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Contents of the Purge Posted Transactions Detail Screen

Use the fields and options to configure the Purge Posted Transactions Detail screen.

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, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
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 on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on 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 on 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.

Field Description
Option

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

  • All
  • One
  • Range
  • From Beginning
  • 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.

Field Description
Option

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

  • All
  • One
  • Range
  • From Beginning
  • To End
Note: 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.

Field Description
Option

Select a 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 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

Field Description
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:

  • Fiscal Year
  • Period
  • Post sequence number
  • Transaction Type (depreciation (DEPR), disposal (DISP), and so on)
  • Account
  • Organization
  • Project
  • Asset/item number
  • Posted amount

You should retain the report after the purge is completed, because it is the only audit trail available for this process.

Note: 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.