SA Data Archive General Ledger Report ranges and options

Ranges

Note: If you specify a journal number range, the Archive Date option is ignored. If you specify a range and an archive date, an Invalid Period message is included on the report.

Options

Archive Date

The date in this option minus the value from the Number of Days to Keep field is the last date that the data is retained. Any data that is older and meets the deletion criteria is archived or purged.

The default value of **/**/** represents the current date. If you set up parameters for a stored report, leave the default value so the report reflects the current date when it is generated.

Specify -1 to -7 to go back up to 7 days. For example, if you specify **/-7/**, then the current date less 7 days is used for the date.

(A)rchive and Purge, or (P)urge Only

Specify A to save the selected transactions to disk or tape and then delete those transactions from the database.

Specify P to delete the selected transactions without first saving them to disk or tape. Use this method with extreme caution. If information is not archived, you cannot restore the information.

Print Detail for Transactions?

Select Yes to print the primary key data for each record that is archived or purged. This could produce a lengthy report.

Select No to print only a summary of the file name and number of transactions archived or deleted.

Tape Command (Shell Script File Name)

Specify a shell script file name for archiving. It will be executed as a UNIX shell script to copy the archive file to another directory or to save it to off-line media.

/rd/opsys folder in the RD_HOME directory of your system files. Set up this script with the correct UNIX read and execute security for the operator that performs the archive function. The tape command script is the name of a script that resides in the

During the archive process, .sh is appended to the name that you specify in this field. For example, if you specify archive94 as the shell script file name, the /RD_HOME/rd/opsys/archive94.sh script is initiated. The script should contain a single UNIX command directing the output to an appropriate tape device on your system, for example, | cpio -ocuvB > /dev/rmt0.

If you do not enter a shell script file name, the archive file is archive.xxx, where xxx equals the last three characters of the archive function acronym. For example, archive.ddo for orders. This file name is added to the directory name. The directory name is the directory in the Print field in SA Company Setup-Required for UNIX systems.

Command Type-(F)ile or (D)irect

Specify F to use the Tape Command value to archive data to the system file.

Specify D to archive directly to a tape device.

Number of Days to Keep Event Trans

Specify the number of days to subtract from the archive date to use as an endpoint for selecting records. For example, if the archive date is 07/01/20 and the number of days to keep is 120, records from 03/02/20 through 06/30/20 are kept. Records before 03/02/20 are archived.

If this field is zero or blank, no records are archived or purged.

Consolidate by (A)cct, (D)t, (J)rnl, (N)one

If the number of days to keep is not blank or zero, the transaction files are archived or purged. Use this option to summarize the General Ledger transaction history by account, date, journal, or none.

If you specify a value other than (N)one, a General Ledger journal opens to post the consolidated information. This archive journal is posted with the current date. The reference on the transactions is Archive (Specify the number of years of General Ledger records to keep. This value is subtracted from the current year to determine which records can be archived or purged.Current Date). You can print the archive journal in GL Journal Print Entry, but the debits and credits will not balance. All previous General Ledger transaction detail is deleted to condense the number of transactions, but the history is not entirely removed. For each GL Transaction Entry record that is archived or purged, the associated GL Journal Inquiry extended reference record is archived or purged.

Specify A to total all General Ledger transactions. One debit and one credit transaction is created per General Ledger account code per period.

Specify D to total the General Ledger transactions by General Ledger account code and General Ledger posting date. One debit and one credit transaction is created per account code per posting day.

Specify J to total the General Ledger transactions by General Ledger account code and General Ledger posting date. One debit and one credit transaction is created per account code per journal number.

Specify NSpecify the number of years of General Ledger records to keep. This to process General Ledger transactions, based on the Archive and Purge, or Purge Only option.

After you consolidate archived General Ledger transactions, the ability to print detail journals is affected. The detail information is unavailable for the time period that is selected for archiving.

Note: The output of the SA Data Archive General Ledger Report includes this information:

The number of transactions that were consolidated
The number of postings that were made to consolidate the archived or purged data

These numbers can be the same. Suppose you have only one posting in 0199 to account number 100. If you consolidate by account, one transaction is consolidated and one posting is made to consolidate it.

Years of G/L Account Records to Keep

Specify the number of years of records to keep. This value is subtracted from the current year. Records from the resulting year through the current year are kept.

For example, if the current year is 2020 and you specify 2 for this option, the account records for 2018 through 2020 are kept. The account records for 2017 and older are archived or purged.

The GL Transaction Entry and GL Journal Inquiry extended reference records that are associated with the account records are also archived or purged. All current year data remains intact.

If you archive after running the GL Administrator Year End Report, the current fiscal year is incremented by one. To keep the account records from the year that you closed and the previous year, specify 2 for this option.

Note: The posting date is the date that determines which transactions to purge. If you back-posted any GL records and did not change the posting period to match the posting date, the GL records are not purged. For example, if a back-posting was made on January 1, and the posting date is July 31, the account is not purged.