Archiving Transactions

This chapter provides an overview of the data types available for archiving and an overview of archive objects definitions, PSQuery objects, and template objects and discusses how to:

• Archive data.

• Restore archived data.

See Also

Enterprise PeopleTools PeopleBook: Data Management, “Using PeopleSoft Data Archive Manager”

Understanding Data Types Available for Archiving

This section discusses:

• Archiving general overview.

• Archiving business process.

• Archiving business rules.

Archiving General Overview

In Payables, you use the PeopleTools Data Archive Manager to archive payments, vouchers, and vendors. This process removes them from the production transaction tables, yet keeps them online in history tables where they are available for queries and reporting. Removing them from your production tables helps maintain speedy daily processing activities, while still retaining online access to information.

In addition, you can generate archived reports that provide the necessary tracking information for your regulatory agencies. Remember that the data stays available if you need to reload it for an audit.

To archive data in Payables, you’ll complete the same procedures for payments, vouchers, and vendors. Payments that are cleared or canceled must be archived to history tables and deleted from the transaction tables before you can begin to archive the related vouchers. Likewise, before you can archive vendors, completely processed vouchers or closed vouchers must be archived to history tables and deleted from the transaction tables.

When you archive, you first move transactions out of the main online tables into online history tables where you can still query them for information about the transactions. Later, when you no longer need to reference those transactions, you can use third-party database utilities to move them to flat files and delete them completely from the online system.

Note. We recommend that you use unique run control IDs for each archive process. That is, have separate run control IDs for payment archive, voucher archive, and vendor archive.

When you archive your transactions, you'll need to select a batch ID. Batch IDs provide a method of identifying a group of transactions during the archiving process, and are automatically assigned by the system. The combination of batch ID and archive date specified during archive selection is then used as the key when you run the selection report, rollback, and deletion processes, and when you perform audits.

Archiving Business Process

The following procedures provide an overview of the archiving procedure in Payables.

Archive transactions as follows:

1. Run the payment, voucher, or vendor archive selection process.

   Based on the template and query you select, this process flags selected transactions for archival.

2. Run the payment, voucher, or vendor archive selection report.

   This report lists all the selected data, so you can verify that you’re archiving the correct transactions. You’ll probably want to run this report every time you run a payment, voucher, or vendor archive request.

3. Run the payment, voucher, or vendor archive rollback process.

   If the report reveals that you have selected the wrong set of data, you can run a rollback process. This clears the records, enabling you to rerun the archive selection process with different parameters.

4. Run the payment, voucher, or vendor archive delete process.

   This removes the records from the transaction tables.

Archiving Business Rules

This section discusses the following Payables archiving business rules:

• Payment archival business rules.

• Voucher archival business rules.

• Vendor archival business rules.

Payment Archival Business Rules

To be archived, payment data must pass the following business rules:

The Payment Post status must be Posted and the Reconciliation Status must be Reconciled when any of these three scenarios are met:

• The Reconciliation Method is set to none (N), the Cash Cleared Flag is active (Y), the Cash Cleared Date is not null, and the Cash Cleared Date value is less than Archive As of Date value.

• The Cancel Action value is set to Close or Processed, the Cancel Date is not null, and the Cancel Date value is less than Archive As of Date value.

• The Cash Cleared Flag is not active (N), the Bank Account does not use the Cash Clearing process, and the Payment Date value is less than the Archive As of date value.

Voucher Archival Business Rules

To be archived, voucher data must pass the following business rules:

• Voucher Post Status is Posted and Invoice Date value is less than the Archive As Of Date value, or Voucher Entry Status is Deleted and Invoice Date value is less than the Archive As of Date value.

• Associated payments no longer exist on the payment table. Payments must have been previously archived.

• No related vouchers exist that are not currently archived.

• Voucher does not have accounting lines which have not been distributed to the general ledger.

• Voucher does not have accounting lines with a Journal Date value greater than an Archive As of Date value.

• Voucher does not have scheduled payments with a status other than Closed, Paid, or Canceled.

• Voucher does not have scheduled payments with unposted withholding transactions.

• Voucher does not have accounting lines with unposted VAT information.

• Voucher should be matched or overridden if matching is required.

• Voucher does not have voucher lines referencing a purchase order that does not have a status of Complete, Canceled, or Pending Cancel.

• Voucher does not have accounting lines which have asset information that has not been distributed to Asset Management.

• Voucher does not have accounting lines which have Projects related information that has not been distributed to Projects.

• Voucher has been budget checked if applicable.

Vendor Archival Business Rules

To be archived, vendor data must pass the following business rules:

• Last Activity Date value is less than Archive As of Date value, or the Last Activity Date value is null and the Vendor Status value is equal to the To Be Archived value.

• Vendor cannot have any payments on the Payment table. Payments must be archived prior to running the Vendor Archive process.

• Vendor cannot have any voucher on the Voucher table. Vouchers must be archived prior to running the Vendor Archive process.

• Vendor may not have existing purchase orders that do not have a status of Complete, Canceled, or Pending Cancel.

• Vendor may not also be linked to an active Receivables customer.

Understanding Archive Objects Definitions, Query Definitions, and Template Definitions

Payables delivers archive object definitions, query definitions, and template definitions to archive:

• Payment data

• Voucher data

• Vendor data

You can modify them if needed using the Data Archive Manager. You can also use the Data Archive Manager to create your own archive object definitions, query definitions, and template definitions to archive other types of data.

Archive Object Definitions

An archive object definition identifies the tables that contain the data to be archived and the history tables that will be updated for each table. Payables delivers these archive objects:

Archive Query Definitions

Each archive query definition defines the selection criteria to archive data from transaction tables. Payables delivers these archive queries:

Review these queries to determine whether you want to add additional selection criteria for the transactions to be archived. Refer to the PeopleTools Query PeopleBook documentation if you want to create your own archive queries.

See Enterprise PeopleTools PeopleBook: Data Management, “Using PeopleSoft Data Archive Manager,” Defining Archive Queries

See Enterprise PeopleTools PeopleBook: PeopleSoft Query

Archive Template Definitions

When you archive data, you select an archive template definition. Each archive template definition includes one or more archive object definitions and the archive query definitions used to select the data. Payables delivers these archive templates:

Archiving Data

This section provides an overview of the archive process flow, an overview of history tables, and lists the pages used to archive data.

Understanding the Archive Process Flow

Archive transaction data as follows:

1. Archive transaction data to the history tables by selecting the archive template and query for the data type that you want to archive on the Archive Data to History page.

   Also, enter the archive date used to select the transactions by clicking Reset Query Find Variables on the Define Query Bind Variables page.

   This table shows what the system compares the archive date to for the different data types:

   Data Type	Archive Date
   Payment	As of Date As of Date, Bank SetID, Bank Code, and Bank Account Key.
   Voucher	As of Date As of Date and Business Unit.
   Vendor	As of Date As of Date and SetID As of Date, SetID, and Vendor Classification. As of Date, SetID, and Vendor Persistence. As of Date, SetID, and Vendor Status.

   Note. You can run the process multiple times to create various “what-if” scenarios based on the archive date.

2. (Optional) Review the number of rows that were selected for archiving for each table on the Audit Archiving page.

   This page lists the number of rows that were selected for archiving for each archive ID (template), archive batch number, and table combination.

   Note. This page displays data only if you selected the Audit Row Count check box on the Archive Data to History page.

3. Delete the data from the transaction tables for a specific archive ID (template) and batch number on the Archive Data to History page.

4. (Optional) Rollback the transaction data from the history tables for a specific archive ID (template) and batch number on the Archive Data to History page if you deleted the transaction data in error.

5. Remove the transaction data from the history tables for a specific archive ID (template) and batch number on the Archive Data to History page.

Understanding History Tables

Payables updates these history tables when you run the selection process:

The data in these tables is keyed by the archive ID (template) and batch number for each archive run. If you want to see all transactions that are selected to archive you can run a query on the history tables or you can run one of the Payables archive reports.

You may not want to delete data from the history tables each time that you select and delete data from the transaction tables. This way the data will be available for a period of time to enable you to restore the data into the transaction tables. We recommend that create a schedule for deleting data from the history tables. Before you delete data from the history tables, you should use a third-party database utility to copy the contents to a flat file.

Important! If you decide to run the archive selection process again because you didn't select the correct data, you must first use the Data Archive Manager option to remove the data from the history tables.

Pages Used to Archive Data

Restoring Archived Data

This section provides an overview of data restoration and lists the page used to restore data.

Understanding Data Restoration

The Selection option on the Archive Data to History page places a copy of the data in the transaction tables in the history tables and the Delete option removes the transaction data from the transaction tables. If you delete the data from transaction tables in error, you can restore the data from the history tables by using the Rollback option on the Archive Data to History page. The process restores all data for a specific archive ID (template) and process run. You cannot restore selected data. For example, you cannot specify that you want to restore data for a specific payment, voucher, or vendor.

Important! After you delete data from the history tables, you cannot restore it to the transaction tables unless you first manually restore it to the history tables from a flat file.

See Also

Enterprise PeopleTools PeopleBook: Using PeopleSoft Data Archive Manager, Archiving Data to History

Page Used to Restore Archived Data