allocation run records with posting date on or before the Purge Cut Off Date.

  4. Click Submit.

Purging allocation run records

This option is available when the Archive feature is disabled. Use this procedure to permanently purge allocation run records with posting dates on or before the Purge Cut Off Date. Purged records cannot be viewed or restored.

Before you proceed you must ensure that you have configured these options:

  • The Purge Cut Off Date is specified in the Finance Enterprise Group (FEG).
  • The Archive feature is disabled.
  • There are no allocation runs with running or failed async jobs that have a posting date on or before the Purge Cut Off Date.
  1. Select Application Administration > Financials > Global Ledger > Utilities.
  2. On the Others panel, select Purge > Purge Allocation Run Records.
  3. Specify this information:
    Finance Enterprise Group
    This defaults to the FEG from which allocation run records will be purged.
    Purge Cut Off Date
    The default value is the purge cutoff date defined on the Finance Enterprise Group.
    Include Journalized Runs
    Optionally, select this check box to include allocation runs that have been journalized.
    Include Interfaced Runs
    Optionally, select this check box to include allocation runs that have been interfaced as change request to budgets.
    Purge Option
    Select Report Only to generate a notification showing the number of allocation runs eligible for purge, without purging any records.

    Select Purge Records to permanently purge allocation run records with posting dates on or before the Purge Cut Off Date. Purged records can no longer be viewed or restored.

  4. Click Submit.