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history removal - all modules

  • 1.  history removal - all modules

    SILVER CONTRIBUTOR
    Posted 9 days ago

    ​We plan on removing history for a select group of customers, vendors and inventory items.  We then plan on removing history for a select group of accounts in the GL (we have already identified that the trial balances for each division are in balance).  We plan on taking many backups along the way.

    We also need to install new software in the environment.

    When removing history is it recommended that users not be logged into the system and no other changes are being made to the database?

    We have determined that the history removal order should be:

    1. SOP               
    2. POP               
    3. Inventory        
    4. AP                   
    5. AR                   
    6. GL                   

    The database contains ten years of data although only about 1/3 of the data is being purged.  I understand that transaction volume dictates the amount of time that this process will take but we were hoping that someone in the community has gone through this process and can offer some insights:

    1. How long this process might take?  We are estimating approximately 8 hours per module
    1. Any pitfalls or other advice regarding history removal?

    ​Thanks.

    #Functional
    #Accounting
    ​​



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    Tracy Jo Dance
    RSM
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  • 2.  RE: history removal - all modules

    SILVER CONTRIBUTOR
    Posted 9 days ago
    Did this in my prior life - we made a copy of the live company and called it 'history'.  Then we removed the records from the live company.  If end users needed historical data, they could switch to the 'history' company - which was read only for everyone.

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    Deanne Rasmussen
    ePlanPartners
    Houston TX
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  • 3.  RE: history removal - all modules

    GPUG ALL STAR
    Posted 9 days ago
    Tracy,

    I do perform this on the Receivables Transactions, Payables Transactions, and GL at Berger. Depending on size will dictate how fast this can be done. I usually do it over a weekend when no one else is in the system. This is more from preference than that it needs to be that way. ​Also if you are going to be at Summit this year I am presenting on using the UI tools in GP on how to remove history from the system. Also, I also did a webinar on When it's time to purge data. So you can see the slides from that.

    One big pitfall that I would point out is on the posting journals. If you do remove these make sure to save it to a file, do not print to screen or paper. You will have a report for every posting journal that would then need to be closed manually or printed out. Also, if for some reason a transaction cannot be removed as it has an apply document that does not fall into the removal date range then you can screw up the historical aged trial balances.

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    Bert Green
    GP Developer/GP Administrator
    Berger Transfer & Storage, Inc.
    Saint Paul MN
    GP2015/MR CU11
    GPUG All Star 2017
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