Archiving 05

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Archiving Baan IV 1

Enhanced Support Services EMEA

Archiving Baan IV

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A publication of:

Enhanced Support Services EMEA Baan Global Support

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: Enhanced Support Services EMA

Group: User Document

Edition: 1

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TABLE OF CONTENTS... 3

1 INTRODUCTION... 6

2 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

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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

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

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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

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Time is spent on developing procedures for entering data into an ERP system. Time is spent on developing procedures for archiving of manuals, specs, drawing’s. 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 [email protected] 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

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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?

It’s 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 tax-accounting)

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?

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Next steps

You have decided what to store and when, (it is convenient to make a matrix for this, seeappendix 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.

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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

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Procedure (Part I)

Maintain Companies (ttaad1100m000) Convert to RTDD Assign Tables to Database (ttaad4111m000) Convert to RTDD (ttaad4113s000) Set Audit for Mandatory Tables (ttaad4211s000) Maintain Table Directories (ttaad4230m000) Update <Rdbms>_storage Create Tables (ttaad4230m000) Bbase / RDBMS ? Define Logical Table Linking Link Archive Company to Live Company Bbase

Log out / Login

Convert to RTDD Conversion to RTDD Start 1 Check / Create "spaces" in RDBMS RDBMS

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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 you’ll 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.

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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 it’s 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 you’ve changed the settings in this session, then you’ll 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)

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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

Informix dbspaces ${BSE}/lib/informix/inf_storage

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 you’ll 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 5 TABLESPACE datarch INITRANS 3 *:199:I:group:0214:5:PCTFREE 5 TABLESPACE idxarch INITRANS 3 *:*:T:group:0214:5:PCTFREE 5 TABLESPACE datoper INITRANS 3 *:*:I:group:0214:5:PCTFREE 5 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.

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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

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 can’t have any Logical Links because of referential problems that’ll 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. Group finance company live Group finance company archive Logistics companies live Logistics companies archive

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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 it’s 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.

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Procedure (Part II)

Parameters

Copy the parameters from your Live-Company into the Archive-Company that belongs to it. We’ve 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. We’ve 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. We’ve 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. We’ve 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 Description Table

tcmcs0110m000 Maintain Countries tcmcs010 tcmcs0146m000 Maintain Languages tcmcs046 tcmcs0102m000 Maintain Currencies tcmcs002

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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 you’ve 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.

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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.

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Maintain Company Parameters in LIVE company

(tfgld0103m000)

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.

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Tables to be copied

Here is a list of tables to be copied from Live Companies into Archive Companies.

General Data Employee Data Parameters Finance

tcmcs002 tccom001 cpcom000 tffst000 tpptc000 tfgld000 tcmcs010 tcmcs001 cprpd000 tfgld003 tracs000 tfgld001 tcmcs046 tcmcs003 pspmg000 tfgld004 trcde000 tfgld005 tcmcs010 tccom000 tfgld450 trdrp000 tfgld006 tcmcs045 tccom999 tgeis000 trecs000 tfgld007 tcmcs046 tcedi000 tibom000 trhec000

tdilc001 tcmcs000 ticpr000 trpac000 tdilc008 tcmcs002 ticrp000 trtcd000 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

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Options bdbpre6.1

-s : Suppress messages

-r : Recover Isam Table (Only for BISAM, BTAM) -K/-k : Backup/Drop table after creating dump

-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 ] -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

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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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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 you’ve 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 tdsmi200 Read

Sales Quotation Lines tdsls002 Read Sales Quotation Lines History tdsls011 Read

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Budgets tipcs001 Archived/deleted Restored Calculation Parts tipcs002 Archived/deleted Budget Parts tipcs005 Archived/deleted Budget Calculation Codes tipcs100 Archived/deleted Material Sheets tipcs110 Archived/deleted Routing Sheets tipcs120 Archived/deleted Operation rates by Budgets tipcs130 Archived/deleted Subcontracting rates by Budget tipcs131 Archived/deleted Costprice Surcharges by Budget tipcs140 Archived/deleted Costprice Surcharge Bases by Budget tipcs141 Archived/deleted Costprices by Calculation Part tipcs150 Archived/deleted Cosstprices by Budget tipcs160 Archived/deleted Projects tipcs020 Read/Cleaned up fields Product Variant ID’s tipcf500 Archived (reference) Product Variant Structure tipcf510 Archived (reference) Options by Product Variant tipcf520 Archived (reference) Sales Price Structure by Product Variant tipcf530 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:

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

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)

* 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)

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)

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)

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

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 tisfc001 Archived/deleted

Receipts tdpur045 Read

Production Planning by Order tisfc010 deleted Utilization by week tisfc011 deleted Utilization by day tisfc012 deleted Production schedules tirpt100 deleted

Estimated and actual material cost ticst001 Archived/deleted Estimated and actual hours tisfc002 Archived/deleted Hours Transactions tihra100 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) ticst021 Archived/deleted Production Order History (Hours spent) ticst022 Archived/deleted Operation Times History by Item ticst030 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 tisfc001 Archived Production Batches pspmg001 Archived

Projects tipcs020 Read

Hours Accounting tihra100 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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Period table tihra300 Archive Hours history by Workcenter tihra350 Archive/delete Hours history by Employee tihra360 Archive/delete Hours history by Machine tihra370 Archive/delete Capacity flows between Workcenter tihra380 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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History Periods tihra300 Archived Hours budget by Work center tihra310 Archived/deleted Hours budget by Employee tihra320 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 tdsls002 read Sales Quotation History Lines tdsls011 read Sales Order Lines tdsls041 read Sales Order History Lines tdsls051 read Calculation Parts tipcs002 read Customized Items tipcs021 read

Product Variant ID’s tipcf500 archived/deleted Product Variant Structure tipcf510 archived/deleted Options tipcf520 archived/deleted Sales Price Structure tipcf530 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 tiedm001 Archived Drawing Sizes tiedm002 Archived Drawing locations tiedm003 Archived Engineering Items tiedm010 Archived Engineering Item Revisions tiedm100 Archived/Cleared Eng. Item / Item relationships tiedm101 Archived/Cleared Engineering BOM’s tiedm110 Archived/Cleared EBOM copy data tiedm120 Cleared

Customized Items tipcs021 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 tdpur040 archived Purchase Order Lines tdpur041 archived (4) Specific Addresses tdpur042 archived

Receipts tdpur045 archived

Purchase Invoices tdpur046 archived Sales Orders tdsls040 archived Sales Order Lines tdsls041 archived (4) Specific Addresses tdsls042 archived Deliveries tdsls045 archived

Production Orders tisfc001 archived\deleted (4) Estimated and Actual Material Costs ticst001 archived\deleted Estimated and Actual Hours ticst002 archived\deleted Hours Accounting by Employee tihra100 archived\deleted (4) Working Time Tables tihra110 archived

Conversion Factors tiitm004 archived

Budgets tipcs001 archived

Budget Calculation Codes tipcs100 archived

Projects tipcs020 archived\updated Customized Items tipcs021 archived\updated (1) Cust. Bills of Material tipcs022 archived\deleted (1) Cust. Routings tipcs023 archived\deleted (1) Project Stages tipcs024 archived

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Project Structure tipcs026 archived\deleted (1) Operation Rates by Project tipcs300 archived\deleted (2) Subcontracting Rates by Project tipcs310 archived\deleted (2) Cost Price Surcharges by Project tipcs320 archived\deleted (2) Cost Price Surcharge Bases by Project tipcs330 archived\deleted (2) General Project Costs tipcs340 archived\deleted (2) Cost Prices by Customized Item tipcs350 archived\deleted (2) Cost Prices by Project tipcs360 archived\deleted (2) Activities by Project tipcs400 archived\deleted (1) Activity Relationships tipcs410 archived\deleted (3) Module Planning by Project tipcs420 archived\deleted (3) Capacity Load Table Codes tipcs430 archived\deleted (3) Capacity Load Tables tipcs431 archived

Rough Capacity Utilization by Project tipcs450 archived\deleted Planned PRP Warehouse Orders tipcs530 archived\deleted (4) Inventory Transactions by Cust. Item tipcs700 archived\deleted (4) Integration Transactions tfgld410 archived\deleted Posted Integration Trans.-credit lines tfgld417 archived\deleted Integration references tfgld418 archived\deleted (5) Chart of Accounts for Financial Project

Transactions

tipcs850 archived\deleted (5) Product Variant ID’s tipcf500 archived

Product Variant Structure tipcf510 archived Options by Product Variant tipcf520 archived Sales Price Structure by Product Variant tipcf530 archived

Classified Items I tigrt040 archived\deleted (1) Classified Items II, for Searching tigrt041 archived\deleted (1)

Lots tdltc001 archived (1)

Values of Variable Lot Features by Item tdltc012 archived\deleted (1) Lot Transactions for Lot tracking tdltc102 archived\deleted (1) PRP Warehouse Orders (LTC) tdltc109 archived\deleted (1 + 4) Purchase Order History Lines tdpur051 read

Sales Order History Lines tdsls051 read EBOM-Copy Data tiedm120 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.

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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.

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

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-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 tccom000 Read

Additional Statistical Information sets tccom705 Read Import/Export Statistics tccom710 Update Link (BOM/Material, Routing/Operations) tcqms012 Cleared Order specific Inspections tcqms049 Cleared Order specific Inspection Data (Header) tcqms050 Cleared Order specific Inspection Data (Lines) tcqms051 Cleared Inventory Data by Location and Lot for Inspection tdilc111 Cleared Inbound data tdilc402 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.

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.

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The session carries out the following actions: -Generating financial transactions

-Updating the customer’s 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 Tcmcs095 Read

Taxcodes by country Tcmcs036 Read

Customers Tccom010 Read

Additional Statistical Information Sets Tccom705 Read COM Parameters Tccom999 Read Import-/Exportstatistics Tccom710 Update Sales Listing Data Tccom700 Update

Sales deliveries Tdsls045 Read/update/delete Delivered SO to be processed Tdsls049 Update

Sales Order Headers Tdsls040 Read/update/Delete Sales Order Lines Tdsls041 Read/update/Delete Sales Parameters Tdsls000 Read

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Sales Contract Lines Tdsls301 Update Sales Contract Lines History Tdsls306 Update Order priority simulations Tdsls026 Delete Specific Addresses Tdsls042 Delete Bill of Lading Data Tdsls043 Delete Outbound Data Tdilc401 Read/delete

Lots Tdltc001 Read

ILC Parameters Tdilc000 Read DRP Parameters Trdrp000 Read Integration Transactions Tfgld410 Update Additions to Integration Transactions Tfgld415 Update Projects Tipcs020 Read/update Costprizes by Cust. Item Tipcs350 Read PCS Parameters Tipcs000 Read

Item data Tiitm001 Read

Standard Costprizes by Item Ticpr300 Read Costprize components Ticpr010 Read PCF Parameters Tipcf000 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

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.

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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) Tdpst010 Archived/cleared Pur. Statistics Master file (Order Intake) Tdpst015 Archived/cleared Pur. Statistics Master file (Cancellation) Tdpst018 Archived/cleared Pur. Statistics Compression (Turnover) Tdpst020 Cleared

Pur. Statistics Compression (Order Intake) Tdpst025 Cleared Pur. Statistics Compression (Cancellation) Tdpst028 Cleared Pur. Statistics Sort file Tdpst030 Cleared

Purchase Budgets Tdpst050 Archived/cleared Purchase Statistics Sort Codes Tdpst094 Read

Pur. Stat. Discount Type (Turnover) Tdpst110 Archived/cleared Pur. Stat. Discount Type (Order Intake) Tdpst115 Archive/cleared Pur. Stat. Discount Type (Cancellation) Tdpst118 Archive/cleared Pur. Stat. Compression for Disc. Type (Turnover) Tdpst120 Cleared Pur. Stat Compression for Disc. Type (Order Intake) Tdpst125 Cleared Pur. Stat. Compression for Disc. Type (Cancellation) Tdpst128 Cleared

Purchase Budgets by Discount Type Tdpst150 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.