Enhanced Support Services EMEA

Archiving Baan IV

Archiving Baan IV

A publication of: Enhanced Support Services EMEA Baan Global Support In cooperation with Technical Consulting Baan The Netherlands All rights reserved. The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical for any purpose, without the express written permission of Baan Global Support EMEA. Baan Global Support EMEA assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document. Document Information Code: Group: Edition: Date: Enhanced Support Services EMA User Document 1 August, 2000

Archiving Baan IV

Table of contents

TABLE OF CONTENTS.............................................................................................................................. 3 1 2 INTRODUCTION................................................................................................................................. 6 ARCHIVING STRATEGY.................................................................................................................. 7 FIRST STEP: WHAT DO YOU NEED TO STORE? ............................................................................................... 7 SECOND STEP: WHAT ARE THE LEGAL REQUIREMENTS? ............................................................................... 7 THIRD STEP: MATCH REQUIREMENTS WITH TECHNICAL POSSIBILITIES OF BAAN.......................................... 7 NEXT STEPS ................................................................................................................................................. 8 3 TECHNICAL SETUP........................................................................................................................... 9 THE PLACE AND FUNCTION OF CREATING THE ARCHIVE COMPANY NUMBER ................................................ 9 PREPARATIONS ............................................................................................................................................ 9 PROCEDURE (PART I)................................................................................................................................... 5 Maintain Companies (ttaad1100m000) .................................................................................................. 6 Convert to RTDD. ................................................................................................................................... 6 Assign Tables to Database (ttaad4111m000) ......................................................................................... 6 Convert to RTDD .................................................................................................................................... 7 Maintain Table Directories (ttaad4115m000) ........................................................................................ 7 CHECK / CREATE SPACES IN RDBMS ...................................................................................................... 8 Update <Rdbms>_storage file ............................................................................................................... 8 LOGICAL TABLE LINKING / LINK ARCHIVE COMPANY TO LIVE COMPANY.................................................. 9 Conversion to RTDD............................................................................................................................. 10 LOGOUT / LOGIN........................................................................................................................................ 10 Create Tables (ttaad4230m000) ........................................................................................................... 10 PROCEDURE (PART II)................................................................................................................................ 11 PARAMETERS ............................................................................................................................................. 11 FINANCE DATA .......................................................................................................................................... 11 EMPLOYEE DATA ....................................................................................................................................... 11 GENERAL DATA ......................................................................................................................................... 11 CHECK ARCHIVE GENERAL DATA? ........................................................................................................... 11 Maintain Companies (tccom0100m000) ............................................................................................... 12 REPAIR COMPANY NUMBER FOR ARCHIVE COMPANY ............................................................................... 12 Maintain Company Parameters (tfgld0103m000) ................................................................................ 12 Maintain Group Company Parameters (tfgld0101m000) ..................................................................... 13 Maintain Periods (tfgld0105m000)....................................................................................................... 13 Maintain Period Status (tfgld0107m000).............................................................................................. 13 MAINTAIN COMPANY PARAMETERS IN LIVE COMPANY (TFGLD0103M000)............................................. 14 Add archive company number to some sessions in the Live Company ................................................. 14 Purchase Statistics (tdpst0100m000).................................................................................................... 14 Sales Statistics (tdsst0100m000)........................................................................................................... 14 ARCHIVE BUDGETS, TIPCS0260M000......................................................................................................... 18 4 ARCHIVING LOGISTICS................................................................................................................ 18 PREREQUISITES FOR THE ARCHIVING, COMPRESSION AND REMOVING SESSIONS....................................... 19 Backup of the data ................................................................................................................................ 19 Important for the following Archiving sessions is: ............................................................................... 19 Archiving company number .................................................................................................................. 20 Session Process delivered purchase orders (tdpur4223m000) ............................................................. 20 Session Process delivered sales orders (tdsls4223m000) ..................................................................... 20 Session archive production orders (ticst0250m000)............................................................................. 21 Session Process/delete delivered replenishment orders (tdrpl2126m000)............................................ 21
Archiving Baan IV 3

Correction program tpcor4110 Making it possible to delete tfgld410 project records ........................ 21 Session Customer statistics (tfcmg3200m000)...................................................................................... 22 The to archive year should be closed.................................................................................................... 22 Closed years that can be archived ........................................................................................................ 22 ARCHIVE PRODUCTION ORDERS, TICST0250M000 ..................................................................................... 22 ARCHIVE COSTING HISTORY, TICST2250M000 ........................................................................................... 23 ARCHIVE HOURS ACCOUNTING, TIHRA1215M000...................................................................................... 24 ARCHIVE HOURS HISTORY, TIHRA3250M000 ............................................................................................. 25 ARCHIVE OVERALL BUDGET, TIHRA3225M000 .......................................................................................... 26 ARCHIVE PRODUCT VARIANTS, TIPCF5290M000........................................................................................ 27 ARCHIVE ENGINEERING ITEM DATA, TIEDM1250M000 .............................................................................. 29 ARCHIVE PROJECTS, TIPCS2260M000 ........................................................................................................ 30 PROCESS DELIVERED PURCHASE ORDERS, TDPUR4223M000...................................................................... 33 Processing Purchase order data........................................................................................................... 33 Deleting Purchase order data............................................................................................................... 33 PROCESS DELIVERED SALES ORDERS, TDSLS4223M000 ............................................................................. 35 ARCHIVE/DELETE PURCHASE STATISTICS, TDPST0202M000 ..................................................................... 38 ARCHIVE/DELETE SALES STATISTICS, TDSST0202M000 ............................................................................ 40 ARCHIVE WAREHOUSE TRANSACTIONS BY ITEM, TDINV1201M000 .......................................................... 41 ARCHIVE INVENTORY TRANSACTIONS BY ITEM, TDINV7210M000 ............................................................ 42 ARCHIVE ITEM ISSUE BY PERIOD/WAREHOUSE, TDINV7250M000/TDINV7260M000 ................................. 44 ARCHIVE STOCK HISTORY BY LOCATION, TDILC3211M000........................................................................ 45 ARCHIVE PROJECTS, TPPDM7820M000...................................................................................................... 46 Tables archived when General Data is set to Yes ........................................................................ 48 Tables archived when General Project Data is set to Yes ........................................................... 51 Tables that are archived when Planning Data is set to Yes ......................................................... 52 Tables that are archived when Actual budget is set to Yes .......................................................... 52 Tables that are archived when Actual budget history is set to Yes .............................................. 53 Tables that are archived when Actual budget history is set to Yes .............................................. 53 PRE ACTIONS FOR THE FINANCE ARCHIVING, REMOVING OR COMPRESSION SESSIONS ............................... 55 5 ARCHIVING FINANCE.................................................................................................................... 55 Session Delete Fixed Assets (tfgld6101m000) ...................................................................................... 55 Correction program otfcor0260 Recalculate Open Entries (tfacp200/tccom021)................................ 55 Important for Correction program otfcor0261 recalculate open entries (tfacr200/tccom011) ........... 56 Correction program otfcor0261 recalculate open entries (tfacr200/tccom011).................................. 56 Session select values for receivable invoices specification (tfacp1235m000) ...................................... 56 Session Match/approve purchase invoices with orders (tfacp1130m000) ............................................ 57 Session print integration transactions (tfgld4410m000)....................................................................... 58 Session print debit and credit totals for integration transactions (tfgld4411m000) ............................. 59 Session post integration transactions to finance transactions (tfgld4210m000) .................................. 60 Session Compose payments (tfcmg1240m000) ..................................................................................... 60 Session Process Direct Debits (tfcmg4240m000) ................................................................................. 61 Session Maintain Bank Transactions (tfcmg2100s000) ........................................................................ 61 Session Write off payment differences (tfacp2230m000) ...................................................................... 62 Session Write off currency differences (tfacp2240m000)...................................................................... 63 Session Control account checklist (tfacp2415m000) ............................................................................ 63 Important for Session Control account checklist (tfacp2415m000)...................................................... 64 Session Write off payment differences (tfacr2240m000)....................................................................... 64 Session Write off currency differences (tfacr2250m000) ...................................................................... 65 Session Control account checklist (tfacr2415m000)............................................................................. 66 Important for Session Control account checklist (tfacr2415m000) ...................................................... 67 Session print debit and credit amounts by document (tfgld3410m000) ................................................ 67 ARCHIVE DISPOSED FIXED ASSETS (TFFAS3300M000) .............................................................................. 68 ARCHIVE/PURGE INTEGRATION TRANSACTIONS (TFGLD4210M000).......................................................... 69 REMOVE FULLY PAID PURCHASE INVOICES (TFACP2250M000) ................................................................. 71 SESSION REMOVE FULLY PAID SALES INVOICES (TFACR2260M000).......................................................... 73 ARCHIVE / PURGE FINANCE TRANSACTIONS (TFGLD6205M000) ................................................................ 74 COPY BALANCES TO HISTORY BEFORE SPECIFIED YEAR (TFGLD6206M000).............................................. 75 ARCHIVE / PURGE TAX TRANSACTIONS (TFGLD6207M000) ...................................................................... 77
Archiving Baan IV 4

ARCHIVE/PURGE INTEGRATION TRANSACTIONS (TFGLD4210M000) .......................................................... 78 PURGE AND COMPRESS INTEGRATION TRANSACTIONS (TFGLD4220M000)................................................. 79 CORRECTION PROGRAM COMPRESS INTEGRATION TRANSACTIONS (OTFCOR0217) ................................... 79 SESSION REMOVE POSTED/CANCELED SALES INVOICES (TFACR4230M000)............................................... 80 SESSION DELETE POSTED INTEREST INVOICES (TFACR5230M000) ............................................................. 81 SESSION REMOVE PAYMENT BATCHES (TFCMG1259M000)........................................................................ 82 SESSION REMOVE DIRECT DEBIT BATCHES (TFCMG4259M000)................................................................. 83 SESSION DELETE RATIO HISTORY (TFFST6202M000)................................................................................. 84 SESSION DELETE FIXED ASSETS (TFGLD6101M000).................................................................................. 84 SESSION DELETE FAS SIMULATION TABLES (TFFAS4251M000) ................................................................ 85 SESSION COMPRESS FINALIZED TRANSACTIONS (TFGLD1220M000) ......................................................... 86 6 APPENDIX.......................................................................................................................................... 88 APPENDIX 1 ............................................................................................................................................... 88

Archiving Baan IV

Introduction

Time is spent on developing procedures for entering data into an ERP system. Time is spent on developing procedures for archiving of manuals, specs, drawings. But do we spend time on procedures to store historic electronic data? The answer to this question is in many cases no or insufficient or too late. This document is written to create awareness on archiving, not as a technical solution to create diskspace, but as an integral part of your business processes. What you are reading is version 0.5 of this document. It is made limited available to customers that have attended Arhiving Workshops or that we have assisted describing and implementing there archiving processes. We start this document with a chapter on Strategy. This, in our view, should be the starting point in any discussion around archiving. Chapter 3 will describe the technical setup of an archiving envirronment. The following chapters described the archiving sessions (including related purge sessions) in detail. We have tried to not only give a generic description, but also related tables, prerequisites and concequences of archiving. We would like to ask you, as our first external readers, for feedback on this document in order to tailor it to the need of our customers. Please send your feedback to boss-emea@baan.nl with subject Feedback Archiving 0.5. Release planning of this document: * October 2000: version 1.0 available * October 2000: version 0.5 of Archiving Baan V ERP available * Januari 2001: version 1.0 of Archiving Baan V ERP available Thank you in advance for your feedback!

Baan Global Support / Enhancend Support Services, August 2000

Archiving Baan IV

Archiving Strategy

During the lifecycle of a system the operational data of the system will increase. Especially the dynamic data like orders (sales, purchase, shop floor, etc), projects, invoices and your integration transactions will increasingly demand disk space and could have a negative effect on the performance for your end-users. The answer looks simple, just remove data out of your life environment! Technically this is possible, but is this also in line with your companies strategy regarding operational data? Its not only your companies strategy towards operational data storage, but there are also legal requirements, which are different in every country. Also this effects, what you can and cannot do. (example taxaccounting) Archiving is not a separate function; it is a solid component of your companies business processes. It should be carefully considered, deleting operational data from your system without thoughts is like shredding e.g. the drawings of your products just to get some more space. Although the most archiving sessions within standard Baan are moving data from a live company to an archive company, it will influence the usage of this data. Closely related to archiving sessions, there are sessions that really only delete data from your live company. They are also described in this document.

First step: what do you need to store?

Your business requirements will dictate what needs to be stored and how long. If you for example have a warranty situation on your projects for 5 years, it could be required to keep your project open during this time, or maybe it is enough to have it in an archiving company. This means in case of keeping the project open, that all project related information (orders and integration transactions) can not be archived. Every business manager should decide how long which data should be stored (kept in an operational environment, for quick use). Also reporting requirements need to be listed.

Second step: what are the legal requirements?

Legal requirements in most countries are applicable for financial data. Tax authorities might require financial data to be stored for a certain number of years. Also in specific lines of business (e.g. aerospace and defence) governments have their specific legal requirements, which will influence your archiving strategy.

Third step: match requirements with technical possibilities of Baan.

Having listed the next step is to verify whether the functionality of standard Baan is sufficient to facilitate your needs. In most situations Baan will be able to facilitate your needs, but it should not force you to compromise. Of course it is highly recommendable not to customise your software, but since we are looking to long term operational data storage, it should not be excluded. An example is the requirement to show in one report data from the live and the Archive Company. This is in the current version not standard functionality, but could be important to manage your business. What might be even more important, if you have customised software, are the archiving sessions included? Do you take into consideration the fields/tables you have customised?

Archiving Baan IV

Next steps
You have decided what to store and when, (it is convenient to make a matrix for this, see appendix 1) what you want to do with the stored data and matched your requirements with the functionality of your software set-up. You can now embed the archiving sessions into your process flows and if required define function designs for modified report and/or sessions. By defining your storage and reporting needs you have also created the framework of the technical set-up of the archiving environment. In most situations it will be an environment, which is identical to the live environment. E.g. if your live environment is single logistics - multi finance, your archive company will have the same structure. There are exceptions to this rule: * If you want to use your archive as a semi-thrash can, it is not necessary to build a complete structure; just one company is sufficient. * If you have the need for additional archives (e.g. per year or if you are reusing order series but want to store all data), your archive structure can look at lot more complex than your live environment. Order series is an important issue to think about before you archive. It is very important to finish these steps before you actually start running archiving sessions. In some cases the process is irreversible, so unless you restore your backup you can loose valuable data. It is therefore highly recommendable, that you create a test environment, in which you can simulate the archiving activities and study the effects, before you start in your live environment. This document is written to give you guidance, it will not cover all the unique situations that can occur in practice nor can it cover all your business questions. It is therefore possible that one of our archiving specialists will assist you defining your strategy, setting up the environment and running the sessions for the first time, to explain how they work in detail.

Archiving Baan IV

Technical Setup

The place and function of creating the archive company number

Within the archive procedures, data is moved or copied to another company. At least one separate archiving company must be created for each live company. If it is a policy to archive the transactions by (financial) period, quarter or year, you can create an archive company for that particular period. It may be useful to define separate archive company numbers for logistic and financial transactions. A disadvantage of this method can be the loss of relationships between logistic and financial transactions. If you maintain the data in an archiving session, the Company Number For Archives field defaults to 000. The system takes the history company number as specified from the Maintain Company Parameters (tfgld0103m000) session. The company numbers you choose must be defined in table tccom000 and linked to the operational company via the Assign Logical Tables session (ttaad4120). The most used convention is to use a company number beginning with 9 and having the same last two digits as the operational company.

Preparations
Getting insight in can do some useful preparations: Defined Companies Logical Table Linking Company Structure (Finance / Logistics) Company Data Common Company Data Finance The Amount of Data within the Companies Available Disk Space / Space within Database Required Patches

Archiving Baan IV

Procedure (Part I)
Start

Maintain Companies (ttaad1100m000)

Convert to RTDD

Assign Tables to Database (ttaad4111m000)

Set Audit for Mandatory Tables (ttaad4211s000)

Convert to RTDD (ttaad4113s000)

RDBMS

Bbase / RDBMS ?

Bbase

Check / Create "spaces" in RDBMS

Maintain Table Directories (ttaad4230m000)

Update <Rdbms>_storage

Convert to RTDD

Define Logical Table Linking

Link Archive Company to Live Company

Conversion to RTDD

Log out / Login

Create Tables (ttaad4230m000)

Archiving Baan IV

Maintain Companies (ttaad1100m000)

A new company number is created in the Maintain Company (ttaad1100m000) session. The Package Combination of the new company must be the same as the Package Combination of the operational company. Also mind the other settings of the company. This is necessary, since there will be Logical Table linking which requires the Companies to be in the same Package Combination.

Convert to RTDD.
After a new company number is created youll need to run a conversion to RTDD (mandatory). The file ${BSE}/lib/datecurr is updated This file contains the date and currency formats,.

Assign Tables to Database (ttaad4111m000)

This step is merely a check. Mostly, these settings are already set as general as possible. Baan Software needs to know in which format the data must be written. So it is necessary to assign tables to databases, because a database defines the format. A database can be for example Baan Base (also commonly known as B-Isam), Oracle 7.0, with or without Audit. Parameter tables are supposed to be used together with Audit. The audit files reside in the directory as specified in the session ttaad4116m000 Maintain audit file directories and through a conversion to RTDD in the file $BSE/lib/auditdef6.1. Mostly this is set correctly.

Archiving Baan IV

Switch audit on for the parameter tables (ttaad4211s000) Within BAAN IV it is mandatory to audit parameter tables. Changing parameters can have a tremendous effect on procedures within a company. When audit is switched on for those tables all database actions done on those parameter tables are stored in audit files. When something goes wrong in a daily procedure, the audit file can be checked to see whether a parameter has been changed and by whom. Most of the times these settings are specified for all companies instead having each company have its own specifications. But its good to check it out. If necessary, you can start the sub session (ttaad4211s000) from the session ttaad4111m000) Note : This session does not load any customised parameter tables.

Convert to RTDD
If youve changed the settings in this session, then youll need to run a Conversion to RTDD. During this conversion the file ${BSE}/lib/tabledef6.1 is updated.

Maintain Table Directories (ttaad4115m000)

Before the BAAN tables can be created, the directories under which the physical BAAN Base (TP) tables are stored have to be defined. The data in the Maintain Table Directories (ttaad4115m000) session is used to search for those tables and read or modify them. After converting to runtime DD the data will be stored in the file $BSE/lib/isamdef6.1.
Archiving Baan IV 7

Check / Create spaces in RDBMS

If your system is running a RDBMS you may want to create spaces for your Archive Company(ies) in order to be able to store your Archive Data separately from the Live data. You are referred to your RDBMS documentation for creating the spaces. Within Baan there is a so called Storage File which contains information about where to store the data of certain companies. See the table below for a list of Spaces-terminology and the Storage-file for the Baan Software to be updated. RDBMS Spaces Storage-File Oracle tablespaces ${BSE}/lib/ora/ora_storage dbspaces ${BSE}/lib/informix/inf_storage Informix DB2 collection ${BSE}/lib/db2/db2_storage SQL Server filegroup ${BSE}/lib/msql/msql_storage See also the next step Update <Rdbms> storage file.

Update <Rdbms>_storage file

Baan Software makes use of a so-called Storage-file. This is a file in which an Administrator specifies where the Data is stored within the RDBMS. Below youll find an example of an ora_storage file. Since this file is read sequentially, we urge you to always put the specific settings at the top of the file, and the general settings at the very bottom! Example: *:199:T:group:0214:5:PCTFREE *:199:I:group:0214:5:PCTFREE *:*:T:group:0214:5:PCTFREE 5 *:*:I:group:0214:5:PCTFREE 5

5 TABLESPACE datarch INITRANS 3 5 TABLESPACE idxarch INITRANS 3 TABLESPACE datoper INITRANS 3 TABLESPACE idxoper INITRANS 3

Please note that if you archive data to a different server (database) the database login for the user and password must be identical. This is because during archiving Baan will switch from one database to the other and will pass on the original login & password information.

Archiving Baan IV

Logical Table Linking / Link Archive Company to Live Company

When your Baan System is running in a multi site set up, there will be Logical Table Linking. This is a way of sharing data across your companies. Since you have an archiving company for every live company, make sure that the Logical Table Linking for your Archive Companies is set up likewise as it is between the Live Companies. Example: tccom000 links Group finance company live Group finance company archive

Logistics companies live

Logistics companies archive

Where the group finance company live has the physical tccom000 table, And the rest has the logical link. Between the Archive Companies and the Live Companies you cant have any Logical Links because of referential problems thatll occur when you do so. There are some exceptions though: tccom000 Company Data (This is to link Archive to Live) tttxt004 Text Windows tttxt005 Text Groups tttxt007 Default Text Group for Users by Text Field tttxt008 Default Text Group for Users Please note that the existing logical links WITHIN the live companies, can also be set up for the archiving companies, as long as these links are not between LIVE and ARCHIVE other than above mentioned.

Archiving Baan IV

Conversion to RTDD
After a conversion to RTDD the file $BSE/lib/compnr6.1 is updated.

Logout / Login
You need to logout and login again. This is important because the bshell-process will read several files just once at start-up. And so far in this procedure you have changed a couple of those files.

Create Tables (ttaad4230m000)

After the table directories are defined or the Storage-file is updated. Now its possible to create the tables of your new archive company. Select the whole range; the Logical Table Linking will take care of creating just the tables you really need.

Archiving Baan IV

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Procedure (Part II) Parameters

Copy the parameters from your Live-Company into the Archive-Company that belongs to it. Weve composed a file called params in which all necessary tables are listed. Here are some examples to copy the parameters: $ bdbpre6.1 I params C 200 > params200.dmp $ bdbpost6.1 R f n m c 199 < params200.dmp the files params, finance, employee and general can be downloaded from the Baan Support site. Solution number 103412

Finance Data
Copy some Finance Data from your Live-Company into the Archive Company that belongs to it. Weve composed a file called finance in which all necessary tables are listed. Here are some examples to copy the Finance Data: $ bdbpre6.1 I finance C 200 > fin200.dmp $ bdbpost6.1 R f n m c 199 < fin200.dmp

Employee Data
Copy some Employee Data from your Live-Company into the Archive Company that belongs to it. Weve composed a file called employee in which all necessary tables are listed. Here are some examples to copy the Employee Data: $ bdbpre6.1 I employee C 200 > empl200.dmp $ bdbpost6.1 R f n m c 199 < empl200.dmp

General Data
Copy some General Data from your Live-Company into the Archive Company that belongs to it. Weve composed a file called general in which all necessary tables are listed. Here are some examples to copy the General Data: $ bdbpre6.1 I general C 200 > gen200.dmp $ bdbpost6.1 R f n m c 199 < gen200.dmp

Check Archive General Data?

If you want to check some General Data, you can use the following sessions: Session Code
tcmcs0110m000 tcmcs0146m000 tcmcs0102m000

Description Maintain Countries Maintain Languages Maintain Currencies

Table tcmcs010 tcmcs046 tcmcs002

Archiving Baan IV

11

Maintain Companies (tccom0100m000)

Switch to new company number by using the session Change Company Number (ttdsk2003m000). Add a record to the company table by running the session Maintain Companies (tccom0100m000). It can be useful to have a printout of this kind of data from your Live Company.

Repair Company Number for Archive Company

Earlier in this procedure youve copied some Finance Data. So, in your Archive Company there are some tables now who refer to Live company. This should be changed by running the session Repair Company Number (tfgld9004m000) in your Archive Company. Mind the company structure.

Maintain Company Parameters (tfgld0103m000)

Take the next step in the procedure through the Maintain Company Parameters session. Most of the fields can be left empty.

Archiving Baan IV

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Maintain Group Company Parameters (tfgld0101m000)

With the Maintain Group Parameters session you can define the parameters for the group company. This includes some data applicable to all underlying companies, such as descriptions of the dimensions, the number of fiscal periods and the multi company structure, if required.

Maintain Periods (tfgld0105m000)

In the previous session the number of fiscal periods and tax periods are defined. With the Maintain Periods session the start and end dates have to be defined

Maintain Period Status (tfgld0107m000)

The Maintain Period Status session makes it possible to indicate for each module (Accounts Payable, Accounts Receivable, Cash Management, and General Ledger) in what periods entries can and cannot be made.

Archiving Baan IV

13

Maintain Company (tfgld0103m000)

Parameters

in

LIVE

company

Using this session you specify your Archive Company, also called History Company.

Add archive company number to some sessions in the Live Company

To add the created archive company number as a default to Maintain SST parameters (tdsst0100m000) session Maintain PST parameters (tdpst0100m000) session

Purchase Statistics (tdpst0100m000)

Go to the fourth form of this session and change the field: Archiving Company Number. Mind your Company structure. Here you specify where to archive the Purchase stuff.

Sales Statistics (tdsst0100m000)

Go to the fourth form of this session and change the field: Archiving Company Number. Mind your Company structure. Here you specify where to archive the Sales Statistics.

Archiving Baan IV

14

Tables to be copied Here is a list of tables to be copied from Live Companies into Archive Companies. General Data Employee Data Parameters tcmcs002 tccom001 cpcom000 tffst000 tpptc000 tcmcs010 tcmcs001 cprpd000 tfgld003 tracs000 tcmcs046 tcmcs003 pspmg000 tfgld004 trcde000 tcmcs010 tccom000 tfgld450 trdrp000 tcmcs045 tccom999 tgeis000 trecs000 tcmcs046 tcedi000 tibom000 trhec000 tdilc001 tcmcs000 ticpr000 trpac000 tcmcs002 ticrp000 trtcd000 tdilc008 tihra110 tcmcs095 tiedm000 trtco000 ticpr050 tdcms000 tihra000 trtfc000 tirou001 tdilc000 tiitm000 trtfm000 tppdm016 tdinv000 timps000 trtoc000 tppdm067 tdltc000 timrp000 trtod000 tdpst000 tipcf000 trtoh000 tdpur000 tipcs000 trtop000 tdrpl000 tirou000 trtrc000 tdsls000 tirpt000 trwoc000 tdsls600 tisfc000 trwrc000 tdsmi000 tpbop000 tssma000 tdsst000 tphrs000 tuxch001 tfacp000 tpism000 tfacr000 tppbs000 tfcal000 tppdm000 tfcmg000 tpppc000 tffas001 tpprc000 tffas002 tppss000

Finance tfgld000 tfgld001 tfgld005 tfgld006 tfgld007

Archiving Baan IV

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Options bdbpre6.1 -s -r -K/-k -d : Suppress messages : Recover Isam Table (Only for BISAM, BTAM) : Backup/Drop table after creating dump : Database Driver type B(isam) (b)T(am) O(racle) I(nformix) S(ybase) D(B2) M(SQL-Server) N(onStop SQL) <host> - remote system (name is <host>) <driver>[<spec>] - driver name [ specification ] -N : Table name (list) (ex: ttadv200) -I : File with table names -E file : Redirects errors to file -O file : Redirects output to file -C : Company number for given table (2 formats) 1. specific company number (ex: 000 001 ...) 2. Range of company number (ex: 001-999) -t : Seperator (Default: \0) Creates individual ASCII File (.S) of Isam Tables -x : To create ASCII File with fix length record and without seperator -y : Skip out-of-domain records for fixed length dumps (-x) -z : Nullify out-of-domain records for fixed length dumps (-x) Creates individual ASCII File (fix length) (.F) of Isam Tables -o : Directory name to create seq file (.S or .F) Only useful when -t or -x is used -p <pack_comb> : define package combination -q <output-file>: Redirect terminal output to file output-file -u : Short usage -U : Usage -V/-v : Version information

Archiving Baan IV

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Options bdbpost6.1 -A : Append rows (skip and show total duplicates) or Create new table -I <file> : Redirects input from input-file <file> -O <file> : Redirects output to output-file <file> -E <file> : Redirects errors to error-file <file> -R : Append rows (replace and show total duplicates) or Create new table -f : Fast mode (first rows, then indexes) -K/-k : Backup/Drop existing table -l : Display contents of input -e : File to store unsuccessfully posted tables -d : Database Driver type B(isam) (b)T(am) O(racle) I(nformix) S(ybase) D(B2) M(SQL-Server) N(onStop SQL) <host> - remote system (name is <host>) <driver>[<spec>] - driver name [ specification ] Options -x, -t and -D described below are required while uploading ASCII files from other database to bshell format -x : To load fix length ASCII file (.F) from other database -t : Separator Needed while loading an ASCII file (.S) from other database -m : Disable domain constraints -n : Ignore referential integrity constraints -D : Directory name for ASCII files to be uploaded -c : Tables will be created with specified company number -C : Range of company numbers for which bdbpost will be done (ex:000-100) -i : Ignore domain range error and skip record -p <pack_comb> : define package combination <pattern> pattern to specify tables for which bdbpost will be done (wildcards allowed) -q <output-file>: Redirect terminal output to output-file -r <rows/transaction>: The number of inserted rows per transaction -u : Short usage -U : Usage -V/-v : Version information Required patches for releases before BIVc4 Last modification date : 29 May, 2000

The list of required patches are: Solution 4044 Solutions 75283, 20008, 100013 (in that order) Solutions 7585, 77466, 100727 (in that order) Solution 81837 Solution 82055 Solution 8239 Solutions 20202, 82317 (in that order) Solution 12073

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Archiving logistics

Archive budgets, tipcs0260m000

SESSION OBJECTIVE With this session you can move budget data to an archive company after which the data is deleted from the original table. With this session you are also able to retrieve archived budget data from the Archive Company HOW TO USE THE SESSION In the first form field you enter the range of budget codes you want to archive or to retrieve data for. In the second form field you enter the company number where to archive to or where to retrieve data. Furthermore you can choose for the options to archive general data and texts. If youve selected Yes in the form field Retrieve Budget Data, then the form field Archive General Data is set to No and can not be changed.

PREREQUISITES -No Sales Quotation Lines should be linked to the budget, so quotations have to be processed and deleted before the (linked) budget can be archived. -No Sales Quotation Lines History should be linked to the budget, so quotation history records have to be deleted before the (linked) budget can be archived (only for versions before B40c). -No SMI-Activities should be linked to the budget, so Activities have to be deleted before the (linked) budget can be archived -The Project to which the budget is linked must have the status Archived INVOKED TABLES Activities Sales Quotation Lines Sales Quotation Lines History
Archiving Baan IV

tdsmi200 tdsls002 tdsls011

Read Read Read

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Budgets Calculation Parts Budget Parts Budget Calculation Codes Material Sheets Routing Sheets Operation rates by Budgets Subcontracting rates by Budget Costprice Surcharges by Budget Costprice Surcharge Bases by Budget Costprices by Calculation Part Cosstprices by Budget Projects Product Variant IDs Product Variant Structure Options by Product Variant Sales Price Structure by Product Variant

tipcs001 tipcs002 tipcs005 tipcs100 tipcs110 tipcs120 tipcs130 tipcs131 tipcs140 tipcs141 tipcs150 tipcs160 tipcs020 tipcf500 tipcf510 tipcf520 tipcf530

Archived/deleted Restored Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Archived/deleted Read/Cleaned up fields Archived (reference) Archived (reference) Archived (reference) Archived (reference)

Prerequisites for the Archiving, Compression and Removing sessions

Backup of the data
Mandatory for the archiving session: * Archive Disposed Fixed Assets (tffas3300m000) * Archive and Purge Integration Transactions (tfgld4210m000) * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) * Archive / Purge Finance Transaction (tfgld6205m000) * Copy Balances to History before specified year (tfgld6206m000) * Archive / Purge Tax Transactions (tfgld6207m000) Mandatory for the removing and compressing sessions: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217) Before the real archiving starts in the finance package there should be a backup of the data beforing archiving, removing or compressing is started. This backup should be stored and not be used again for another backup.

Important for the following Archiving sessions is:

* Archive Disposed Fixed Assets (tffas3300m000) * Archive and Purge Integration Transactions (tfgld4210m000) * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) * Archive / Purge Finance Transaction (tfgld6205m000) * Copy Balances to History before specified year (tfgld6206m000) * Archive / Purge Tax Transactions (tfgld6207m000) If an archiving session is started and there is given a range which contains a lot of records, the system will need disk space to store a temp file. There must be done a check on the free disk space of the system.

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Archiving company number

Mandatory for the archiving session: * Archive Disposed Fixed Assets (tffas3300m000) * Archive and Purge Integration Transactions (tfgld4210m000) * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) * Archive / Purge Finance Transaction (tfgld6205m000) * Copy Balances to History before specified year (tfgld6206m000) * Archive / Purge Tax Transactions (tfgld6207m000) In the session Maintain company parameters (tfgld0103m000) should be registered the company number AF the Archive Company on the line: History company: If no company number is present on the field History company, in the session Maintain company parameters (tfgld0103m000), it will not possible to fill in a archiving company number any archiving session If no company number is present on the field History Company in the session Maintain company parameters (tfgld0103m000) and a particular archiving session is started in the finance package, the data of the given range in that particular archiving session, will be deleted from the tables. Session Maintain Integration Parameters (tfgld4510m000) Mandatory for the compression session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217) On the line Compress code for Cost Price Component can be defined a Cost price component. This Cost price component will receive the compressed integration transactions. We strongly advice to define a special Cost price component for the Compressed integration transactions. This Cost price component must only be used for the compressing and not for the real Cost calculation. It will now be visable if an integration transaction is compressed, this based on the special defined Cost price component. If the line Compress code for Cost Price Component is blank, the compressed integration transactions will have no Cost price component.

Session Process delivered purchase orders (tdpur4223m000)

Mandatory for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) The purchase integration transactions will only be deleted if the order is not present anymore in the tables tdpur040 till tdpur046 In this session the line Delete order data must be set on Yes. And on the line End data must be registered a data. The session will delete all closed purchase orders till the entered data, in the mentioned tables.

Session Process delivered sales orders (tdsls4223m000)

Mandatory for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) The sales integration transactions will only be deleted if the order is not present anymore in the table tdsls040 till tdsls049. In this session the line Delete order data must be set on Yes. And on the line Delete up to (data) must be registered a data. The session will delete all closed sales orders till the entered data, in the mentioned tables.

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Session archive production orders (ticst0250m000)

Mandatory for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) If the production is not closed and archived, the session will not archive the production integration transactions Via the session Archive production orders (ticst0250m000), the production orders of the to archive integration transactions, must be archived. The pre-requisites of this session should be consider

Session Process/delete delivered replenishment orders (tdrpl2126m000)

Mandatory for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) The replenishment integration transactions will not be archived, if they are not deleted and archived.

Via this session the processed replenishment orders will be deleted by setting the line Delete order data on Yes and fill in a end data on the line Delete up to (date) till when the replenishment orders should be removed

Correction program tpcor4110 Making it possible to delete tfgld410 project records

Mandatory for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) To be able to archive project integration transactions (tp) the correction program otpcor4110 Making it possible to delete tfgld410 project records should first be started. If this not done no project transactions will be archived. This correction program is deleting the project number in the table tfgld410 of records of Projects with the status Closed, archived or deleted.

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Session Customer statistics (tfcmg3200m000)

Mandatory for the session: * Remove Fully Paid Sales

Invoices (tfacr2260m000)

Before starting the session Remove fully paid invoices sales invoices (tfacr2260m000), the session Update Customer statistics (tfcmg3200m000) must be started to update the Customer statistics. If this session is processed, the status in the table tfacr200 on the field Statistics updated (tfacr200.stat) is set to Yes (1.) If this session Customer statistics (tfcmg3200m000) is not done, no fully paid invoices will be archived or deleted. This, because the session Remove fully paid invoices sales invoices (tfacr2260m000) is checking on the status of the field tfacr200.stat. The field tfacr200.stat should have the status Yes (1.) We strongly advise to run this session Customer statistics (tfcmg3200m000) in the period closing procedure, before closing a period. If the session Customer statistics (tfcmg3200m000) is run, the start date should be the first year and period of the particular company.

The to archive year should be closed

This is mandatory for the session: * Archive / purge finance transactions (tfgld6205m000) It is not possible to archive the data of the current year. Before any archiving of a particular year can be done, the year should be closed via the normal Year-end procedure.

Closed years that can be archived

This is check will be done for the session:

* Archive / purge finance transactions (tfgld6205m000)

It will not possible to archive a year which falls in the range of the current year, see session Maintain company paramaters (tfgld0103m000) on the line Actual year and the to store years, defined in the session Maintain group company parameters (tfgld0101m000) on the line Numbers of years to store. For example if the current year is 2000 and the numbers of years to store is 2, than till the year 1997 can be archived. When trying to archive the year 1998 a warning will be given and it will not be possible to archive that year.

Archive production orders, ticst0250m000

SESSION OBJECTIVE With this session you can write data of closed production orders to an archive company. HOW TO USE THE SESSION In the first formfield of this session you enter the production order up to which you want the data to be archived. Only productionorders for standard items (anonymous), which have the status closed, will be archived when running this session.

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In the other fields you enter the number of the archiving company, if general data should be archived and whether or not text should be archived too.

PREREQUISITES -Production orders for standard items must have status closed -In case of subcontracting, the purchase order linked to the operation must have been processed and deleted via tdpur4223m000 INVOKED TABLES Production Orders Receipts Production Planning by Order Utilization by week Utilization by day Production schedules Estimated and actual material cost Estimated and actual hours Hours Transactions

tisfc001 tdpur045 tisfc010 tisfc011 tisfc012 tirpt100 ticst001 tisfc002 tihra100

Archived/deleted Read deleted deleted deleted deleted Archived/deleted Archived/deleted Archived

Archive costing history, ticst2250m000

SESSION OBJECTIVE To archive historical costing data of closed production orders HOW TO USE THE SESSION To archive the costing history of production orders you enter in the first formfields the range of production orders you want to be archived. Costing history is created when closing a production order, so a check on the status of the order is not needed. Furthermore you enter the number of the archiving company, if general data should be archived and whether or not text should be archived as well.

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PREREQUISITES Not applicable INVOKED TABLES Production Order History (Material usage) Production Order History (Hours spent) Operation Times History by Item ticst021 ticst022 ticst030 Archived/deleted Archived/deleted Archived/deleted

Archive hours accounting, tihra1215m000

SESSION OBJECTIVE To archive hours accounting by employee. HOW TO USE THE SESSION In the first two fields you enter the year- and week number up to which you want the hours accounts to be archived. Year and week number must precede the current year and week. In the next fields you enter the number of the archiving-company, if general data should be archived and whether or not texts should be archived as well.

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PREREQUISITES -Hours transactions must have been processed (table field tihra100.htpr = yes) -If linked to a project, the project must have the status Archived -If the hours transaction is of type Production, Production batch or Service, the related orders must have the status Archived Only hours transactions who meet these prerequisites are archived. INVOKED TABLES Production Orders Production Batches Projects Hours Accounting tisfc001 pspmg001 tipcs020 tihra100 Archived Archived Read Archived/deleted

Archive hours history, tihra3250m000

SESSION OBJECTIVE This sessions objective is to move historical hours accounting to the archive company. HOW TO USE THE SESSION In the first two fields of the form you enter the year and period up to which you want to archive historical hours accounting. The period you enter should be before the current period. In the third form field you enter the number of the archive company in which the data should be stored. In the next fields you indicate whether general data (i.e. work centers, tasks) and texts should be archived too. General data should be archived regularly, as these data are used in the archiving company. When general data has been archived lately, you could select No in order to gain performance.

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PREREQUISITES Not applicable INVOKED TABLES Period table Hours history by Workcenter Hours history by Employee Hours history by Machine Capacity flows between Workcenter tihra300 tihra350 tihra360 tihra370 tihra380 Archive Archive/delete Archive/delete Archive/delete Archive/delete

Archive overall budget, tihra3225m000

SESSION OBJECTIVE This session is used to archive budget-data by Workcenter and by Employee. HOW TO USE THE SESSION In the first two fields of the form you enter the year and period upto which you want to archive budget data. The year must precede the current year. In the second form field you enter the number of the archive company in which the data should be stored. In the next fields you indicate whether general data (i.e. work centres, tasks) and texts should be archived too. General data should be archived regularly, as these data are used in the archiving company for referential reasons. When general data has been archived lately, you could select No in order to gain performance.

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PREREQUISITES Not applicable INVOKED TABLES History Periods Hours budget by Work center Hours budget by Employee tihra300 tihra310 tihra320 Archived Archived/deleted Archived/deleted

Archive product variants, tipcf5290m000

SESSION OBJECTIVE To store Product Variant data in an archiving company. HOW TO USE THE SESSION With this session you can archive Product Variant data, such as product variant code, product variant option sets, product variant options and sales price structure for product variants. This session moves the data of the processed product variants to an archive file. The original data of the archived product variants is then deleted. In the first fields you can make a selection of Product Variants to be archived. By selecting a range of Product Variants or a range of configuration date you can specify data that is moved to the archiving company. Normally you will just enter a To-date. Next you enter the number of the company in which the data should be archived. Make sure to enter the correct company number here; the system will ask for a confirmation. In the field Archive General Data you can choose to archive general references like warehouses, currencies. This should be done regularly. Furthermore you can choose to archive texts as well as if existing texts should be overwritten.

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PREREQUISITES Before data is archived and deleted there should no longer be a link between Product Variants and the following: -Sales Quotations Lines -Sales Quotation History Lines -Sales Order Lines -Sales Order History Lines -Budgets -Projects

INVOKED TABLES Sales Quotation Lines Sales Quotation History Lines Sales Order Lines Sales Order History Lines Calculation Parts Customized Items Product Variant IDs Product Variant Structure Options Sales Price Structure tdsls002 tdsls011 tdsls041 tdsls051 tipcs002 tipcs021 tipcf500 tipcf510 tipcf520 tipcf530 read read read read read read archived/deleted archived/deleted archived/deleted archived/deleted

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Archive engineering item data, tiedm1250m000

SESSION OBJECTIVE To store data related to Engineering items and revisions in the archiving company.

HOW TO USE THE SESSION When executing this session, all engineering data linked to the selected items will be archived to the archive company. Be aware that Engineering Change Order (ECO) data will not be archived and that existing links to Engineering Item revisions will be lost. In the form you can first enter a selection for engineering items and engineering revisions. If you just want to archive up to a certain date you can leave these selections open. In the third form field you enter the date up to which you want the Engineering Item data to be archived. A date in the future can be entered here so be aware to fill this field correctly! Next field you fill with the number of the archiving company. Be sure to enter the correct company number here; the system will ask for a confirmation of the correct company number, but as it checks on table ttaad100 companies you could enter also a non-archiving company. In the next field you can select Yes or No for archiving general data via function itiitm0210. Depending on the frequency of archiving and on the number of changes in static data, general data should be archived. In the last two form fields you can choose to archive texts and to overwrite existing texts.

PREREQUISITES Not applicable

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INVOKED TABLES Engineering Item Groups Drawing Sizes Drawing locations Engineering Items Engineering Item Revisions Eng. Item / Item relationships Engineering BOMs EBOM copy data Customized Items

tiedm001 tiedm002 tiedm003 tiedm010 tiedm100 tiedm101 tiedm110 tiedm120 tipcs021

Archived Archived Archived Archived Archived/Cleared Archived/Cleared Archived/Cleared Cleared Archived

Archive projects, tipcs2260m000

SESSION OBJECTIVE To store project data in an archiving company or to retrieve project data from it. HOW TO USE THE SESSION With this session you can move project data from closed projects to an archive company. The archived project data from the original files is then deleted, except for the project code (tipcs2101m000) because of references with other parts of BAAN IV. Customised Items are also not deleted because this data is required for rebuilding statistics in Purchase and Sales. If project data from the archive file is retrieved, the project data in the Archive Company is not deleted. If project data is archived then the link between the archived product variant and the customised item (tipcs2121m000) will be removed. Also the EBOM-copy data for a project (tiedm1220m000) is deleted during the archiving process. In the first form field you can make a selection of Projects you want to archive or retrieve, next you enter the number of the company you want to store data in or retrieve data from. Make sure you enter the correct company number here; Baan WILL asks for confirmation. In the next form field you choose for archiving or retrieval of data; select No if you want to archive project data. Furthermore you can choose to archive general data. In the lower half of the form are several fields where you can select Yes or No. Per field you can determine whether or not you want to archive or retrieve specific parts of project data. Be aware that when archiving and No is selected for a specific part, that the data is deleted from the original table.

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PREREQUISITES -The project must have status Closed -Project Financial Integration Transactions must be posted in the Finance-package -Purchase orders linked to the project should be processed in purchase statistics -Sales orders linked to the project should be processed in sales statistics -No subcontracting orders (PUR) should be present INVOKED TABLES Purchase Orders Purchase Order Lines Specific Addresses Receipts Purchase Invoices Sales Orders Sales Order Lines Specific Addresses Deliveries Production Orders Estimated and Actual Material Costs Estimated and Actual Hours Hours Accounting by Employee Working Time Tables Conversion Factors Budgets Budget Calculation Codes Projects Customized Items Cust. Bills of Material Cust. Routings Project Stages Projects Parts
Archiving Baan IV

tdpur040 tdpur041 tdpur042 tdpur045 tdpur046 tdsls040 tdsls041 tdsls042 tdsls045 tisfc001 ticst001 ticst002 tihra100 tihra110 tiitm004 tipcs001 tipcs100 tipcs020 tipcs021 tipcs022 tipcs023 tipcs024 tipcs025

archived archived (4) archived archived archived archived archived (4) archived archived archived\deleted (4) archived\deleted archived\deleted archived\deleted (4) archived archived archived archived archived\updated archived\updated (1) archived\deleted (1) archived\deleted (1) archived archived\deleted (1)
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Project Structure Operation Rates by Project Subcontracting Rates by Project Cost Price Surcharges by Project Cost Price Surcharge Bases by Project General Project Costs Cost Prices by Customized Item Cost Prices by Project Activities by Project Activity Relationships Module Planning by Project Capacity Load Table Codes Capacity Load Tables Rough Capacity Utilization by Project Planned PRP Warehouse Orders Inventory Transactions by Cust. Item Integration Transactions Posted Integration Trans.-credit lines Integration references Chart of Accounts for Financial Transactions Product Variant IDs Product Variant Structure Options by Product Variant Sales Price Structure by Product Variant Classified Items I Classified Items II, for Searching Lots Values of Variable Lot Features by Item Lot Transactions for Lot tracking PRP Warehouse Orders (LTC) Purchase Order History Lines Sales Order History Lines EBOM-Copy Data

Project

tipcs026 tipcs300 tipcs310 tipcs320 tipcs330 tipcs340 tipcs350 tipcs360 tipcs400 tipcs410 tipcs420 tipcs430 tipcs431 tipcs450 tipcs530 tipcs700 tfgld410 tfgld417 tfgld418 tipcs850 tipcf500 tipcf510 tipcf520 tipcf530 tigrt040 tigrt041 tdltc001 tdltc012 tdltc102 tdltc109 tdpur051 tdsls051 tiedm120

archived\deleted (1) archived\deleted (2) archived\deleted (2) archived\deleted (2) archived\deleted (2) archived\deleted (2) archived\deleted (2) archived\deleted (2) archived\deleted (1) archived\deleted (3) archived\deleted (3) archived\deleted (3) archived archived\deleted archived\deleted (4) archived\deleted (4) archived\deleted archived\deleted archived\deleted (5) archived\deleted (5) archived archived archived archived archived\deleted (1) archived\deleted (1) archived (1) archived\deleted (1) archived\deleted (1) archived\deleted (1 + 4) read read deleted (1)

The numbers behind the tabletransaction refer to the choice-fields in the lower half of the form: 1 = Archive Project Structure 2 = Archive Project Calculation 3 = Archive Project Master Schedule 4 = Archive Project History 5 = Archive Financial Project Data

NB: Business Impact : The project code (tipcs2101m000) is not deleted because of references with other parts of BAAN IV. Customized Items are not deleted because this data is required for rebuilding statistics in Purchase and Sales. NOTE that Archiving project history will archive/delete the project related SFC orders.

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Process delivered purchase orders, tdpur4223m000

SESSION OBJECTIVE With this session you can clear all operational data of purchase orders. Operational (detailed) data is deleted from the tables and turnover data will be written to the history tables. HOW TO USE THE SESSION The operational data will only be cleared from the tables if you select yes on the first field, Delete Order data. If you delete order data you will lose the details on the order header, order lines, specific addresses, and receipts. In stead of the details you have a more general look on the data by viewing the history. Deleting the order data is an irreversible process. The system comes up with no by default, in which case the order data will only be processed (written to the history), not deleted. After this you can enter the date up to which you want the Purchase orders be processed or deleted. If the Finance-package is implemented, it is advised NOT to remove order data within a fiscal year that has not yet been closed. The reason for not removing within the fiscal year is that the GRINYA process uses this information. GRINYA= Goods Received Invoice Not Yet Approved. Furthermore it is recommendable to check if the logistical balance for not invoiced receipts matches the balance of the GRINYA accounts for the periods up to which you want to delete Purchase order data. Successively the following steps are executed by this session:

Processing Purchase order data

-Updating the order history The turnover data is written to the order history. This happens only if the parameter Log Purchase Order History in the session Maintain Purchase Order History Parameters, tdpur5100m000 is set to Yes -Updating the data on the related contract Lowering the called quantity and amount, raising the invoiced quantity and amount. Writing the turnover to the contract history. This is only done if the parameter Log Turnover on Contract in the session Maintain Purchase Contract Parameters, tdpur3100m000 has been set to Yes. This step will allow you to see which order has called off a quantity for a contract -Updating the average/latest purchase price If the Finance-package has been implemented, this is done during the invoice matching procedure you can carry out after approving the invoice in the session Approve Received Purchase Invoices, tfacp1104m000. -Updating the order price in the purchase order history If the Finance-package has been implemented, the order price is corrected in the order history in case the price paid differs from the price on the order line. -Updating the supplier's open balance -Updating the Tax data for the EU -Processing Sales deliveries for Direct Purchase orders

Deleting Purchase order data

If you indicate that the order data is to be deleted, the following data will be cleared up to the entered date: -Invoice data -Receipt lines -Order specific BOM lines -Purchase order lines to work-in-process -Purchase order lines -Specific Delivery address -Specific Postal address -Inbound data (if ILC is implemented)
Archiving Baan IV 33

-Purchase order heading -Inspection data -Approval data Depending on the parameter Delete Order Data if Received Completely in the session Maintain Purchase Order Parameters, tdpur4100m000, data is cleared by order line or by order. If you select the second option, you will always have the receipt data of the entire order at your disposal, as long as not all items to be delivered have been received.

PREREQUISITES A purchase order line can only be deleted if the following criteria are met: -Backordered quantity is 0 or line has been cancelled -Order history has been updated -Purchase invoice matching procedure has been carried out (if Finance-package is implemented) -Project has been archived or deleted (for project related purchases) -Inbound advice has been fully processed -There is no longer a link with a transportation order (in the package Transportation the link between transportation and purchase order is cleared when the transportation order has been processed) -Invoice date must lie before the date entered on the screen; if the invoice is not printed, the receipt date is used. INVOKED TABLES Companies Additional Statistical Information sets Import/Export Statistics Link (BOM/Material, Routing/Operations) Order specific Inspections Order specific Inspection Data (Header) Order specific Inspection Data (Lines) Inventory Data by Location and Lot for Inspection Inbound data
Archiving Baan IV

tccom000 tccom705 tccom710 tcqms012 tcqms049 tcqms050 tcqms051 tdilc111 tdilc402

Read Read Update Cleared Cleared Cleared Cleared Cleared Cleared

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Items tiitm001 Read PCS parameters tipcs000 Read Currencies tcmcs002 Read Order Steps tcmcs039 Read Order Types tcmcs042 Read Projects tipcs020 Read Customized Items tipcs021 Read Purchase Orders tdpur040 Cleared Purchase Order Lines tdpur041 Cleared Specific Addresses (P.O.) tdpur042 Cleared Receipts tdpur045 Updated/Cleared Purchase Invoices tdpur046 Cleared Purchase Order Bills of Material tdpur047 Cleared Purchase Receipts for Posting to Work-in-Process tdpur048 Cleared Purchase Contracts tdpur300 Read Purchase Contract Lines tdpur301 Updated Purchase Contract Line History tdpur306 Updated Sales Orders tdsls040 Read Sales Order Lines tdsls041 Updated Deliveries tdsls045 Updated S.O. Bills of Material tdsls047 Read Warehouses tcmcs003 Read Countries tcmcs010 Read Financial Companies tfgld004 Read End dates by Year tfgld006 Read Other tables i.e. tdpur050, tdsls051, tdsls300 are updated by functions called from this program script of tdpur4223 NOTE 1. Purchase Order History is not deleted by this session. If necessary, the Purchase Order History can be deleted using session tdpur5201m000 Print/Delete P.O.History. Be aware that history-records are used for updating Purchase Statistics. If records are deleted, a full update of the Purchase Statistics will become impossible. So before you delete P.O.History, run a full update of the Purchase Statistics via session tdpst0201m000. NOTE 2. This session is not a real archiving session: data of purchase orders is not stored in an archiving company. The session is mentioned here, as this session is crucial in the archiving process and in some cases.

Process delivered sales orders, tdsls4223m000

SESSION OBJECTIVE By executing this session, you can process and delete the data of delivered Sales Orders from the tables. HOW TO USE THE SESSION In the first field you enter whether or not you want to process the data of the delivered Sales Order. Select Yes, which is coming up by default, if you want to. Also select Yes on the next field Delete Order data if you want the operational (detailed) data to be deleted. After you have selected Yes, you can enter a date up to which you want Order data to be processed and deleted.

If you delete order data you will lose the details on the order header, order lines, specific addresses, bill of lading, and deliveries. In stead of the details you have a more general look on the data by viewing the history. Deleting the order data is an irreversible process.
If the Finance-package is implemented, it is advised NOT to remove order data within a fiscal year that has not yet been closed.
Archiving Baan IV 35

The session carries out the following actions: -Generating financial transactions -Updating the customers open balance -Updating the data on the related Sales contract -Generating EU transactions -Updating the Sales order history -Deleting the Sales order data If you indicate that the order data is to be deleted, the following data will be removed from the tables up to the entered date: -The Sales Order header and lines -Bill of lading data -Outbound data (if ILC is implemented) Depending on the parameter Book Costprice Immediately of projects related to processed sales orders, session Calculate Cost Prices by Project tipcs3250m000 will be started automatically to calculate the estimated/actual cost price by project in order to calculate and post the costs of goods sold for such projects. Depending on the parameter Method of Deleting Order Data in the session Maintain Sales Order Parameters, tdsls4100m000, data is cleared by order line or by order. If you select the second option, you will always have the receipt data of the entire order at your disposal, as long as not all items to be delivered have been shipped.

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PREREQUISITES Sales order lines are only deleted if the following criteria are met: -There is no backorder quantity -Financial transactions must have been created and the turnover history updated -The project for project-related sales must have been archived -If the Sales order is an instalment order, the customer must have been invoiced for all instalments, and the order must have the status "Closed" -For the orderliness is no RPL-order present INVOKED TABLES The following tables are used when processing and deleting Sales Order Data Maintain Statuses Tcmcs096 Update Late Payment Surcharges Tcmcs011 Read Terms of payment Tcmcs013 Read Ordersteps Tcmcs042 Read Invoice methods Tcmcs055 Read Parameters Taxcodes by country Customers Additional Statistical Information Sets COM Parameters Import-/Exportstatistics Sales Listing Data Sales deliveries Delivered SO to be processed Sales Order Headers Sales Order Lines Sales Parameters Installment Schedules Sales Order Bill of Material Sales Order Line History
Archiving Baan IV

Tcmcs095 Tcmcs036 Tccom010 Tccom705 Tccom999 Tccom710 Tccom700 Tdsls045 Tdsls049 Tdsls040 Tdsls041 Tdsls000 Tdsls048 Tdsls047 Tdsls051

Read Read Read Read Read Update Update Read/update/delete Update Read/update/Delete Read/update/Delete Read Read Read/delete Update
37

Sales Contract Lines Sales Contract Lines History Order priority simulations Specific Addresses Bill of Lading Data Outbound Data Lots ILC Parameters DRP Parameters Integration Transactions Additions to Integration Transactions Projects Costprizes by Cust. Item PCS Parameters Item data Standard Costprizes by Item Costprize components PCF Parameters

Tdsls301 Tdsls306 Tdsls026 Tdsls042 Tdsls043 Tdilc401 Tdltc001 Tdilc000 Trdrp000 Tfgld410 Tfgld415 Tipcs020 Tipcs350 Tipcs000 Tiitm001 Ticpr300 Ticpr010 Tipcf000

Update Update Delete Delete Delete Read/delete Read Read Read Update Update Read/update Read Read Read Read Read Read

NOTE 1. The Sales Order History in table tdsls050 and tdsls051 is not deleted by running this session. If necessary, the S.O.History can be deleted by executing session tdsls5201m000 Print Delete Sales Order History. Business impact can be that when deleting sales order history, you will lose information on the product variants that were sold. This information on product variants might be needed for your business to run the session tipcf6410m000 (Print product variant statistics), to get a good overview on what option sets are popular in demand. Before the S.O.History is deleted, the Sales Statistics should be fully updated. After deleting the history records this will not be possible anymore! NOTE 2. This session is not a real archiving session: data of sales orders is not stored in an archiving company. The session is mentioned here as this session is crucial in the archiving process and in some cases mandatory in order to be able to archive other data.

Archive/delete Purchase Statistics, tdpst0202m000

SESSION OBJECTIVE With this session you can archive and/or delete the Turnover, Order Intake, Cancellations Statistics and/or the Purchase Budgets. The data will be deleted from the tables and transferred to the tables in the Archive Company where the Purchase statistics can be displayed/printed HOW TO USE THE SESSION First you fill in the statistical year(s) you want to archive/delete. After this you can choose for every type of statistic whether or not it should be archived/deleted. So type Yes for Turnover, Order Intake, Cancellations and Budgets if you want these statistics to be archived or cleared. The next option is the Transaction type, meaning what you want to do: Archive the data or clear the data from the tables. The system comes up with Archiving by defaults. The next two fields concern texts. You can archive texts and you can choose for overwriting texts that are already present in the Archive Company. You can display the archived purchase statistics and budgets in the Archive Company, which is filled in the field "Archiving Company Number" in the Purchase Statistics Parameters (tdpst0100m000) session. After archiving the statistics it is necessary to create new sort codes and layout codes in the Archive Company in order to view the statistics. This can be done in the Maintain Purchase Statistics Sort Codes (tdpst0194m000) session and in the Maintain Purchase Statistics Layout Codes (tdpst0196m000) session.
Archiving Baan IV 38

The session Archive/Delete Purchase Statistics tdpst0202m000 activates an included function tiitm0210 Archive General Data Industry that takes care of archiving item data, units and unit sets and other general data into the Archive Company.

PREREQUISITES INVOKED TABLES Pur. Statistics Master file (Turnover) Pur. Statistics Master file (Order Intake) Pur. Statistics Master file (Cancellation) Pur. Statistics Compression (Turnover) Pur. Statistics Compression (Order Intake) Pur. Statistics Compression (Cancellation) Pur. Statistics Sort file Purchase Budgets Purchase Statistics Sort Codes Pur. Stat. Discount Type (Turnover) Pur. Stat. Discount Type (Order Intake) Pur. Stat. Discount Type (Cancellation) Pur. Stat. Compression for Disc. Type (Turnover) Pur. Stat Compression for Disc. Type (Order Intake) Pur. Stat. Compression for Disc. Type (Cancellation) Purchase Budgets by Discount Type

Tdpst010 Tdpst015 Tdpst018 Tdpst020 Tdpst025 Tdpst028 Tdpst030 Tdpst050 Tdpst094 Tdpst110 Tdpst115 Tdpst118 Tdpst120 Tdpst125 Tdpst128 Tdpst150

Archived/cleared Archived/cleared Archived/cleared Cleared Cleared Cleared Cleared Archived/cleared Read Archived/cleared Archive/cleared Archive/cleared Cleared Cleared Cleared Archived/cleared

NOTE Purchase statistics should only then be archived/deleted after session tdpst0201m000 Update Purchase Statistics has been executed in full update-mode. This session updates the Purchase Statistics based on the Order History records.

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Archive/delete Sales Statistics, tdsst0202m000

SESSION OBJECTIVE With this session you can archive and/or delete the Turnover, Order Intake, Cancellation statistics and/or the Sales Budgets. The data will be deleted from the tables and transferred to the tables in the Archive Company where the Sales Statistics can be displayed/printed HOW TO USE THE SESSION First you fill in the statistical year(s) you want to archive/delete. After this you can choose for every type of statistic whether or not it should be archived/deleted. So type Yes for Turnover, Order Intake, Cancellations and Budgets if you want these statistics to be archived or cleared. The next option is the Transaction type, meaning what you want to do: Archive the data or clear the data from the tables. The system comes up with Archiving automatically. The next two fields concern texts. You can archive texts and you can choose for overwriting texts that are already present in the Archive Company. You can display the archived Sales Statistics and budgets in the Archive Company, which is filled in the field "Archiving Company Number" in the Sales Statistics Parameters (tdsst0100m000) session. After archiving the statistics it is necessary to create new sort codes and layout codes in the Archive Company in order to view the statistics. This can be done in the Maintain Sales Statistics Sort Codes (tdsst0194m000) session and in the Maintain Sales Statistics Layout Codes (tdsst0196m000) session. The session Archive/Delete Sales Statistics tdsst0202m000 activates an included function tiitm0210 Archive General Data Industry which takes care of archiving item data, units and unit sets and other general data into the archive company

PREREQUISITES Not applicable

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40

INVOKED TABLES Sales Statistics Master file (Turnover) Sales Statistics Master file (Order Intake) Sales Statistics Master file (Cancellation) Sales Statistics Compression (Turnover) Sales Statistics Compression (Order Intake) Sales Statistics Compression (Cancellation) Sales Statistics Sort file Sales Budgets Sales Statistics Sort Codes Sales Stat. Discount Type (Turnover) Sales Stat. Discount Type (Order Intake) Sales Stat. Discount Type (Cancellation) Sales Stat. Compression for Disc. Type (Turnover) Sales Stat Compression for Disc. Type (Order Intake) Sales Stat. Compression for Disc. Type (Cancellation) Sales Budgets by Discount Type

Tdsst010 Tdsst015 Tdsst018 Tdsst020 Tdsst025 Tdsst028 Tdsst030 Tdsst050 Tdsst094 Tdsst110 Tdsst115 Tdsst118 Tdsst120 Tdsst125 Tdsst128 Tdsst150

Archived Archived Archived Cleared Cleared Cleared Cleared Archived Read Archived Archived Archived Cleared Cleared Cleared Archived

NOTE Purchase statistics should only then be archived/deleted after session tdpst0201m000 Update Purchase Statistics has been executed in full update-mode. This session updates the Purchase Statistics based on the Order History records.

Archive Warehouse Transactions by Item, tdinv1201m000

SESSION OBJECTIVE This session is used to archive Inventory transactions, which originate from Warehouse orders. HOW TO USE THE SESSION This session will archive the inventory transactions from the Warehouse Orders by Item table (tdinv100). If Inventory Location Control (ILC) is implemented, this session will also archive records from the table Warehouse Order Transactions by Lot and Location (tdilc102) and from the table Warehouse Order Transfers by Lot and Location (tdilc103). In the first field of this session you determine up to which date you want to archive the Inventory transactions. Make sure not to archive data that is in the near past, as this action will delete records from the table and you still may need those recent data. In the second field the company number for Archiving should be entered, so the company number to which the data should be copied. If you want text to be archived as well, select Yes in the third field. If you want text that is already present in the Archiving company to be overwritten by the actual data, select Yes in the fourth field of this session

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PREREQUISITES -Warehouse order must have the status closed INVOKED TABLES Warehouse orders by Item Warehouse order Transactions by lot and location Warehouse order Transfers by lot and location

Tdinv100 Tdilc102 Tdilc103

Archived Archived (if transactiontype inventory transfer) Archived (if transactiontype inventory transfer)

= =

This object otdinv1201 uses the functions itiitm0210, itcmcs008 and itfgld0026. These functions (includes) ensure the copying of actual general data to the archiving company, so that references are present to support the tables tdinv100, tdilc102 and tdilc103 in the Archiving company.

Archive Inventory Transactions by Item, tdinv7210m000

SESSION OBJECTIVE This session is used to archive Inventory Transactions by item HOW TO USE THE SESSION Inventory transactions by item are changes in the items inventory and result from for example receipts on purchase orders, deliveries on sales orders and issue of receipt on production orders. All these inventory transactions are stored in table tdinv700 Inventory Transactions by Item. This session tdinv7210m000, Archive Inventory Transactions by Item, will remove inventory transaction from this table tdinv700 up to a certain date. The Historical Inventory Balance and Date of Historical Inventory Balance fields in the Maintain Items by Warehouse session (tdinv0101m000) (table tdinv001) are updated by this session.

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Below you see the form fields of the session. Take care that the date you fill in the first field is not one in the near past; You will lose recent and actual inventory data. Also be careful when entering the company number for Archives if there are several Archiving companies present on the system.

PREREQUISITES Not applicable INVOKED TABLES Companies Statuses Item data by Warehouse Inventory Transactions by Warehouse Tccom000 Tcmcs096 Tdinv001 Tdinv700 Read Update Update (historical stock balance) Archived

This object otdinv7210 uses the functions itiitm0210, itcmcs008 and itfgld0026. These functions (includes) ensure the copying of actual general data to the archiving company, so that references are present to support the table tdinv700 in the Archiving company. NB. Business Impact: Table tdinv700 is used in the Inventory valuation and in the MPS-forecast calculation. Be aware that after running this archiving session, the data is no longer available in the operational system to perform such analysis. If you use MPS forecasting, be aware that archiving will remove historical inventory data, which is the basis for forecasting.

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Archive Item Issue by tdinv7250m000/tdinv7260m000

Period/Warehouse,

SESSION OBJECTIVE Objective of these sessions is to archive the item issue by period and the item issue by warehouse and period. HOW TO USE THE SESSION Depending on the parameter setting in the INV-parameters, tdinv0100m000, the issue of an item is logged in two separate tables. If the parameter Item Issue History is set to Yes , item issue by period will be logged in tale tdinv750. If the parameter Item Issue History by Warehouse is set to Yes , item issue by warehouse and period will be logged in table tdinv760. These historical data can be archived using the mentioned sessions. In session tdinv7250m000, Archive Item Issue History by Period, you have to choose up to which year you want to archive the item issue history. Make sure not to archive recent data. After this choice you select the company number to which you want the issue data to be archived. Theres also the option to archive text. In session tdinv7260m000, Archive Item Issue by Warehouse, youll find the same form fields and options as in tdinv7250m000. The difference between those two is the tables they invoke

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PREREQUISITES Not applicable INVOKED TABLES Companies Item Issue by Period (history) Item Issue by Warehouse (history) Tccom000 Tdinv750 Tdinv760 Read (both) Read/delete (tdinv7250) Read/delete (tdinv7260)

In both sessions the functions tiitm0210, tcmcs008 and tfgld0026 are executed. These functions (includes) ensure the copying of actual general data to the archiving company, so that references are present to support the tables tdinv750 and 760 in the Archiving company. NB. After archiving the Item Issue data, running specific sessions might lead to different results. For example the Perform ABC-analysis by Item (tdinv6210m000) and the Perform Slow moving Analysis by Item (tdinv6220m000) make use of the data stored in tables tdinv750 and tdinv760. It is best to perform these analysis before archiving this data. Also performing history analysis to calculate demand forecast by item (session tdinv4230m000) will be effected by this archiving session, run the calculation before archiving if you use demand forecasting.

Archive stock history by location, tdilc3211m000

SESSION OBJECTIVE By using this session the user is able to archive or delete the inventory transactions done for locations within warehouses. HOW TO USE THE SESSION To archive the history of inventory transactions by locations, the module Inventory Location Control must be implemented and the parameter Log Physical Inventory Transactions by Location in the session Maintain ILC-parameters must be set to yes. If this is field is set to No, Baan will not built up any records of inventory history by location, which makes it impossible to archive. In the first field of the session form you can choose if you want the stock history data to be deleted from the table or to be copied to the archiving company. Baan comes up with the option Archiving by default. In the rest of the form fields you can indicate up to which date you want to delete/archive, to what archiving company the data should be transferred and if texts should be archived as well. Be careful when selecting the To Date-value and the number of the Archiving company.

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PREREQUISITES -The project to which the inventory transaction may be linked must have the status Archived - When the item is lot controlled and the revaluation system is Lot prize, no outstanding Purchase order is to be linked to it Records that do not meet these prerequisites will be skipped for archiving/deletion INVOKED TABLES Companies Inventory Transactions by Location (History) Lots Purchase Orders Customized Items Items Relationships between items and containers

Tccom000 Tdilc301 Tdltc001 Tdpur040 Tipcs021 Tiim001 Tiitm100

Read Read/deleted Read/archived, not deleted Read Read/archived, not deleted Read Read

Archive Projects, tppdm7820m000

SESSION OBJECTIVE Within Baan Project the session tppdm7820 Archive Projects can be used to archive projects to an Archive Company. This can be done for several reasons but the most important is that archiving projects keeps your operational company clean of superfluous data. HOW TO USE THE SESSION Select the projects that you want to archive. It is possible to make a choice what kind of data has to be archived. If you choose for the option General Data all common data is archived. This option is important if you want to create a new company or if the common data is changed since you ran the session with this option set to Yes.

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46

Depending on the Run Type you can only archive to the Archive Company or archive the data to the Archive Company and afterwards delete the data from the Operational Company. There is also the possibility to retrieve the data from the Archive Company. PREREQUISITES Before a project can be archived the project must have the status Closed and the financial result of the project must be determined. This can be done by changing the status of the project in session tppdm6107m000 Maintain Project Status to Final and the Financial Result Status to Determine Result and then run session tpppc4802m000 Process Transactions.

In session tppdm7820m000 Process Transactions the field Process Financial Result should be set to Yes. After this session is ran the Project Status is Closed and the Financial Result Status is Result Determined (A project can also be archived when the status of the project is Free

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Before you can archive the tables should be present in the Archive Company. If texts are linked to the data in the tables that have to be archived (for projects) a default text group has to be defined for the user in the Archive Project. INVOKED TABLES In the next scheme an overview is given which tables are copied to the Archive Company. Depending of the settings of the different fields in the archiving session a certain part of the data is archived.

Tables archived when General Data is set to Yes

ttcmcs001 ttcmcs002 ttcmcs003 ttcmcs004 ttcmcs005 ttcmcs006 ttcmcs007 ttcmcs008 ttcmcs009 ttcmcs010 ttcmcs011 ttcmcs012 ttcmcs013 ttcmcs014 ttcmcs015 ttcmcs016 ttcmcs018 ttcmcs019 ttcmcs020 ttcmcs021 ttcmcs022 ttcmcs023 ttcmcs024 ttcmcs025 ttcmcs026 ttcmcs027 ttcmcs028 ttcmcs031 Archiving Baan IV Units Currencies Warehouses Routes Reasons for Rejection Unit sets Units by Language Currency Rates Credit Insurance Companies Countries Late Payment Surcharges Units by Unit Set Terms of Payment Payment Schedules Product Types Seasonal Patterns Signals Titles Bank Addresses Discount Codes Selection Codes Item Groups Price Groups Factoring Companies Banks per Factoring Companies Item Code Systems Commodity Codes Lines of Business 48

ttcmcs032 ttcmcs033 ttcmcs034 ttcmcs035 ttcmcs036 ttcmcs037 ttcmcs039 ttcmcs041 ttcmcs042 ttcmcs043 ttcmcs044 ttcmcs045 ttcmcs046 ttcmcs047 ttcmcs053 ttcmcs055 ttcmcs080 ttcmcs095 ttcmcs096 ttccom001 ttccom010 ttccom012 ttccom013 ttccom015 ttccom020 ttccom022 ttccom025 ttccom030 ttccom500 ttccom705 ttdilc001 ttdilc008 ttdinv105 ttdinv400 ttdltc002 ttdpst090 ttdpst094 ttdsmi001 ttdsmi004 ttdsmi005 ttdsmi006 ttdsmi120 ttdsst090 ttdsst094 ttfacp000 ttfacp001 ttfacp002 ttfacp003 ttfacp004 ttfacp005 ttfacp300 ttfacp301 ttfacp302 ttfacr000 ttfacr001 ttfacr002 ttfacr003 ttfacr005 ttfacr310 ttfacr311 ttfacr312 ttfcmg000 ttfcmg001 ttfcmg002 ttfcmg003 ttfcmg006 ttfcmg007 ttfcmg008 ttfcmg110 ttffbs001 ttffbs003 Archiving Baan IV

Single Tax Rates Multiple Tax Rates Price Lists Tax Rates by Tax Code Tax Codes by Country Tax Codes Order Steps Terms of Delivery Order Types Additional Cost Sets Statistics Groups Areas Languages First Free Numbers Rounding Codes Invoicing Methods Forwarding Agents Parameters Statuses Employees Customers Customer Postal Addresses Delivery Addresses Banks by Customer Suppliers Supplier Postal Addresses Banks by Supplier Concern Structure Planning Board Groups 1 Additional Statistical Information Sets Locations Messages Reasons for Inventory Adjustments Forecast Methods Lot Selection Codes Purchase Statistics Period Data Purchase Statistics Sort Codes Salutations Job titles Promotions Attention Codes Contacts Sales Statistics Period Data Sales Statistics Sort Codes ACP Parameters Financial Supplier Groups Blocking Codes Blocking References Aging Analysis Data Ledger Accounts by Supplier Group Subcontractors Industrial Assurance Boards Remittance Agreements ACR Parameters Financial Customer Groups Problem Codes Problem References Ledger Accounts by Customer Group Reminder Methods Statement of Account Methods Statement of Account Layouts CMG Parameters Bank Relations Reasons for Foreign Payments Payment/Receipt Methods Data by Bank & Payment/Receipts Methods Posting Data by Bank & Payment/Receipts Methods Posting Data by Tax Code Anticipated Payments Budget Distribution Codes Budget Codes 49

ttfgld002 ttfgld004 ttfgld005 ttfgld006 ttfgld007 ttfgld008 ttfgld009 ttfgld010 ttfgld011 ttfgld018 ttfgld035 tticpr010 tticpr050 ttihra110 ttihra130 ttiitm001 ttiitm002 ttiitm003 ttiitm004 ttiitm011 ttiitm100 ttimps100 ttipcf050 ttipcs001 ttipcs020 ttipcs024 ttipcs100 ttirou000 ttirou001 ttirou002 ttirou003 ttirou101 ttirpt001 ttirpt003 tpsrou101 ttracs100 ttrtoc030 ttphrs000 ttphrs010 ttphrs020 ttppss000 ttpptc000 ttppdm001 ttppdm015 ttppdm025 ttppdm035 ttppdm040 ttppdm043 ttppdm045 ttppdm046 ttppdm048 ttppdm049 ttppdm051 ttppdm053 ttppdm055 ttppdm057 ttppdm059 ttppdm063 ttppdm065 ttppdm069 ttppdm071 ttppdm072 ttppdm075 ttppdm077 ttppdm078 ttppdm081 ttppdm083 ttppdm085 ttppdm090 ttppdm100 ttppdm110 Archiving Baan IV

Dimension Descriptions Financial Companies Periods End Dates by Year Period Status Chart of Accounts Dimension Ranges by Ledger Account Dimensions Transaction Types Documents Protocol Codes Cost Price Components Operation Rate Codes Working Time Tables Hourly Labor Types Item Item Default Data Alternative Units Conversion Factors Alternative Items Relationships between Items and Containers Plan Codes Product Features Budgets Projects Project Stages Budget Calculation Codes ROU Parameters Work Centers Machines Tasks Routing Codes by Item Production Schedule Codes Scheduling Areas Routing Codes by Formula Addresses Order Procedure Project Hours Accounting (HRS) Parameters Wage Components by Employer Employers Project Planning Parameters (PSS) Project Budget Parameters (PTC) User Defaults Labor Equipment Subcontracting Sundry Costs Revenues Third Party Types Third Parties Responsibilities Employees by Responsibility Competitors Appointment Types Business Sectors Sufferance Tax Financing Methods Project Acquiring Methods Project Groups Document Types Teams Team Resources Categories Coding Systems Codes by Coding System Line Statuses Formulas Phases Standard Elements Cost Components Standard Activities 50

ttppdm120 ttppdm121 ttppdm122 ttppdm130 ttppdm131 ttppdm132 ttppdm133 ttppdm141 ttppdm142 ttppdm143 ttppdm144 ttppdm145 ttppdm146 ttppdm147 ttppdm148 ttppdm151 ttppdm152 ttppdm155 ttppdm170 ttppdm171 ttppdm172 ttppdm173 ttppdm174 ttppdm175 ttppdm176 ttppdm177 ttppdm000 ttpppc001 ttpppc002 ttpppc000 ttpppc220 ttpprc000 ttpprc220 ttpprc221 ttpprc222 ttpprc223 ttpprc224 ttpprc231 ttpprc232 ttpprc241 ttpprc242 ttpprc243 ttpprc244 ttpprc245 ttppss005 ttppss030 ttppss032 ttppss033 ttppss034 ttppss055

Day Types Lay Off Forecasts Lay Off Forecasts by Area Standard AQS Codes Standard AQS Values AQS Selections AQS Relationships by Standard Activity Revenue Codes of Standard Elements Revenue Codes of Progress Invoicing Elements Revenue Codes Cost Plus (General and by Cost Type) Revenue Codes Cost Plus (Material) Revenue Codes Cost Plus (Labor) Revenue Codes Cost Plus (Equipment) Revenue Codes Cost Plus (Subcontracting) Revenue Codes Cost Plus (Sundry Costs) Price Fluctuations Index Tables of Price Fluctuations Financial Result Types Standard Surcharges (General and by Cost Type) Standard Surcharges by Cost Component Standard Surcharges by Material Standard Surcharges by Labor Standard Surcharges by Equipment Standard Surcharges by Subcontracting Standard Surcharges by Sundry Costs Standard Surcharges by Revenue General Parameters Baan Project (PDM) Hours Control Periods Cost Control Periods Parameters Project Progress (PPC) Hourly Labor Types PRC Parameters Financial Accounts for Costs and Commitments by Material Financial Accounts for Costs and Commitments by Labor Financial Accounts for Costs and Commitments by Equipment Financial Accounts for Costs and Commitments by Subcontracting Financial Accounts for Costs and Commitments by Sundry Costs Financial Accounts for Costs and Commitments by Cost type Financial Accounts for Costs and Commitments by Cost Component Financial Accounts for Revenues by Contract Type/Category Financial Accounts for Revenues by Category Financial Accounts for Revenues by Contract Type/Agreement Type Financial Accounts for Revenues by Agreement Type Financial Accounts for Revenues by Cost Component Standard Markers Company Calendar Trade Group Calendar Employee Calendar Equipment Calendar AQS Selection Expressions

Tables archived when General Project Data is set to Yes

ttppdm600 ttppdm601 ttppdm605 ttppdm606 ttppdm607 ttppdm604 ttppdm615 ttppdm625 ttppdm635 ttppdm640 ttppdm643 ttppdm646 ttppdm649 ttppdm650 ttppdm653 ttppdm667 ttppdm669 Archiving Baan IV Projects Cost Control Levels by Project Project Items Contracts by Project Contracts by Project Price Group Alternative Units by Project Item Project Labor Project Equipment Project Subcontracting Project Sundry Costs Project Revenues Third Parties by Project Employees Responsible by Project Project Relations PCS Appointments by Project Wage Rates by Project Project Documents 51

ttppdm730 ttppdm731 ttppdm740 ttppdm742 ttpprc210 ttpprc211 ttpprc212 ttpprc213 ttpprc214 ttpprc230 ttpprc233 ttpprc240 ttpprc246

AQS Codes by Project AQS Values by Project Project Customers Locations by Project Financial Accounts for Cost and Commitments by Project/Item Financial Accounts for Cost and Commitments by Project/Labor Financial Accounts for Cost and Commitments by Project/Equipment Financial Accounts for Cost and Commitments by Project/Subcontracting Financial Accounts for Cost and Commitments by Project/Sundry Costs Financial Accounts for Cost and Commitments by Project/Cost type Financial Accounts for Cost and Commitments by Element/Cost type Financial Accounts for Revenues by Project Financial Accounts for Revenues by Element

The data from the tables tipcs020 and tipcs021 will also be archived if the parameter Baan Distribution Integration is set on Yes

Tables that are archived when Planning Data is set to Yes

ttpptc050 ttpptc100 ttppdm730 ttppdm731 ttppdm742 ttppss010 ttppss031 ttppss034 ttppss040 ttppss045 ttppss200 ttppss050 ttppss240 ttppss210 ttpptc220 ttppss400 ttpptc230 ttppss410 ttpptc240 ttppss420 ttpptc250 ttppss430 ttpptc260 ttppss440 Extensions Elements Activity Query Structure Codes by Project Activity Query Structure Values by Project Locations by Project Project Plans Project Calendar Equipment Calendar Lay off Forecast by Project Actual Lay off Project Activities Activity Query Structure Relations by Activity Markers Project Activity Relationships Material Budget Lines by Activity Material Actions by Project Labor Budget Lines by Activity Labor Actions by Project Equipment Budget Lines by Activity Equipment Actions by Project Subcontracting Budget Lines by Activity Subcontracting Actions by Project Sundry Costs Budget Lines by Activity Sundry Costs Actions by Project

Tables that are archived when Actual budget is set to Yes

ttpptc050 ttpptc100 ttppss010 ttppss200 ttpptc030 ttpptc031 ttpptc032 ttpptc040 ttpptc041 ttpptc042 ttpptc043 ttpptc044 ttpptc120 ttpptc122 ttpptc140 ttpptc142 ttpptc150 ttpptc152 ttpptc130 ttpptc132 Archiving Baan IV Extensions Elements Project Plans Project Activities Cost Surcharges by Project Cost Surcharges by Cost Type Cost Surcharges by Cost Component Cost Surcharges by Item Cost Surcharges by Labor Cost Surcharges by Equipment Cost Surcharges by Subcontracting Cost Surcharges by Sundry Cost Code Material Budget Lines Codes of Material Budget Lines Equipment Budget Lines Codes of Equipment Budget Lines Subcontracting Budget Lines Codes of Subcontracting Budget Lines Labor Budget Lines Codes of Labor Budget Lines 52

ttpptc160 ttpptc162 ttpptc220 ttpptc230 ttpptc240 ttpptc250 ttpptc260 ttpptc070 ttpptc071 ttpptc300

Sundry Cost Budget Lines Codes of Sundry Cost Budget Lines Material Budget Lines by Activity Labor Budget Lines by Activity Equipment Budget Lines by Activity Subcontracting Budget Lines by Activity Sundry Costs Budget Lines by Activity Budget Adjustments Budget Adjustments Detail Lines Budget Cost Analysis Codes by Project

Tables that are archived when Actual budget history is set to Yes
ttpptc035 ttpptc036 ttpptc037 ttpptc045 ttpptc046 ttpptc047 ttpptc048 ttpptc049 ttpptc105 ttpptc125 ttpptc135 ttpptc145 ttpptc155 ttpptc165 ttpptc225 ttpptc235 ttpptc245 ttpptc255 ttpptc265 History of Cost Surcharges by Project History of Cost Surcharges by Cost Type History of Cost Surcharges by Cost Component History of Cost Surcharges by Material History of Cost Surcharges by Labor History of Cost Surcharges by Equipment History of Cost Surcharges by Subcontracting History of Cost Surcharges by Sundry Cost Code Element Relationship History History of Material Budget Lines History of Labor Budget Lines History of Equipment Budget Lines History of Subcontracting Budget Lines History of Sundry Costs Budget Lines History of Material Budget Lines by Activity History of Labor Budget Lines by Activity History of Equipment Budget Lines by Activity History of Subcontracting Budget Lines by Activity History of Sundry Costs Budget Lines by Activity

Tables that are archived when Actual budget history is set to Yes
ttpppc110 ttpppc111 ttpppc112 ttpppc113 ttpppc115 ttpppc120 ttpppc121 ttpppc122 ttpppc123 ttpppc124 ttpppc130 ttpppc131 ttpppc132 ttpppc133 ttpppc134 ttpppc150 ttpppc160 ttpppc215 ttpppc216 ttpppc217 ttpppc235 ttpppc236 ttpppc237 ttpppc255 ttpppc256 ttpppc257 ttpppc260 ttpppc261 ttpppc262 ttpppc263 ttpppc264 ttpppc265 ttpppc275 ttpppc276 ttpppc277 ttpppc280 ttpppc281 Archiving Baan IV Progress by Element/Item Progress by Element/Labor Progress by Element/Equipment Progress by Element/Subcontracting Progress by Element/Sundry Cost Progress by Activity/Item Progress by Activity /Labor Progress by Activity /Equipment Progress by Activity /Subcontracting Progress by Activity /Sundry Cost Progress by Extension/Item Progress by Extension/Labor Progress by Extension/Equipment Progress by Extension/Subcontracting Progress by Extension/Sundry Cost Progress by Element for Invoicing Procedure Progress by Activity History Material Usage for Cost Control Material Transactions Forecast for Final Result (Elements) Material Transactions Forecast for Final Result (Activities) Hours Accounting History Hours Transactions Forecast for Final Result (Elements) Hours Transactions Forecast for Final Result (Activities) Equipment Usage History for Cost Control Equipment Transactions Forecast for Final Result (Elements) Equipment Transactions Forecast for Final Result (Activities) Cost Surcharges by Project/Item Cost Surcharges by Project/Labor Cost Surcharges by Project/Equipment Cost Surcharges by Project/Subcontracting Cost Surcharges by Project/Sundry Cost Revenue Surcharges by Project/Revenue History Subcontracting for Cost Control Subcontracting Transactions Forecast for Final Result (Elements) Subcontracting Transactions Forecast for Final Result (Activities) Cost Surcharges by Project Cost Surcharges by Project/Cost Type 53

ttpppc282 ttpppc285 ttpppc286 ttpppc295 ttpppc296 ttpppc297 ttpppc305 ttpppc306 ttpppc307 ttpppc320 ttpppc350 ttppin010 ttppin020 ttppin030 ttdpur041 ttdpur300 ttdpur301 ttdpur040 ttfgld418 ttfgld410 ttfgld417

Cost Surcharges by Project/Cost Component Revenue Surcharges by Project Revenue Surcharges by Cost Component Sundry Cost History for Cost Control Sundry Costs Transactions Forecast for Final Result (Elements) Sundry Costs Transactions Forecast for Final Result (Activity) History of Revenues for Cost Control Revenue Transactions Forecast for Final Result (Elements) Revenue Transactions Forecast for Final Result (Activities) Price Fluctuations by Project Financial Results Advances Installment Progress Invoices Purchase Order Lines Purchase Contracts Purchase Contract Lines Purchase Orders Integration References Integration Transactions Posted Integration Transactions Credit Lines

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Archiving Finance

Pre actions for the finance Archiving, removing or compression sessions

It is important before any data is archived, removed or compressed, there must be done some checks on the present data if it is correct data. There must also been done some checks if there is no data missing in the to archive table and in the tables which have reference to the to archived, removed or compressed table. If the records are archived, removed or compressed without any check on the rightness of the data it will be hard to check if the data in the operational and Archive Company are correct. It will not be possible anymore to do any check on the compressed and removed data The mentioned checks must be a part of the monthly closing procedure. If the sessions are part of the monthly closing procedure, the checking will be done over a smaller range of records, than if the checking will be done before the archiving of data is started. Under the session, which is advisable or mandatory, is mentioned for which archiving, removing or compression session the session must be run.

Session Delete Fixed Assets (tfgld6101m000)

This session is advisable for the archiving session: * Archive Disposed Fixed Assets (tffas3300m000) This session delete the entered fixed asset. In this session it is only possible to delete one fixed asset at the time. A fixed asset can only be deleted if the fixed asset is only registered in the system. If there is done a disposal on the to delete fixed asset, the data will not be deleted by the session.

Correction program (tfacp200/tccom021)

otfcor0260

Recalculate

Open

Entries

This correction program is advisable to run for the archiving session: * Remove fully paid Purchase Invoices (tfacp2250m000) This correction program will check if the total open amount of a supplier is correct, and if the open amount for a particular invoice is correct.

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In the case of a group company with several other finance companies, only the Group Company should be given in for the recalculation.

Important for Correction program otfcor0261 recalculate open entries (tfacr200/tccom011)

This correction program will not take in account the archived Sales invoices. If the Fully paid invoices are archived it will not be possible ro recalculate the open amount of the archived Sales invoices. If the Open amount of 0,00 was not correct, it will also not be taken in account for the total open amount of the customer.

Correction program (tfacr200/tccom011)

otfcor0261

recalculate

open

entries

This correction program is advisable to run for the archiving session: * Remove Fully Paid Sales Invoices (tfacr2260m000) This correction program will check if the total open amount of a supplier is correct, and if the open amount for a particular invoice is correct. In the case of a group company with several other finance companies, only the Group Company should be given in for the recalculation. Important for Correction program otfcor0261 recalculates open entries (tfacr200/tccom011) This correction program will not take in account the archived Sales invoices. If the Fully paid invoices are archived it will not be possible to recalculate the open amount of the archived Sales invoices. If the Open amount of 0,00 was not correct, it will also not be taken in account for the total open amount of the customer.

Session select (tfacp1235m000)

values

for

receivable

invoices

specification

This session is advisable for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) * Remove Fully Paid Purchase Invoices (tfacp2250m000)
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This session is advisable for the compressing and removing session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217) It is not necessary to run the session select values for receivable invoices specification (tfacp1235m000). Before archiving the Integration transactions via the session Archive and Purge Integration Transactions (tfgld4210m000) and fully paid Purchase invoices, the session Select values for receivable invoices specification (tfacp1235m000) should be started to check via the sessions Print receivable invoices specifications financial (tfacp1435m000) and Print receivable invoices specifications. Checklist (tfacp1436m000), if Purchase invoices for the matching and approving procedure are not correct (matched and approved) There can be done a check if the list of not matched and or approved orders is correct.

Important for the session Select values for receivable invoice specifications (tfacp1235m000) This session can only been done for the not been deleted or archived data via the sessions Process Delivered Purchase OrdersRemove (tdpur4223m000), fully paid purchase invoices (tfacp2250m000) and Archive and Purge Integration Transactions (tfgld4210m000). If one af the particular sessions is processed for data of a particular period, it will not be possible to compare the data from the different tables (purchase orders, integration transactions and purchase invoices). This session can be used again if the data of a certain period is deleted or archived via all three mentioned sessions.

Session Match/approve purchase invoices with orders (tfacp1130m000)

This session is advisable for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) * Remove Fully Paid Purchase Invoices (tfacp2250m000) This session is advisable for the compressing and removing session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217) The matching and approval of the purchase orders in finance must be up to date. This can be done via the session Match/approve purchase invoices with orders (tfacp1130m000).

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The matching and approving session must be done as far as possible to get the integration transactions (Purchase / Result transactions) up to date and get the best result when running the session Archive and Purge Integration Transactions (tfgld4210m000). The fully paid Purchase invoices will not be archived if the Purchase invoices must be matched with orders, and the status of Purchase invoice is Registered or Matched. A fully paid Purchase invoices will only be archived, if the Purchase invoices must be matched with orders, if the status is approved.

Session print integration transactions (tfgld4410m000)

This session is advisable for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) This session is advisable for the compressing and removing session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217)

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Via the following sessions it is possible to check if there are still errors logged for the to archive integration transactions. It is also possible to check if there are non posted integration transactions present. It can be done via the following sessions: -The session Print integration transactions log (tfgld4432m000) -Display integration transactions log (tfgld4532m000)

-Print integration transactions (tfgld4410m000), with the line Transaction status on Non posted till Erroneous. The session will print all records, which have the given status. Those records arent posted to finance

Session print debit and credit totals for integration transactions (tfgld4411m000)
This session is advisable for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) This session is advisable for the compressing and removing session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217)

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The session Print debits and credit totals for integrations transactions (tfgld4411m000) checks if the integration transactions are balanced. It is good to check if the integration transactions are in the right order.

Session post integration (tfgld4210m000)

transactions

to

finance

transactions

This session is advisable for the archiving session: * Archive and Purge Integration Transactions (tfgld4210m000) This session is advisable for the compressing and removing session: * Archive and Purge Integration Transactions (tfgld4210m000) * Purge and Compress Integration Transactions (tfgld4220m000) * Compress Integration Transactions (otfcor0217) To be sure that all integration transactions are posted to finance this session must be run.

Session Compose payments (tfcmg1240m000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) This session is advisable to run for the removing session: * Remove payment batches (tfcmg1259m000) To be sure that of all created payment batches, the payment procedure is done for as far as possible, If this is the case, you get the best result when processing the archiving or removing sessions. In the session Display Batch Numbers for Payment Procedure (tfcmg1251m000) and Print Batch Numbers for Payment Procedure (tfcmg1451m000) the status of the payment batch will be visable. The status of the batch should be: Removed Posted Paid This session should be started if there are batches with a not actual date present, with the following status: Selected Composed Audited Assigned The payment batch should be selected and the payment batch should get the status Paid.
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Session Process Direct Debits (tfcmg4240m000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) This session is advisable to run for the removing session: * Remove direct debit batches (tfcmg4259m000)

If in the session Maintain CMG Parameters (tfcmg0100m000) the line: Settle Payments with Sales Invoices: is set on Yes Purchase invoices can be selected in a direct debit batch. To be sure that of all created direct debit batches, the direct debit procedure should been done as fas as possible. If this is the case, you get the best result by processing by the archiving or removing sessions In the session Display Batch Numbers for Direct Debit Procedure (tfcmg4521m000) and Print Batch Numbers for Direct Debit Procedure (tfcmg4421m000) the status of the direct debit batch will be visible. The status of the batch should be: Removed Posted Sent This session should be started if there are batches with a not actual date present, with the following status: Selected Composed Audited Assigned The payment batch should be selected and the payment batch should get the status Sent.

Session Maintain Bank Transactions (tfcmg2100s000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Remove Fully Paid Sales Invoices (tfacr2260m000) This session is advisable to run for the removing session: * Remove payment batches (tfcmg1259m000) * Remove direct debit batches (tfcmg4259m000) To be sure that of all created payment batches, the payment procedure is done for as far as possible, it is necessary to do the reconciliation via this session. If it is done as far as possible, you get the best result when processing the archiving or removing sessions. Via the session Display Batch Numbers for Payment Procedure (tfcmg1251m000) and Print Batch Numbers for Payment Procedure (tfcmg1451m000) the status of the payment batch will be visible. If the status of a batch is paid, in the session Maintain Bank Transactions (tfcmg2100s000) on the line: Type of Transaction: Supplier Reconciliation must be just to select, to be able to process the payment procedure, so that the payment batch will receive the status Posted. If the status is Posted, the invoice is fully paid and can be archived Also the payment batch can be removed via the session Remove payment batches (tfcmg1259m000). If the status of a payment batch is: Selected Composed Audited Assigned The session Compose payments (tfcmg1240m000) must first be processed to get the status of the payment batch on Paid.

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Via the session Display Batch Numbers for Direct Debit Procedure (tfcmg4521m000) and Print Batch Numbers for Direct Debit Procedure (tfcmg4421m000) the status of the direct debit batch will be visable. If the status of a batch is sent, in the session Maintain Bank Transactions (tfcmg2100s000) on the line: Type of Transaction: Customer Reconciliation must be just to selected, to be able to process the direct debit procedure, so that the direct debit batch will receive the status Posted. If the status is posted, the Purchase invoice is fully paid and can be archived via the session Remove Fully Paid Purchase Invoices (tfacp2250m000). If the status of a payment batch is: Selected Composed Audited Assigned The session Process Direct Debits (tfcmg4240m000) must first be processed to get the status of the direct debit batch on Sent.

Session Write off payment differences (tfacp2230m000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) If this session Write off payment differences (tfacp2230m000) is not included in the period closing procedure, it is better to run this session before the fully paid invoices are archived or purged. But in case to be sure that there are no open invoices left with payment differences, it is better to run this session. In the field Invoiced period can filled in the year which will be archived. Important that there is entered a value on the field: Maximum amount to be written off Maximum percentage to be written off The value, which is entered on both fields, should be an allowed value for the organisation. It is possible to run a simulation, by pressing the button Simulate. The outcome of the simulation can be checked an if the responsible person of the open invoices agrees with the outcome of this session, it can be definitely runes.

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Session Write off currency differences (tfacp2240m000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) If this session Write off currency differences (tfacp2240m000) is not included in the period closing procedure, it is better to run this session before the fully paid invoices are archived or purged. But in the case to be sure that there are no open invoices left with currency differences, it is better to run this session. In the field Invoiced period can filled in the year which will be archived. It is possible to run a simulation, by putting the line Post currency difference on No. The outcome of the simulation can be checked an if the responsible person of the open invoices agree with the outcome of this session, it can be definitely runes by setting the line Post currency difference to Yes.

Session Control account checklist (tfacp2415m000)

This session is advisable for the archiving session: * Remove Fully Paid Purchase Invoices (tfacp2250m000) * Archive / Purge Finance Transaction (tfgld6205m000). This session checks if the records which are present in the open invoice tabel (tfacp200) exist in table non - (tfgld102) and finalized transactions table (tfgld106), if the right control account is used and if the payment steps are correct in both tables. It also checks if records exist in the non - (tfgld102) and finalized transactions table (tfgld106), that the also do in the open invoice table (tfacp200). If some corrections are made after running the Control account checklist it is advisable to run ther following sessions again: Write off payment differences (tfacp2230m000) Write off currency differences (tfacp2240m000)
Archiving Baan IV 63

Important for Session Control account checklist (tfacp2415m000)

This session must be started before that any record of a particular year is archived via the session Remove Fully Paid Purchase Invoices (tfacp2250m000) and Archive / Purge Finance Transaction (tfgld6205m000). If there is archived a record via of the mentioned tables, the report of the session Control account checklist (tfacr2415m000) will not be useful, all archived records will present on the report as difference. This session can also be started after archiving one particular year in both session Remove Fully Paid Purchase Invoices (tfacr2250m000) and Archive / Purge Finance Transaction (tfgld6205m000). If in the session Remove Fully Paid Purchase Invoices (tfacp2250m000) also Purchase invoices archived where the payment is done in a following year, than the year which will be archived via the session Archive / Purge Finance Transaction (tfgld6205m000), on the Control account checklist of the session tfacp2415m000, will be reported as difference the payment documents and anticipated payments of the Purchase invoice which are paid in a following year. It will be hard to use the control account checklist again for controlling purposes. Therefor we advice to fill in the session Remove Fully Paid Purchase Invoices (tfacp2250m000) on the lines Invoiced period from / to And Payment in period from / to On both lines the latest period of to archive year. If this is done the control account checklist can be just again after running the session Remove fully paid Purchase invoices (tfacp2250m000) and Archive / Purge Finance Transaction (tfgld6205m000).

Session Write off payment differences (tfacr2240m000)

This session is advisable for the archiving session: * Remove Fully Paid Sales Invoices (tfacr2260m000) If this session Write off payment differences (tfacr2240m000) is not included in the period closing procedure, it is better to run this session before thr fully paid invoices are archived or purged. But in case to be sure that there are no open invoices left with payment differences, you can run this session. In the field Invoiced period can filled in the year which will be archived. Important that there is entered a value on the field: Maximum amount to be written off Maximum percentage to be written off The value, which is entered on both fields, should be an allowed value for the organisation.

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It is possible to run a simulation, by pressing the button Simulate. The outcome of the simulation can be checked and if the responsible person of the open invoices agree with the outcome of this session, it can be definitely runes.

Session Write off currency differences (tfacr2250m000)

This session is advisable for the archiving session: * Remove Fully Paid Sales Invoices (tfacr2260m000) If this session Write off currency differences (tfacr2250m000) is not included in the period closing procedure, it is better to run this session before the fully paid invoices are archived or purged. But in the case to be sure that there are no open invoices left with currency differences, it is better to run this session. In the field Invoiced period can filled in the year which will be archived.

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It is possible to run a simulation, by putting the line Post currency difference on No. The outcome of the simulation can be checked an if the responsible person of the open invoices agree with the outcom of this session, it can be definitely runes by setting the line Post currency difference to Yes.

Session Control account checklist (tfacr2415m000)

This session is advisable for the archiving session: * Remove Fully Paid Sales Invoices (tfacr2260m000) * Archive / Purge Finance Transaction (tfgld6205m000). This session checks if the records which are present in the open invoice table (tfacr200) exist in table non - (tfgld102) and finalised transactions table (tfgld106), if the right control account is used and if the payment steps are correct in both tables. It also checks the existing records in the non - (tfgld102) and finalised transactions table (tfgld106), if it also exist in the open invoice table (tfacr200). If some corrections are made after running the Control account checklist it is advisable to run the following sessions again: Write off payment differences (tfacp2240m000) Write off currency differences (tfacp2250m000)

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Important for Session Control account checklist (tfacr2415m000)

This session must be started before that any record of a particular year is archived via the session Remove Fully Paid Sales Invoices (tfacr2260m000) and Archive / Purge Finance Transaction (tfgld6205m000). If there is archived a record of the mentioned tables the report of the session Control account checklist (tfacr2415m000) will not be useful, all archived records will present on the report as difference. This session can be started after archiving one particular year in both session Remove Fully Paid Sales Invoices (tfacr2260m000) and Archive / Purge Finance Transaction (tfgld6205m000). If in the session Remove Fully Paid Sales Invoices (tfacr2260m000) also Sales invoices where archived, where the payment is in a following year, than the year which will be archived via the session Archive / Purge Finance Transaction (tfgld6205m000), on the report of the Control account checklist of the session tfacr2415m000, will be printed all the payment documents and anticipated payments of the Sales invoice which are received in a following year. It will be hard to use the control account checklist again for controlling purposes. Therefor we advice to fill in the session Remove Fully Paid Sales Invoices (tfacr2260m000) on the lines Invoiced period from / to And Payment in period from / to On both lines the latest period of to archive year. If this is done the control account checklist can be just again after running the session Archive / Purge Finance Transaction (tfgld6205m000).

Session print debit and credit amounts by document (tfgld3410m000)

This session is advisable for the archiving session: * Archive / purge finance transactions (tfgld6205m000) * Copy Balances to History before specified year (tfgld6206m000) * Archive / Purge Tax Transactions (tfgld6207m000) If this session Print debit and credit amounts by document (tfgld3410m000) is not in a period closing procedure, this should be started before a particular year will be archived.Via this session Print debit and credit amounts by document (tfgld3410m000) is possible by setting the line, Print difference only on Yes, that document which are not balanced are printed on a report. Those documents should first be balanced, before a year is archived. This session is checking by document, the amounts in home currency ot the finalized transactions (table tfgld106) if there are balanced.

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Archive Disposed Fixed Assets (tffas3300m000)

SESSION OBJECTIVE of session Archive Disposed Fixed Assets (tffas3300m000) In the fixed asset module the operational data can be deleted or archived. Also the data from the FAS simulation module can be deleted in total or a part. If the data will be archived, first the registered fixed asset data which is not used for deprecation should be removed form the tables. If this is not done, the data of those transactions will also be archived. In the Archive Company only the used data should be present. This session will archive all related records in tables of fixed asset module. We strongly advice to use this session for the year that will be archived also in the other finance modules. HOW TO USE THE SESSION Archive Disposed Fixed Assets (tffas3300m000) It wills only archive fixed assets transactions when the disposal of the fixed asset is done in at least 1 year before the current year (Maintain Company parameters (tfgld0103m000)). In the field year can be filled in the year that should be archived. This year should also be archived in the other finance modules.

Invoked tables of Archive Disposed Fixed Assets (tffas3300m000) Fixed asset parameters Depreciation master data Fixed asset main groups Fixed assets groups data Group depreciation data Fixed asset master data Fixed asset depreciation data Variable depreciation data Fixed asset locations Business information details Special depreciation master data Special depreciation amounts Logged transactions Depreciation error log file Investments
Archiving Baan IV

Tffas001 Tffas002 Tffas003 Tffas004 Tffas005 Tffas007 Tffas008 Tffas009 Tffas013 Tffas017 Tffas018 Tffas019 Tffas020 Tffas021 Tffas100

Check Check Check Check Check Move Move Move Check Move Check Move Move Move Move
68

Disposals Maintenance costs Transferred fixed assets Transaction schedule Periodical depreciation and revaluation results Annual depreciation and revaluation results Fixed asset performed units Depreciation parameters Index master data Indices Insured fixed assets Documents Language Independent text data

Tffas101 Tffas102 Tffas103 Tffas110 Tffas200 Tffas201 Tffas202 Tffas203 Tffas300 Tffas301 Tffas501 Tfgld018 Tttxt001

Move Move Move Check Move Move Move Check Check Check Delete Check Check

Archive/purge integration transactions (tfgld4210m000)

SESSION OBJECTIVE Archive/purge integration transactions (tfgld4210m000) To archive, compress or delete integration transactions from the operational company (into an archive company) Integration transactions should be archived compressed or deleted because of performance reasons and a limited table size of integration table tfgld410. The size of the table is limited depending on the dbase driver what is used. For example, the table size of this table is limited to 2GB when using Tbase as database. This session Archiving / purge integration transactions (tfgld4210m000) can be started for archiving of integration transactions at any time. It depends on the situation of a company if it is done every month, every quarter, every year or when a particular year will be archived. If it is possible to archive for one particular year the integration transactions, fully paid sales- and purchase invoices and financial transactions, we would advice do archive in one procedure all mentioned records. Performance improvement or free disk space in integration tables If the performance of the integration transactions sessions is going down there are some alternatives, before you have the archive a part of the integration transactions. The alternatives are: Compressing of the data Removing of the data (not for finance) HOW TO USE THE SESSION Archive/purge integration transactions (tfgld4210m000) In this session the integration transactions can be archived via the given range in the session. This session is not archiving the general data. In this session the following actions can be done to archive or delete integration transactions: The first four lines in the session Purge all transactions =1 Copy to history =2 Compress data =3 Purge PCS non finance integration transactions =4 Action Archive integration transactions Compress data Purge PCS non finance trans. Delete integration transactions * This is mandatory. 1 Yes No No / Yes Yes 2 Yes No No / Yes No 3 No Yes No / Yes No 4 Yes * No/Yes Yes Yes *

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EXPLANATION OF THE LINES OF THE SESSION Archive/purge integration transactions (tfgld4210m000) Purge all transactions: In this field can be defined whether the integration transactions should be removed after copying to the history company. Transactions will not be removed if: The project number still exist The purchase order number is found in Purchase Orders The sales order number is found in Sales Orders The production order number is found in Production Orders The replenishment order number is found in Purchase Orders Copy to History: The History Company that is registered in session tfgld0103m000 will be displayed default here. Compress data: Compression is done for cost price components that are included in the integration transactions. During compression the records which are compressed are deleted. After compression it is no longer possible to get a report of integration transactions that is split up into cost price components. (tfgld4410m000). Therefore it is to be recommended to compress data that is present in the history company. Purge PCS Non Finance Integration Transactions: In this field can be defined whether PCS integration transactions, having the status Not for Finance should be purged. This status is a result of the parameter setting in manufacturing session tipcs0100m000. If the parameter for Work in Process valuation is Actual Cost then the result data that is sent to the Finance module has the status Not for Finance. If the parameter for Work in Process valuation is Estimated Cost then the data for actual cost of goods sold that is sent to the Finance module has the status Not for Finance

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Prerequisites for the session Archive/purge integration transactions (tfgld4210m000) * Maintain company parameters (tfgld0103m000) * Process delivered purchase orders (tdpur4223m000) * Process delivered sales orders (tdsls4223m000) * Archive production orders (ticst0250m000) * Process/delete delivered replenishment orders (tdrpl2126m000) * Correction program tpcor4110 Pre actions for the session Archive/purge integration transactions (tfgld4210m000) * Select values for receivable invoices specification (tfacp1235m000)

* Match / Approve purchase invoices with orders (tfacp1130m000)

* Print integration transactions (tfgld4410m000) * Print debit and credit totals for integration transactions (tfgld4411m000) * Post integration transactions to finance transactions (tfgld4201m000) INVOKED TABLES Archive/purge integration transactions (tfgld4210m000) Company parameters Integration transactions Additions to integrations Posted credit lines Integration references Logistic data Integration transaction log Integration parameters Purchase orders Sales orders Production orders Companies PCS parameters Projects Tfgld004 Tfgld410 Tfgld415 Tfgld417 Tfgld418 Tfgld419 Tfgld432 Tfgld450 Tdpur040 Tdsls040 Tisfc001 Tccom000 Tipcs000 Tipcs020 Check Move Move Move Move Move Check Check Check Check Check Check Check Check

Remove Fully Paid purchase invoices (tfacp2250m000)

Session objective of session Remove Fully paid purchase invoices (tfacp2250m000) To remove fully paid purchase invoices from the live company and archives these invoices into the History Company. Documents that are related to the purchase invoices like match, approval and payment documents are removed as well. A high volume of purchase invoices in table tfacp200 may have a negative influence on the performance of sessions in the ACP and CMG module. HOW TO USE THE SESSION Remove Fully Paid Purchase invoices (tfacp2250m000) Here you can make a selection which fully paid purchase invoices should be removed and archived. This session Remove Fully Paid Purchase invoices (tfacp2250m000) can be used to archive all fully paid invoices. This will cause no reference problems in the data. But if a user wants to display of the actual data of some Purchase invoices details, he has to go to the Archive Company. Therefor we advice to archive only the fully paid invoices of a particular year which financial transactions also will be archived in the other archiving sessions in the finance package. The fully paid Purchase invoices will only be removed if the Period of the Purchase invoice is in the given range and also all records of payments of the Purchase invoice are in the given range, which is give at the line payment in period. If there is any record of the Purchase invoice (header or payment records) which fits not in the give range of one of both lines, the Purchase invoice will not be archived.

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We stirringly advice to give a range till the last period of the year you want to archive on both lines. Invoiced period from / to And Payment in period from / to So if you want to archive (till) the year 1998 so should enter on the line: Invoiced period from 0000 00 to 1998 13 (if there 13 periods in one year) Payment in period from 0000 00 to 1998 13 Now it will be possible to get the details of a Purchase invoice of a payment in the year 1999 for a sales invoices if the year 1998. Prerequisites for the session Remove Fully Paid purchase invoices (tfacp2250m000 * Maintain company parameters (tfgld0103m000) Pre actions for the session Remove Fully Paid purchase invoices (tfacp2250m000) * Recalculate open entries {tfacp200 / tccom021} (otfcor0260) * Select values for receivable invoices specification (tfacp1235m000) * Match / Approve purchase invoices with orders (tfacp1130m000) * Compose payments (tfcmg1240m000) * Process direct debits (tfcmg4240m000) * Maintain bank transactions (tfcmg2100s000) * Write off payment differences (tfacp2230m000) * Write off currency differences (tfacp2240m000) * Control account checklist (tfacp2415m000) INVOKED TABLES of session Remove Fully Paid purchase invoices (tfacp2250m000) Suppliers Received Purchase invoices Matched purchase invoice tr.
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Tccom020 Tfacp100 Tfacp101

Check Move Move

72

Authorization scheme Purchase invoices Sundry suppliers Anticipated payments Transaction types Documents Finalized transactions Relation intercompany documents

Tfacp102 Tfacp200 Tfacp202 Tfcmg110 Tfgld011 Tfgld018 Tfgld106 Tfgld112

Move Move Check Check Check Check Check Check

Session Remove (tfacr2260m000)

Fully

Paid

sales

invoices

SESSION OBJECTIVE of Session Remove Fully Paid sales invoices (tfacr2260m000) To remove fully paid sales invoices from the live company and archive these invoices into the history company. Related documents like payments and corrections are removed as well. A high volume of sales invoices in table tfacr200 may have a negative influence on the performance of sessions in the ACR and CMG module. HOW TO USE THE SESSION Remove Fully Paid sales invoices (tfacr2260m000) Here you can make a selection that fully paid sales invoices should be removed and / or archived. This session Remove Fully Paid sales invoices (tfacr2260m000) can be used to archive all fully paid invoices. This will cause no reference problems in the data. But if a user wants to display of the actual data of a sales invoices, he has to go to the Archive Company. Therefor we advice to archive only the fully paid invoices of a particular year which financial transactions also will be archived after archiving this session. For the lines: Invoiced period from / to And Payment in period from / to Only the fully paid sales invoices will be removed if the Period of the Sales invoice is in the given range and also all records of payment of the Sales invoice are in the given range, which is given at the line payment in period. If there is any record of the Sales invoice (header or payment records) which fits not in the given range of one of both lines, the Sales invoice will not be archived.

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We strongly advice to give a range till the last period of the year that should be archived on both lines: Invoiced period from Payment in period from So if you want to archive (till) the year 1998 so should enter on the line: Invoiced period from 0000 00 to 1998 13 (if there 13 periods in one year) Payment in period from 0000 00 to 1998 13 Now it will be possible to get the details of a Sales invoice where the payment is received in the year 1999 for that particular sales invoices of the year 1998. Prerequisites for the session Remove Fully Paid sales invoices (tfacr2260m000) * Maintain company parameters (tfgld0103m000) Pre actions for the session Remove Fully Paid sales invoices (tfacr2260m000) * Recalculate open entries {tfacr200 / tccom011} (otfcor0261) * Compose payments (tfcmg1240m000) * Process direct debits (tfcmg4240m000) * Maintain bank transactions (tfcmg2100s000) * Write off payment differences (tfacr2240m000) * Write off currency differences (tfacr2250m000) * Control account checklist (tfacr2415m000) Invoked tables Session Remove Fully Paid sales invoices (tfacr2260m000) Tccom010 Tfacr200 Tfacr202 Tfacr306 Tfcmg110 Tfgld018 Tfgld106 Tfgld112 Check Move Check Delete Check Check Check Check

Customers Open sales invoices One time customers Maintain reminder dairy Anticipated payments Documents Finalized transactions Relation intercompany docs

Archive / purge finance transactions (tfgld6205m000)

SESSION OBJECTIVE of session archive / purge finance transactions (tfgld6205m000) After closing a specific fiscal year, it is possible to copy the finalised transactions from table tfgld106 into the History Company. The closing action of a year is done by session Close year (tfgld6203m000). The copy action of table tfgld106 is done via session Archive / purge finance transactions (tfgld6205m000). HOW TO USE THE SESSION archive / purge finance transactions (tfgld6205m000) The following sessions should be processed, for the particular year that will be archived, before the session Archive / purge finance transactions (tfgld6205m000) is started. The following archiving procedure, with the pre-actions and prerequisites, should be done in the following sequence. Archive disposed fixed assets (tffas3300m000) Archive and purge integration transactions (tfgld4210m000) Remove fully paid purchase invoices (tfacp2250m000) Remove fully paid sales invoices (tfacr2260m000) In this session only the to archive year must be filled in. The system will check if it to archive year is lower than the condition that the actual year (session Company parameters (tfgld0103m000, line Current fiscal year) minus the to store years, defined in the session Group company parameters (tfgld0101m000), line Store data for X years.

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If this is oke the session will start with archiving of the data.

Pre actions for the session archive / purge finance transactions (tfgld6205m000) * Print debit and credit amounts by document (tfgld3410m000) * Close Year (tfgld6203m000) INVOKED TABLES Session archive / purge finance transactions (tfgld6205m000) Documents Batch status Transaction type batch status Finalized transactions Finalization run status Tfgld018 Tfgld100 Tfgld101 Tfgld106 Tflgd109 Move Move Move Move Move

Copy Balances (tfgld6206m000)

to

History

before

specified

year

SESSION OBJECTIVE of session Copy Balances to History before specified year (tfgld6206m000) After closing a specific fiscal year, it is possible to copy Balances from table tfgld200 till tfgld206 into the history company via the session Copy Balances to History before specified year (tfgld6206m000) The closing action of a year is done by session Close year (tfgld6203m000), the archiving of the finalized transactions is done via session Archive / purge finance transactions (tfgld6205m000). HOW TO USE THE SESSION Copy Balances to History before specified year (tfgld6206m000) The following sessions should be processed, for the particular year that will be archived, before the session Copy Balances to History before specified year (tfgld6206m000) is started. The following archiving procedure, with the pre-actions and prerequisites, should be done in the following sequence. Archive disposed fixed assets (tffas3300m000) Archive and purge integration transactions (tfgld4210m000) Remove fully paid purchase invoices (tfacp2250m000) Remove fully paid sales invoices (tfacr2260m000) Archive / purge finance transactions (tfgld6205m000)

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In this session only the to archive year must be filled in. The system will check if it to archive year is lower than the condition that the actual year (session Company parameters (tfgld0103m000, line Current fiscal year) minus the to store years, defined in the session Group company parameters (tfgld0101m000), line Store data for X years. If this is oke the session will start with archiving of the balances. Copy of the tables with balances Another possibility is to copy the balances tables to the History Company. If the data of a particular year is archived via the archiving sessions, it is not necessary to archive the balances also. It can be useful to have the balances for comparing matters still in the operational company. It will also be useful to have the balances of the archived year(s) also in the History Company. Via the session Create Sequential Dump of Table ttaad4226m000 or via table maintenance there can be made a export of the balances tables (tfgld200 till tfgld206) If there is made a sequential dump via the session the tables can be imported via the session Create Table from Sequential Dump ttaad4227m000. All the data of the balances will be present in the History Company. If there is made an export file it can be imported in the several balances tables of the history company, by first renaming the created files of the export of the tables. Via table maintenance there can be given a range of year to be exported. Important before running the session Copy Balances to History before specified year (tfgld6206m000) If only the finalized transactions (table tfgld106) are archived via the session session Archive / purge finance transactions (tfgld6205m000), and one of the following sessions is processed to rebuild the ledger of dimension history: Rebuild Ledger History tfgld3201m000 Rebuild Dimension History tfgld3202m000 Rebuild Opening Balance/History from Transactions tfgld3203m000 the balances which are present for that particular year will be lost. So it is not useful to rebuild a year which is archived via the session Archive / purge finance transactions (tfgld6205m000). Pre actions for the session archive / purge finance transactions (tfgld6205m000) * Print debit and credit amounts by document (tfgld3410m000) * Close Year (tfgld6203m000) INVOKED TABLES of session Copy Balances to History before specified year (tfgld6206m000) End dates by year Period status Documents Batch status History ledger account totals History-Dimensions/Ledger accounts Opening balance Ledger/Currency Opening balance Dim/Ledger/Currency History-Dim Combination Opening Balance-Dim Combinations Tfgld006 Tfgld007 Tfgld018 Tfgld100 Tfgld201 Tfgld202 Tfgld203 Tfgld204 Tfgld205 Tfgld206 Check Check Move Check Move Move Move Move Move Move

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Archive / Purge Tax Transactions (tfgld6207m000)

SESSION OBJECTIVE of session Archive / Purge Tax Transactions (tfgld6207m000) After closing a specific fiscal year, it is possible to copy TAX transactions of a finally closed period from table tfgld110 into the history company via the session Archive / Purge Tax Transactions (tfgld6207m000) The closing action of a year is done by session Close year (tfgld6203m000), the archiving of the finalized transactions is done via session Archive / purge finance transactions (tfgld6205m000). HOW TO USE THE SESSION Archive / Purge Tax Transactions (tfgld6207m000) It is not necessary to run first the following procedure, but we strongly advice to archive only the TAX transactions of a year what will or is archived via the session Archive / purge finance transactions (tfgld6205m000) The following sessions should be processed for the year which will be archived, before the session Archive / Purge VAT Transactions (tfgld6207m000) is started. The following archiving procedure, with the pre-actions and prerequisites, should be done in the following sequence. Archive disposed fixed assets (tffas3300m000) Archive and purge integration transactions (tfgld4210m000) Remove fully paid purchase invoices (tfacp2250m000) Remove fully paid sales invoices (tfacr2260m000) Archive / purge finance transactions (tfgld6205m000) It is possible to fill in till which Tax year and tax period the tax transactions should be removed or archived. If the Tax transactions should be removed, on the line Copy to history should be set to No.

Pre actions for the session archive / purge finance transactions (tfgld6205m000) * Print debit and credit amounts by document (tfgld3410m000) * Close Year (tfgld6203m000) INVOKED TABLES of the session Archive / Purge Tax Transactions (tfgld6207m000) Group company parameters Period status VAT transactions Tfgld003 Tfgld007 Tfgld110 Check Check Move

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Archive/purge integration transactions (tfgld4210m000)

SESSION OBJECTIVE Archive/purge integration transactions (tfgld4210m000) This session can be used to compress integration transactions from the operational or history company. Integration transactions can be compressed because of performance reasons and a limited table size of integration table tfgld410. The size of the table is limited depending on the dbase driver what is used. For example, the table size of this table is limited to 2GB when using Tbase as database. This session Archiving / purge integration transactions (tfgld4210m000) can be started for compressing of integration transactions at any time. It depends on the situation of a company if it is done every month, every quarter, every year or when a particular year will be compressed. We strongly advice to use the compression functionality of this session for records which are in the archive company or for the integration transactions should be archived. HOW TO USE THE SESSION Archive/purge integration transactions (tfgld4210m000) to compress data It will compress the integration transactions, which meet the following conditions. It will compress the integration records to the defined Cost price component, which is defined in the session Maintain Integration Parameters (tfgld4510m000) on the line Compress code for Cost Price Component. The conditions are: The ledger accounts, dimensions, fiscal year and period should be the same The production order is closed Project number is not present more on the field project in table tfgld410 (tfgld410.cprj) and the project has the status: Closed Archived Deleted To be able to archive project integration transactions (tp) the correction program otpcor4110 (Making it possible to delete tfgld410 project records) should first be started. If this not done no project transactions will be archived. This correction program is deleting the project number in the table tfgld410 of records of Projects with the status Closed, archived or deleted. For the following Transaction origin and Financial transaction there will be no integration transaction be compressed: Transaction origin Purchase Purchase Purchase Purchase Purchase (INV) Purchase (INV) Sales Production Production Production Production Production (INV) PCS PCS PCS PCS financial transaction Receipt Revaluation Result Material cost Receipt Revaluation Revaluation Revaluation Production result Subcontracting Surcharges Receipt Production result Surcharge result Surcharges General cost

If one of the following fields differ, the integration transaction will not be compressed: Original Company (tfgld410.ocom) Transaction origin (tfgld410.tror) Financial transaction (tfgld410.fitr) Log date (tfgld410.trdt) Log time (tfgld410.trtm)
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Line number (tfgld410.line) Transaction type (tfgld410.ttyp) Document number (tfgld410.docn) Finance company (tfgld410.fcom) Ledger account (tfgld410.leac) Dimension code1 till 5 (tfgld410.dim1 till tfgld410.dim5) Debit / credit (tfgld410.dbcr) Order (tfgld410.orno) Item (tfgld410.item) Project (tfgld410.cprj)

Purge and compress integration transactions (tfgld4220m000)

This session can be used to decrease fast the size of the table tfgld410. Via this session the integration transactions can be compressed or the credit line can be copied to table tfgld417 and deleted from tfgld410. How to use the Session Purge and compress integration transactions (tfgld4220m000) This session can be used for two purposes. 1. To compress the integration transactions (same functionality as the compressing in the session Archive/purge integration transactions (tfgld4210m000)). The first line of this session Compress Instead of Purge must be set to yes. 2. If the version is Baan40b or lower it is possible to split the integration transactions via the session Purge and compress integration transactions (tfgld4220m000) in a debet record (in table tfgld410) and a credit integration transaction (written to table tfgld417). Disadvantage of the session Purge and compress integration transactions (tfgld4220m000) The disadvantage of this alternative is that the integration transactions which are split up into a debet (table tfgld410) and credit (table tfgld417) can only the debet record be printed or displayed. There is a correction program available which copies back the records into table tfgld410. The correction program is otfcor0808 (Create tfgld410 records from tfgld417). Advantage of the session Purge and compress integration transactions (tfgld4220m000) An advantage is that the total size of the tables will decrease, because in the table tfgld417 are less forms as there are in the table tfgld410. INVOKED TABLES of session Purge and compress integration transactions (tfgld4220m000) Companies Company parameters Integration transactions Posted integration transactions credit lines Tccom000 Tfgld004 Tfgld410 Tfgld417 Check Check Move Add

Correction program Compress Integration Transactions (otfcor0217)

OBJECTIVE of correction program Compress Integration Transactions (otfcor0217) This correction program can be used in Triton 3.x and in Baan40_b to compress the integration transactions in the History Company. It has the same functionality regarding the compressing functionality as the session Archive/purge integration transactions (tfgld4210m000) or Purge and compress integration transactions (tfgld4220m000).

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How to use the Correction program Compress Integration Transactions (otfcor0217) In the History Company this correction program can be started via the P option on choice. It is possible to delete a range based on the log date of integration transactions for the following Financial transactions Sales Issues Inventory transfers Revenues Produktion inventory transfers. There is a possibility to do this correction first in a test run.

INVOKED TABLES of Correction program Compress Integration Transactions (otfcor0217) Companies Group company parameters Integration transactions Posted integration transactions credit lines Tccom000 Tfgld001 Tfgld410 Tfgld417 Check Check Change and delete Change and delete

Session Remove posted/canceled sales invoices (tfacr4230m000)

This sessions Remove posted/cancelled sales invoices (tfacr4230m000) delete posted and cancelled miscellaneous sales invoices, which are created in the Invoice Control module. A sales invoice can be cancelled in the session Maintain Sales Invoice Header (tfacr4100m000), by setting the line: Invoice Status: Cancelled If the particular sales invoice is not printed. A sales invoice can be posted in the session Post Sales Invoices tfacr4220m000) if the sales invoice is printed via the session Print Sales Invoices (tfacr4410m000). The posted or the cancelled sales invoices can be removed.
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After running this session remove posted/cancelled sales invoices (tfacr4230m000) a message will appear stating the number of sales invoices with status posted or cancelled that have been removed.

To be aware of after running session Remove posted/canceled sales invoices (tfacr4230m000) If the posted sales invoice is removed, it will not be possible to reprint the sales invoice again. Because the data is not archived to a history company. Invoked tables Customers Currency Invoice header Invoice lines Transaction type Documents of session Remove posted/canceled sales invoices (tfacr4230m000) Tccom010 Tcmcs002 Tfacr400 Tfacr401 Tfgld011 Tfgld018 Check Check Delete Delete Check Check

Session Delete posted interest invoices (tfacr5230m000)

The session Delete posted interest invoices (tfacr5230m000) will delete the interest invoices that have already been posted. This must be done via the session Print Interest Invoices (tfacr5420m000) if the interest invoices are printed and the following line is set: Final Invoice: Yes

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They should be posted via the session Post interest invoices (tfacr5220m000). The deleted interest invoices, via the session Delete posted interest invoices (tfacr5230m000), will be printed on a report . To be aware of after running session Delete posted interest invoices (tfacr5230m000) The removed interest invoices via the session Delete posted interest invoices (tfacr5230m000), can not be reprinted anywhere in the program. Invoked tables of Session Delete posted interest invoices (tfacr5230m000) Tfacr200 Tfacr510 Tfacr520 Tfgld018 Check Delete Delete Check

Customers invoices and receipts Customer receipt for int. inv.generation Interest invoice intermediate table Documents

Session Remove payment batches (tfcmg1259m000)

In the session can be given a range of batches where the data should be deleted from the payment batch tables. The payment batches that will be deleted must have the status paid. The payment batches where the data is deleted from in the payment batch tables, will get the status removed.

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Invoked tables of Session Remove payment batches (tfcmg1259m000) Parameters CMG Payment advice Posting data for payments without invoices Composed payments One time supplier addresses Payment batches Payment documents Financial companies Tfcmg000 Tfcmg101 Tfcmg102 Tfcmg103 Tfcmg108 Tfcmg109 Tfcmg113 Tfgld004 Check Delete Delete Delete Delete Check Delete Check

Session Remove Direct debit batches (tfcmg4259m000)

In the session can be given a range of batches where the data should be deleted from the direct debit batch tables. The direct debit batches, which will be deleted must have the status paid. The direct debit batches where the data is deleted from the direct debit batches tables, will get the status removed.

Invoked tables of Session Remove Direct debit batches (tfcmg4259m000) Parameters CMG Direct debit advice Composed direct debits Direct debit batches Financial companies Tfcmg000 Tfcmg401 Tfcmg403 Tfcmg409 Tfgld004 Check Delete Delete Check Check

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Session Delete ratio History (tffst6202m000)

Via this session it is possible to delete the ratio of certain years which is given in a range. It will delete the ratios of a certain year, which is the actual year (session Maintain company parameters (tfgld0103m000)) and the number of years set in the session Maintain FST Parameters (tffst0100m000) on the line: Retain Ratio History for X Years: It is also possible to make a backup file of the deleted ratios. If you want to make a backup file of the deleted ratios in the session Maintain FST Parameters (tffst0100m000) the line: Backup before deleting Ratio History: Must be set to Yes. If the actual year is for example 2000 and the on the line Retain Ratio History for X Years registered 2 (years), than the system will archive till the year 1997. : is

Invoked tables of Session Delete ratio History (tffst6202m000) Ratio history Ratios Tffst600 Tffst610 Delete Delete

Session Delete Fixed Assets (tfgld6101m000)

This session delete the entered fixed asset. In this session it is only possible to delete one fixed asset at the time. A fixed asset can only be deleted if there is only an investment transaction present for the fixed asset. If there is done a disposal on the to delete fixed asset, the data will not be deleted by the session.

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Invoked tables of Session Delete Fixed Assets (tfgld6101m000) Fixed asset parameters Fixed Assets groups data Fixed asset master data Fixed asset depreciation data Variable depreciation data Special depreciation amounts Logged transactions Depreciation error log file Investments Disposals Maintenance costs Transaction schedule Periodical depreciation and revaluation results Annual depreciation and revaluation results Insured fixed assets Tffas001 Tffas004 Tffas007 Tffas008 Tffas009 Tffas019 Tffas020 Tffas021 Tffas100 Tffas101 Tffas102 Tffas110 Tffas200 Tffas201 Tffas501 Check Check Delete Delete Delete Delete Delete Delete Delete Check Delete Delete Delete Delete Delete

Session Delete FAS simulation tables (tffas4251m000)

Via this session it is possible to delete a part or all data in the FAS simulation tables. In this session are several forms present where several ranges can be given in to delete simulation FAS data. This session will be used if a user wants to use the FAS simulation module to do a new simulation. Via the session Copy FAS tables to FAS simulation tables (tffas4250m000) it is possible to copy from the real FAS tables data to the FAS simulation tables.

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Invoked tables of Session Delete FAS simulation tables (tffas4251m000) Depreciation codes (simulation) Main groups (simulation) Fixed Assets groups (simulation) Group depreciation data (simulation) Fixed asset master data (simulation) Fixed asset depreciation master data (simulation) Variable depreciation data (simulation) Fixed asset sites (simulation) Special depreciation master data (simulation) Special depreciation amounts Logged transactions (simulation) Depreciation error log file (simulation) Investments (simulation) Disposals (simulation) Periodical depreciation (simulation) Annual deprecation data (simulation) Performances (simulation) Depreciation parameters (simulation) Index master data Tffas402 Tffas402 Tffas404 Tffas405 Tffas407 Tffas408 Tffas409 Tffas413 Tffas418 Tffas419 Tffas420 Tffas421 Tffas430 Tffas431 Tffas440 Tffas441 Tffas442 Tffas443 Tffas450 Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete Delete

Session Compress Finalized Transactions (tfgld1220m000)

Via this session it is possible to compress the finalised transactions. If several transactions fits the same conditions, at the first record the total amount of the transaction, Tax and quantity will be written. The other transactions, which have the same condition as the first record, will be deleted. To make reconciliation possible, the updated and deleted records will be written into a sequential file. The name of the sequential file must be entered in the screen of the session.
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The results of the seuential file can be printed via the session Print Uncompressed Transactions (tfgld1445m000). If the compressed transaction is printed via a another General ledger session is will printed as one line. The conditions if finalized transactions will be compressed are, that must have the same: Transaction type Document number Batch number Ledger account Dimensions Currency Tax codes Fiscal year and period Reporting year and period Tax year and period Customer Supplier Original transaction type Original document

Invoked tables of Session Compress Finalized Transactions (tfgld1220m000) Years Transaction types Finalized transactions Integration transactions Integration transactions- credit lines Integration references Tfgld006 Tfgld011 Tfgld106 Tfgld410 Tfgld417 Tfgld418 Check

Check Change and delete Check Check Check

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Appendix

Appendix 1
Session description Archive pcs projects Settings From To range Archive company Retrieve no/yes From to range Archive company From -to Periodical Yes, monthly Job/manual Job ARC1

Archive SFC orders Archive costing history Etc.

Yes, monthly Yes, montly

Job ARC2 Job ARC3

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