Delete Old Transactions {FPMM-9}

This program Accumulates and Removes old transactions from the PM subsystem. The program will only remove transactions with a year and cycle older than the retain period of the subsystem definition of PM. The user can specify an "up to" year and cycle that is older than the year and cycle determined by the retain period.

It is strongly advised that the user not Accumulate and Remove old transaction for more than one cycle per run of this program. Start with the oldest year and cycle. Then do cycle by cycle up to the retain period.

It is also very important that the institution has the necessary backup e.g. paper copy of information in the system up to the year and cycle that this program is going to accumulate and remove transactions.

There is NO restore procedure once the transaction data is removed from the PM database.

Delete Old Transactions consists of :

Accumulate and Remove Old Transaction
Remove Code Structure in Bulk

The Accumulate and Remove Old Transaction executes the following actions.

Delete Requisitions and Orders Documents
Accumulate Stock
Delete Stock Movement Records
Delete Stock Documents (Issue, Returns, Stock Adjustments) GRV and Supplier Return
Accumulate Creditors
Delete Creditor Transactions

Remove Code Structure in Bulk executes the following actions.

Delete Inactive Creditor Definition
Delete General Item Definition
Delete Stock Items

This program will always have 7 output files. Section two will only use one file and the rest will display "The page cannot be found".

This report can be run for the following combinations or section separately.

Accumulate and Remove Old Transaction
Delete Inactive Creditor Definition
Delete Inactive General Item Definition
Delete Inactive Stock Items

Guidelines to validate the success of this program before and after this Delete Old Transaction program has been run:
There are many reports that can be run before and after. Those listed below are some of them. The user must ensure that their system is in balance after the Delete Old Transaction program has run.
Save the before and after reports. It can be very handy for reconciliation if there are any imbalances.

Accumulate and Remove Old Transaction
Delete Requisitions and Orders Documents
Run the Outstanding Commitment Report {FPMOR2-6} utilising the following parameters:

Detail
Option 3 Orders
Start Order Number 0
End Order Number ZZZZZZZZZZ
Include Option 3 Both
Financial Year (Your current PM financial year)
Financial Cycle 12
Select by Date Y
Option 1 Up to Latest Date
Latest Date (System Date minus 1 day, use the same date for the before and after report)
Outstanding but from the Previous Year N
Item Information as well N

Transaction Per Type {FPMOR2-21} Run this report with the following parameters:

Detail
Local Currency
Transaction Types All
Year (The year that has the data that will be accumulated and removed. If more than one year is involved, run the report for each year)
Start Cycle 1
End Cycle (The up to cycle that has the data that will be accumulated and removed)
Select Between Dates N
Account Types N
Subsystem All
Exception Report N

Run this report also for the cycle just after the Up To Cycle that has the data that will be accumulated and removed,
In this Transaction Type report use only the Requisition and Order Transaction Type information.
In the "After" Transaction Type Report there may be Requisition and Order transactions remaining for the "Up To" accumulated and removed year and cycle. Validate the Requisition and Orders for Item Detail Records in those documents where the Year and Cycle is greater that the up to accumulated and removed year and cycle. Should problems exist contact ITS.

Accumulate Stock
Delete Stock Movement Records
Delete Stock Documents, GRV and Supplier Return
For the above three actions run the following reports:
Total Stock Value Per Store {FPMOR4-5}. Run this report with the following parameters:

First Store Code 0,
Last Store Code ZZ,
First Section Code 0,
Last Section Code ZZ,
Select By Date,
Up To Which Date (System Date 23H59 minus 1 day, use the same date for the before and after report),
Prescribed Material Information N.
Transaction Per Item {FPMOR4-4}. Run this report with the following parameters:
Accumulation Date 01-JAN-1970,
Up To Which Date (The up to Date 23H59 plus 1 day that has the data that will be accumulated and removed),
Order Per Store,

All Stores and
All Items.

Transaction Per Type {FPMOR4-3} Run this report with the following parameters:

Detail,
Transaction Types All,
Year (The year that has the data that will be accumulated and removed. If more that one year is involved, run the report for each year),
Start Cycle 1,
End Cycle (The Up To Cycle that has the data that will be accumulated and removed. Run this report also for the cycle just after the Up To Cycle that has the data that will be accumulated and removed),
Select Between Dates N,
Select Between Stores N,
Subsystem All and
Exception Report N.

In the "after" Transaction Type Report, the cycle following the "Up To" cycle for which data was accumulated and removed, will now reflect the transaction type information for the accumulated transactions.

Accumulate Creditors
Delete Creditor Transactions
For the above three actions run the following reports.
Creditor Balances {FPMOR3-2} Run this report with the following parameters:

Option Creditor Code,
Start Creditor 0,
End Creditor 999999999,
Account Type N,
Option Both,
Year (Your current PM financial year),
Up To Cycle 12,
Select Up To Date Y,
Up To Date (System Date minus 1 day, use the same date for the before and after report),
Both Active and Non-active Creditors,
Excluding Zero Balances
Sort order 1.

Transaction Per Type {FPMOR3-3} Run this report with the following parameters:
Detail,

Transaction Types All,
Year (The year that has the data that will be accumulated and removed. If more that one year is involved, run the report for each year),
Start Cycle 1,
End Cycle (The Up To cycle that has the data that will be accumulated and removed. Run this report also for the cycle just after the Up To cycle that has the data that will be accumulated and removed),
Select Between Dates N,
Account Types N
Subsystem All
Exception Report N.

In the "after" Transaction Type Report, the cycle following the "up to" cycle for which data was accumulated and removed, will now reflect the transaction type information for the accumulated transactions.

Remove Code Structure in Bulk
Creditor Definition
Creditor Detail {FPMMR2-1} Run this report with the following parameters:

C - Creditors
Start Creditor Code All
Category All
Creditor Type All
Retain All
Non-Active
Payment Method All
Report for the Following: - Option 3 - Creditor List plus their Contact and Adress Info,
Sort Order A - 7.None
Sort Order B - 1. Creditor Code

If there is any non-active creditor code that must not be removed, set the creditor code active for the duration of this run.

General Item Definition
Item Detail {FPMMR2-22} Run this report with the following parameters:

Option 2 General Items
Option 11 Item Information
Item Code All
Non-active
Commodity Code All
Order Unit Code All
Issue Unit Code All
Order By 1

If there is any non-active general item code that must not be removed, set the general item code active for the duration of this run.

Stock Items
Run both of the following reports, although it is the same option.
Item Detail {FPMMR2-22} Run this report with the following parameters:

Option 1 Stock Items
Option 11 Item Information
Item Code All
Non-active
Commodity Code All
Order Unit Code All
Issue Unit Code All
Order By 1

If there is any non-active stock item code that must not be removed, set the stock item code active for the duration of this run.

Item Detail {FPMMR2-22} Run this report with the following parameters:

Option 1 Stock Items
Option 12 Store Item Information
Store Code All
Section Code All
Item Code All
Non-active
Commodity Code All
Order Unit Code All
Issue Unit Code All
Order By 1

If there is any non-active store item code that must not be removed, set the store item code active for the duration of this run.

The program will do the following validation:

If the choice is Accumulate Stock/Creditor Transactions.
If any validation errors exist, then the program will print the error on the first report and stop further processing.
The Selection Criteria Year and Cycle must be older than the retain period of PM on option {FCSM-2}.
All Transaction in the Remove Zone must be posted to GL and paid to the creditor.
Validation on Stock and Creditor Transaction Types

Stock Transaction Type to Debit Stock.

Must be Active

Subsystem equal to PM

Financial Field equal to J

Update Type equal to A

Event equal to SQ

Repeat Indicator equal to N

Credit/Debit equal to D

Credit Cost Centre must not be equal to null

Credit Account must not be equal to null

Stock Transaction Type to Credit Stock.

Must be Active

Subsystem equal to PM

Financial Field equal to J

Update Type equal to A

Event equal to SA

Repeat Indicator equal to N

Credit/Debit equal to C

Debit Cost Centre must not be equal to null

Debit Account must not be equal to null

Creditor Transaction Type to Debit Creditor.

Must be Active Subsystem equal to PM

Financial Field equal to J

Update Type equal to A

Event equal to PP

Repeat Indicator equal to N

Credit/Debit equal to D

Credit Cost Centre must not be equal to null

Credit Account must not be equal to null

Creditor Transaction Type to Credit Creditor.

Must be Active

Subsystem equal to PM

Financial Field equal to J

Update Type equal to A

Event equal to PC

Repeat Indicator equal to N

Credit/Debit equal to C

Debit Cost Centre must not be equal to null

Debit Account must not be equal to null

The Post to GL indicator of the 4 transaction types can be Y. The Delete Old Transaction program will ignore this value and will set the accumulated transaction as posted.
If the previous run of this Delete Old Transaction was not ended normally, then the next run will not continue and the client must contact ITS for assistance.

Delete Old Transactions Report - fngccc.pc

User Selection	Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
	Delete Old Transactions 1) Accumulate Stock/Creditor Transactions into Balance 2) Delete/Remove Code Structure in Bulk Your Choice is	N1
If Choice is 1
	Accumulate up to Year	N4
	Accumulate up to Cycle	N2
The following is very important. Users are advised to keep as many reports as possible of Accumulation period. PLEASE NOTE. DO NOT WORK ON THE SYSTEM WHILE THIS PROGRAM IS RUNNING
	Do you what to continue (Y/N)	A1	SAVE ALL 7 REPORT TO HARD DISK AND RETAIN BACKUP COPIES
If Choice is 2
	Select One of the following 1) Creditor Definition 2) General Item 3).Stock Item Your Choice Is:	A1	SAVE ALL 7 REPORT TO HARD DISK AND RETAIN BACKUP COPIES

Example: Phase 1 Requisitions & Orders

Example: Phase 2 - Accumulate Stock Movement

Example: Phase 3 - Deletion of Stock Movement

Example: Phase 4 - Delete Stock Transactions

Example: Phase 5 - Accumulate Creditor Transactions

Example: Phase 6 - Delete Creditor TransactionsAccumulate Stock Movement

Example: Delete Old Transactions

Example: Delete Stock Items

Processing Rules
Delete Old Transactions consists of : Accumulate and Remove Old Transaction Remove Code Structure in Bulk The Accumulate and Remove Old Transaction executes the following actions. Delete Requisitions and Orders Documents Deletes web requests (FGUWRD,FGVWRI, FGWWRF Deletes Quotes (FNIRIQ) Deletes documents types I & R (FOYROD,FNGRIT, FNHRID, FNFRCI, FOZRCR,FEVMOV,FNKRRD) Accumulate Stock Inserts a type TK document and stock accumulation record into stock movement tables Delete Stock Movement Records Delete stock movement records (FEVMOV) Delete Stock Documents (Issue, Returns, Stock Adjustments) GRV and Supplier Return Deletes documents types starting with G,S,T (FOYROD,FNGRIT, FNHRID, FOZRCR) Accumulate Creditors Insert accumulation transactions Delete Creditor Transactions Deletye Creditor TRansaction (FQFRID,FQEIID, FQDICI,FQCICD) Remove Code Structure in Bulk executes the following actions. Delete Inactive Creditor Definition Delete General Item Definition Delete Stock Items .

Processing
Rules

Delete Old Transactions consists of :

Accumulate and Remove Old Transaction
Remove Code Structure in Bulk

The Accumulate and Remove Old Transaction executes the following actions.

Delete Requisitions and Orders Documents

Deletes web requests (FGUWRD,FGVWRI, FGWWRF
Deletes Quotes (FNIRIQ)
Deletes documents types I & R (FOYROD,FNGRIT, FNHRID, FNFRCI, FOZRCR,FEVMOV,FNKRRD)

Accumulate Stock

Inserts a type TK document and stock accumulation record into stock movement tables

Delete Stock Movement Records

Delete stock movement records (FEVMOV)

Delete Stock Documents (Issue, Returns, Stock Adjustments) GRV and Supplier Return

Deletes documents types starting with G,S,T (FOYROD,FNGRIT, FNHRID, FOZRCR)

Accumulate Creditors

Insert accumulation transactions

Delete Creditor Transactions

Deletye Creditor TRansaction (FQFRID,FQEIID, FQDICI,FQCICD)

Remove Code Structure in Bulk executes the following actions.

Delete Inactive Creditor Definition
Delete General Item Definition
Delete Stock Items

History of Changes

Date	System Version	By Whom	Job	Description
02-Aug-2010	v01.0.0.1	Marchand Hildebrand	f168733	New manual format.
04-Apr-2012	v03.0.0.0	Raymond Schoonraad	t172442	Remove FNCRGN from list of tables deleted for Document type I & R.