Period Cleardown and Archiving

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Period Cleardown and Archiving
Sapphire Systems plc

• Nigel Hague

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Period Cleardown and Archiving

• Overview
• Why perform a Period Cleardown?
• Types of Cleardown
• Year
• Period
• How to run a cleardown
• Reporting after a Period Cleardown
• Period Cleardown with Consolidated Analysis
• Other reasons for using this function

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Why?

• There is no obligation to perform a cleardown.
• Delivers a more compact/manageable ledger
• Can improve inquiry/reporting performance

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Cleardown types

• Period
• Up to and including a selected period
• Replaces transactions with summary balances
• Year
• Up to and including a selected Year
• Replaces period summary balances with single
  balance
• Also consolidates prior year cleardowns

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Process

• Tick Ledger Definition/Setup Archiving option
• Create year specific archive files if required
  (Sun 4 only)
• Perform a SunSystems File Backup
• Run Account/Journal Listings as necessary
• All users to be logged out of the target
  database/BU
• Run Period/Ledger Cleardown function

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Ledger Definition/Setup

• Ensure Ledger Archiving is flagged, otherwise
  transactions will be deleted from the ledger.
• Applies across all ledgers

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Prior to cleardown
Account 11000 view using description overlay
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Prior to cleardown
Account 11000 view using analysis overlay
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Running a cleardown
Select the period and account/range
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Considerations before cleardown

• Single/range of accounts
• Repeat a cleardown multiple times
• Define and document a cleardown policy and log
• Leave sufficient data for reporting/inquiries

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Which data should be left in place?

• 2002 Year Cleardown Roll into 2003 balance
• 2003 Year Cleardown Single Balance
• 2004 Period Cleardown Summary Balances
• 2005 Prior Year Leave transactions in place for
  reports/inquiries
• 2006 Current Year Leave all data in place

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What happens to transactions?

• Balance Forward accounts - all transactions are
  cleared down irrespective of allocation status
• Open Item accounts - only allocated transactions
  are cleared down (P/A/C/R markers)
• If Analysis is consolidated, transactions will be
  summarised by period or by remaining unique
  analysis codes combinations

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Post cleardown view
Account view showing balances by period/analysis
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Post cleardown view
Account view post cleardown balances by
period/analysis
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Consolidating analysis
Period Cleardown Analysis Consolidation Overlay
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Consolidated account view
Account view post cleardown post consolidation
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Consolidated account view
Account view post cleardown post consolidation
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Inquiring on archived transactions
Include Archive option appears where files
exist.
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Inquiring on archived transactions
Account view - archived transactions using
description overlay
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Inquiring on archived transactions
Account view archived transactions using
analysis overlay
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Other Tasks/Considerations

• Last Transaction/Transactions Present flags reset
  on Chart of Account records
• Balances on Budget Check/Assets/Stock records
  reset
• Free up disk space (application server)
• Budget ledgers can be cleared down but not
  archived

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Period Cleardown and Archiving

• Thank You!