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Contents of the Purge Asset/Template Change History Screen

Use the fields and options to configure the Purge Asset/Template Change History 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.

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.

Field Description
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.

If you enter an asset number, you must also enter a corresponding item number.

Field Description
Option

Select the 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 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.

Note: 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.
Field Description
Option

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

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

When you enter data in this field, specific selection rules apply as follows:

  • If you have specified a database column name that is not a user-defined field, the system will purge all change history data for that database column within the scope of your other selection criteria.
  • If you have selected User-Defined Validated Text for this field and you leave the User-Defined Label field blank, the system will purge all user-defined validated text change history data for all user-defined validated text labels, within the scope of your other selection criteria.
  • If you have selected User-Defined Text Fields for this field and you leave the User-Defined Label field blank, the system will purge all user-defined text change history data for all user-defined text labels, within the scope of your other selection criteria.
  • If you have selected User-Defined Date Fields for this field and you leave the User-Defined Label field blank, the system will purge all user-defined date change history data for all user-defined date labels, within the scope of your other selection criteria.
  • If you have selected User-Defined Amount Fields for this field and you leave the User-Defined Label field blank, the system will purge all user-defined amount change history data for all user-defined amount labels, within the scope of your other selection criteria.

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.

When you enter data in this field, specific selection rules apply as follows:

  • If you selected User-Defined Validated Text in the Database Column Name field and you leave this field blank, the system will purge all user-defined validated text change history data for all user-defined validated text labels, within the scope of your other selection criteria.

    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.

  • If you selected User-Defined Text Fields in the Database Column Name field and you leave this field blank, the system will purge all user-defined validated text change history data for all user-defined text labels, within the scope of your other selection criteria.

    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.

  • If you selected User-Defined Date Fields in the Database Column Name field and you leave this field blank, the system will purge all user-defined validated date change history data for all user-defined date labels, within the scope of your other selection criteria.

    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.

  • If you selected User-Defined Amount Fields for the Database Column Name field and you leave this field blank, the system will purge all user-defined validated numeric change history data for all user-defined numeric labels, within the scope of your other selection criteria.

    Alternately, if you selected User-Defined Amount Fields for the field, you can enter, or  click to select, a specific user-defined label from the system that displays all labels of the typeDatabase Column Name 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.

Field Description
Option

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

  • All
  • One
  • Range
  • From Beginning
  • To End

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.

Field Description
Option

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

  • All
  • One
  • Range
  • From Beginning
  • To End

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.

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. 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.