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User`s Guide for Archiving (for internal use only)

1. User s Guide for Archiving for internal use only 2 27 To create an archive company Text tables Default Text Group Text Group Authorization Path BAAN ERP Tools Text Management Text Parameters Instruction in operational or 000 company Both data in the Default Text Group Template ttams1121m000 session and the Default Text Group by Text Field Template ttams1120m000 session from the operational company must be identical to the data of the archive company In other words in both sessions the available data that refers to the operational company for example 001 must be copied duplicated to the archiving company for example 901 Do not forget to convert to runtime Tttams1121m000 Default Text Groups Template 000 a ol x File Edit View Group Workflow Tools Specific Window Help HS 02xo M K CPW OME T IY Template Code DEFAULT p DEM Texts gt Text conversation Text conversation M Mm 4 Description aj jai Tttams1120m000 Default Text Groups by Text Field Template 000 i E Dj x File Edit Yiew Group Workflow Tools Specific Window Help HS4 0 x o M lt o mA T IY Template Code DEFAULT AllComp Comp_ Text Table Field Text Group Description tipcF320 txta p White Background 001 tibom010 txta Test textgroup docu 901 tibom010 txta Test textgroup docu User s Guide for Archiving for internal use only 2 28 NOTE
2. User s Guide for Archiving for internal use only 2 30 NOTE To create an archive company Companies tcemm1570m000 Path BAAN Common Data Enterprise Modeling Management Entities Instruction in operational company Now in most cases you can insert the archive company in the Companies tcemm1570m000 session of the operational company by copying the operational company data to the archive company data Ttcemm1570m000 Companies 001 mozi File Edt view Group Workflow Tools Specific Window Help Balxan gt W SR MRR T OW eompanyfoesprtfon company Type currency Typ fol odeon ia atk Co cv SRT Cony eah eent Instruction in archive company After you enter the archive company data in the operational company you must also copy the operational company data to the archive company data to enter this data in the archive company Ttcemmi570m000 Companies 901 lolx File Edit View Group Workflow Tools Specific Window Help Halex AN 4d WI ____ CompanyjDescrjption e ational Company OP ependen faaan OL Opefational Company p1 Both Dependent COo apet onpa poh eped Therefore both the archive company and the operational company must be present in both companies database User s Guide for Archiving for internal use only 2 31 To create an archive company NOTE Maintain Company Parameters tfgld0103s000 Path iBaan ERP 5 0b BAAN Finance Gener
3. In this session you must specify the budget for which the allowed costs and deviations must be archived The default value will be the actual budget of the current financial company How to use the session On the form you specify year period and dimension In the Options section you enable the parameter to select which type of cost analysis data you want to archive or delete User s Guide for Archiving for internal use only 4 26 NOTE To archive financial data Invoked tables Company Read Units Read Parameters Cost Accounting Read Actual Costs by Reference Unit Archived Actual Costs by Dimension Archived Actual Performance Archived Imported Actual Performance from Archived Logistic Hours from HRA by Financial Read Period Allowed Cists and Deby means Archived oftions Budgets Read Budgets by Year Read Reference Units by Dimensions Read Hierarchy Read Hierarchy fir Ledger Accounts Read Dimension Description Read Chart of Accounts Read tfgdo10 Dimension Master tfgld010 Read Delete Archive Budgets tffbs1201m000 Path BAAN Finance Financial Budget System Budget Data Single Dimension Budgets Delete Archive Budgets Session objective This session copies the budget data to the archive company The system also copies the necessary general data to the archive company Depending on the chosen option you either archive or simply delete the budget data without archiving You can archive specific
4. To create an archive company You must change the Text Group Authorization Template ttams1122m000 session by copying Group Duplicate the data that refers to the operational company to the archive company Manually change the value in the Authorization field that refers to the archive company to Read Do not forget to convert to runtime Tttams1122m000 Text Group Authorization Template 000 el x File Edit View Group Workflow Tools Specific Window Help HS4 0 x o K CW MMH T IY Template Code DEFAULT tC S I All Companies Company 3 joor Operational Company 001 Description Authorization Test textgroup docu p Read Tttams1122m000 Text Group Authorization Template 000 r File Edit view Group Workflow Tools Specific Window Help HS4 0 x o KM CPW MMH T IY Template Code DEFAULT I all Companies Company 901 Archive Company for Comp 001 Text Group Description The Text Windows tttxt004 table and the Text Groups tttxt005 table are shared as described in the previous section Logical Tables User s Guide for Archiving for internal use only 2 29 To create an archive company Most Tools tables are stored in company 000 however some tables are company linked Note the following in regard to this issue The Text Groups tttxt005 table is physically present for company 000 as well as the operational company Text groups that refer to All Com
5. BSEVlib ora ora_storage Informix dbspaces BSEVib informix inf_storage DB2 collection BSEWlib db2 db2_ storage SQL Server filegroup BSEVlib msql msql_storage Update lt Rdbms gt _storage file Baan software uses a storage file which is a file in which an administrator specifies where the data is stored in the RDBMS The following example provides a sample ora_ storage file Because this file is read sequentially you must place the general settings at the very end of the file This example shows the contents in which company 901 is used as the archive company and in which this company is placed into a different TABLESPACE 901 T group 0214 5 PCTFREE 5 TABLESPACE datarch INITRANS 3 901 I group 0214 5 PCTFREE 5 TABLESPACE idxarch INITRANS 3 T group 0214 5 PCTFREE 5 TABLESPACE datoper INITRANS 3 For iBaan ERP 5 0c or later the iBaan ERP environment might use one of the the following two files in place of the lt RDBMS gt storage files lt RDBMS gt storage param lt RDBMS gt driver_param In this case the changes must be made in the lt RDBMS gt _storage_param file You can make these changes by means of the Storage Parameters Optimization ttdba0530m000 session User s Guide for Archiving for internal use only 2 3 To create an archive company NOTE NOTE NOTE The following example provides a sample lt RDBMS gt _storage_param file 901 T PCTFREE 5 TABLESPACE datarch INITRANS 3 901 I1 PC
6. Delete Archive Shipment Notice History whinh3251m000 Path BAAN Warehousing Inventory Handling Inbound Procedure Inbound Shipment Notices Session objective With this session you can archive and or delete all shipment notice data for each shipment ID and for each ship from business partner and warehouse How to use the session In the first section you can make a selection of the historical shipment notice data you want to archive and or delete In the second section you can indicate whether you want the data to be deleted archived or both If you select Archive or Both you must enter an archiving company User s Guide for Archiving for internal use only 3 12 To archive logistical data Prerequisites None applicable Invoked tables Company Data Read Lots Archived Lot selection codes Archived ASN Header history Archived Deleted ASN Lines history Archived Deleted ASN Reference table history Archived Deleted ASN Header Packaging History Archived Deleted ASN Routings History Archived Deleted Item Load Structure History Archived Deleted Delete Archive Shipment History whinh4251m000 Path BAAN Warehousing Inventory Handling Outbound Procedure Shipments Session objective With this session you can archive and or delete all shipment data for each shipment ID for each ship to type warehouse business partner work center project and ship to code User s Guide for Archiving for
7. Generate Codes Performance tpppc500 Archived Deleted Measurement Equipment Usage History for Cost Control tpppc255 Archived Deleted Equipment Transactions Forecast for Final tpppc256 Archived Deleted Result Cost Surcharges by Project Item tpppc260 Archived Deleted User s Guide for Archiving for internal use only 3 43 To archive logistical data Cost Surcharges by Project Labor tpppc261 Archived Deleted Cost Surcharges by Project Equipment tpppc262 Archived Deleted Cost Surcharges by Project tpppc263 Archived Deleted Subcontracting Cost Surcharges by Project Sundry Cost tpppc264 Archived Deleted Revenue Surcharges by Project tpppc265 Archived Deleted Revenue History Subcontracting for Cost Control tpppc275 Archived Deleted Subcontracting Transactions Forecast for tpppc276 Archived Deleted Final Result Cost Surcharges by Project tpppc280 Archived Deleted Cost Surcharges by Project Cost Type tpppc281 Archived Deleted Cost Surcharges by Project Cost tpppc282 Archived Deleted Component Revenue Surcharges by Project tpppc285 Archived Deleted Revenue Surcharges by Project Cost tpppc286 Archived Deleted Component Sundry Cost History for Cost Control tpppc295 Archived Deleted Sundry Costs Transactions Forecast for tpppc296 Archived Deleted Final Result History of Revenues for Cost Control tpppc305 Archived Deleted Revenue Transactions Forecast for Final
8. To archive financial data a Check WIP by means of Print WIP Transactions tcfin1400m000 session Check WIP PPC Print Baan Project Financial Reconciliation tcfin2400m000 session Check the value of the invoice to be received for purchase orders by means of the following sessions Print Receivable Invoices Specifications Logistical tfacp1439m000 Select Values for Receivable Invoices Specification tfacp1235m000 Print Receivable Invoices Specifications Financial tfacp1435m000 Check the value of the to invoice goods by means of the following session Print Specifications Delivered Not Yet Invoiced tfacr1432m000 Run the following sessions Process Delivered Purchase Orders tdpur4223m000 Process Delivered Sales Orders tdsls4223m000 Archive Production Orders ticst0250m000 Archive Projects tppdm7820m000 The tp project must have the status Archived or Deleted You must also run the following sessions before you archive or purge integration transactions Select Values for Receivable Invoices Specification tfacp1235m000 Match Approve Purchase Invoices with Orders tfacp1130m000 Print Integration Transactions tfgld4410m000 Global Confirmation of Future Invoices cisli2219m000 Confirm invoices on line level Issue Billing Request cisli2500m000 Compose Print Post Invoices cisli2200m000 Post Integration Transactions to Finance Transactions tfgld4201m000 User s Guide f
9. f n c901 Ioper data001 dmp The letter I in the previous command line can cause some confusion This must be read as a capital I so this is not a lowercase L 5 After you import the data you can delete the dump file Oper data lt specify operational company number gt dmp User s Guide for Archiving for internal use only 2 19 To create an archive company NOTE NOTE Use for NT systems on the server this will not succeed on a client 1 Create a folder BSE arc and copy the script export data baan5 0 bat into this folder 2 Run the script fillenv bat to set the BSE BSE_TMP PATH variables This script is located in the folder BSE bin 3 Set the USER variable by entering the following command line set USER lt specify a user of the operational company gt 4 Set the path to folder BSE bin To set this path enter the following set PATH BSE bin PATH 5 Run the script by entering export data baan5 0 lt specify company number of operational company gt for example export data baan5 0 001 6 Import the data by entering the following command line bdbpost R f n c lt specify the archive company number gt Ioper data lt specify operational company number gt dmp For example bdbpost R f n c901 Ioper data001 dmp The letter T in this command line can cause some confusion This letter must be read as a capital T and not as a lowercase L 7 After you import the data you can delete t
10. session you can use this session to check whether purchase invoices for the matching and approving procedure are correct matched and approved How to use the session Select the financial company for which you want to run the session including fiscal periods The Invoice Accrual Acc is the account that you defined to post good receipt transaction and invoice approval to When you process the Interim Table for GRNI Reconciliation tfacp135 table will be filled including all required data for reconciling the account For best results Baan urges you to study the published documentation for iBaan ERP GRNI Reconciliation when you use this session Ttfacp1235m000 Select alues for GRNI Reconciliation 690 2 x Selection Range From To Financial Company fes0 gt eso gt Close Fiscal Period ooz py 1 gt 2002 py 13 gt Save Defaults Invoice Accrual Acc 145100 gt Get Defaults Make Job m Settings v Help J Remove not final corrections V Print Error Report User s Guide for Archiving for internal use only 4 2 To archive financial data Prerequisites This session is only applicable for data that has not yet been archived or deleted by means of the following sessions Process Delivered Purchase Orders Schedules tdpur4223m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Archive and Purge Integration Transactions tfgld42 10m000 If one of
11. tfemg192 tfgdo04 Remove Direct debit batches tfcmg4259m000 Path BAAN Finance Cash Management Customer Receipts Remove Posted Direct Debit Batches Session objective You can use this session to delete direct debit batches To be deleted the status of the batch must be equal to Paid The direct debit batches that are deleted from the direct debit batch tables receive the status Removed User s Guide for Archiving for internal use only 4 25 To archive financial data Invoked tables Parameters CMG Read Direct Debit Advice Delete Composed Direct Debits Delete Direct Debit Batches Read Direct Debit Documents Read Financial Company Read Archive Cost Analysis Data tfcat2881m000 Path BAAN Finance Cost Accounting Cost Analysis Procedure Session objective With this session you can archive and or delete cost analysis data The cost analysis data consists of the following a Actual Costs by reference Unit Actual Costs by Dimension Actual Performance a Allowed Costs and Deviations To enable you to access the archived data the relevant reference tables are also copied This general data consists of the following a Reference Units per Dimension Budget Data Budgets per Year Chart of Accounts and Dimensions If the Delete Only check box is selected the data will be deleted without first copying the data to the history company The History Company field will be disabled
12. tfgld4532m000 session must be empty to eliminate erroneous transactions and no integration transactions must exist with the status Unposted Before you archive data you must run the following sessions Release to Invoicing tdsls4247m000 Global Confirmation of Future Invoices cisli2219m000 Billing Requests cisli2500m000 Compose Print Post Invoices cisli2200m000 Process Delivered Sales Orders tdsls4223m000 Print Purchase Orders tdpur4404m000 Process Delivered Purchase Orders Schedules tdpur4223m000 Confirm Commitments and Costs tpppc4811m000 Confirm Revenues tpppc4590m000 Process Transactions tpppc4802m000 Transfer Project Data to Central Invoicing tppin4200m000 Process Cycle Counting Adjustment Orders whinh5201m000 Post Integration Transactions to Finance Transactions tfgld4201m000 Finalization of Run Numbers For All Standing Batches tfgld1519m000 Update Business Partner tfemg3200m000 User s Guide for Archiving for internal use only 4 1 To archive financial data Select Values for Goods Received Not Invoiced Reconciliation tfacp1235m000 Path BAAN Finance Account Payable GRNI Reconciliation Maintenance Select Values for GRNI Reconciliation Session objective Before you archive the Integration transactions by means of the Archive and Purge Integration Transactions tfgld4210m000 session and the Remove Fully Paid Purchase Invoices tfacp2250m000
13. wad Invoked tables tisfc001 ticst001 Production Orders Estimated and Actual Material Costs ticst002 ticst004 ticst010 tcfin100 Estimated and Actual Hours Breakdown of Actual Hours End Item Unit Costs WIP and Inventory Transactions PCS SFC Archived Deleted Archived Deleted Archived Deleted Archived Deleted Archived Deleted Archived not deleted The records in the WIP and Inventory Transactions PCS SFC table are not deleted from the original company because these records might be required for reconciliation or for the GRINYA Goods Received Invoices Not Yet Approved If necessary the WIP and Inventory Transactions PCS SFC can be removed with the Delete WIP Transactions by Project Order tcfin1200m000 session User s Guide for Archiving for internal use only 3 20 To archive logistical data Archive Costing History ticst2250m000 BAAN Manufacturing Shop Floor Control Production Order History Session objective To archive historical data of closed production orders How to use the session Use this session to archive historical costing data of closed or archived production orders This session moves the historical data to the archive company after which this data is deleted from the original files Costing history is created when a production order is closed Data for closed or archived production orders for standard items which have been produced anonymously
14. Budget per Period Dimension Description Financial Companies Periods Chart of Accounts Dimensions Protocol Codes Transactions Trade Groups Wage Rates Text tffbs041 tffbs042 tffos100 tffbs101 tffbs100 tffbs101 tffbs110 tffbs111 tfgld002 tfgld004 tfgld005 tfgld008 tfgld010 tfgld035 tfgld011 tppdm016 tppdm067 tttxt001 To archive financial data Read Read Archived Deleted Archived Deleted Archived Deleted Archived Deleted Archived Deleted Archived Deleted Read Read Read Read Read Read Read Read Read Read Archive Disposed Fixed Assets tffas3300m000 Path iBaan ERP 5 0b BAAN Finance Fixed Assets Master Data Archive Disposed Fixed Assets Session objective Use this session to move old fixed asset data to the archive company Only fixed assets that were disposed more than one year before the current financial year can be archived How to use the session Select the year in which assets are disposed Verify that the history company number is properly stated on the form of the Archive Disposed Fixed Assets tffas3300m000 session User s Guide for Archiving for internal use only 4 29 To archive financial data Invoked tables FAS Parameters tffas000 Read Depreciation Master Data tffas002 Read Fixed Asset Main Groups tffas003 Read Fixed Asset Groups tffas004 Read Group Depreciation Data tffas005 Read Fixed Master Data tffas007 Read Fixed A
15. Order Lines Archived Invoice related to Receipt Lines Archived Recurring Invoice Read Relation Inter company Read Documents Anticipated Payments Read Remove Fully Paid Sales Invoices tfacr2260m000 Path BAAN Finance Accounts Receivable Open Entries Maintenance Remove Fully Paid Sales Invoices Session objective You can use this session to remove fully paid sales invoices from the live company and to copy these invoices into the history company Related documents such as payments and corrections are removed as well How to use the session In this session you can select which sales invoices must be removed and archived To archive the data select the Copy to History check box User s Guide for Archiving for internal use only 4 18 NOTE To archive financial data This session the Remove Fully Paid Sales Invoices tfacr2250m000 session is used to archive all fully paid invoices After archiving these records the sales invoices details can be looked up in the archive company Therefore for best results archive only the fully paid invoices of a particular year for which all other financial transactions are also archived using the other archiving sessions in tf The fully paid sales invoices will only be archived removed if the following criteria are met Period of the sales invoice is in range All payment records of the sales invoice are in range For best results both fields must have the same peri
16. Prerequisites Before a project can be archived the project must have the status Closed and the financial result of the project must be determined To do this you can change the status of the project in the Maintain Project Status tppdm6107m000 session to Final and the Financial Result Status to Determine Result and then run the Process Transactions tpppc4802m000 session In the Process Transactions tpppc4802m000 session the Process Financial Result check box must be selected After you run this session 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 The first time you archive a project you must also archive the general data If texts are linked to the data in the tables that must be archived for projects a default text group must be defined for the user in the archive project User s Guide for Archiving for internal use only 3 36 Invoked tables To archive logistical data In the following schemes an overview is provided of which tables are copied to the archive company Depending of the settings of the various fields in the archiving session a particular part of the data is archived and deleted Tables archived when the General Data check box is selected Companies Employees Business Partners Sold to Business Partners Ship to Business Partners List Groups Business Partner Types Channels Pr
17. To archive financial data In the Settings section you can select the action that you want to take Three options are available Only delete from operational company No archiving will be performed Only archive No records will be deleted from the operational a Archive or delete Both archiving and deleting from the operational company will be carried out The archive company displayed on the form is taken from the Company Parameters tfgld0103m000 session If no Archive Company is filled in in that case company 000 will come up this session will not archive the data but just delete the data Prerequisites The following GRNI transactions must be accepted and finalized Purchase Order Manual Postings Opening Balances Reversal Postings Undefined Postings To do this you can use the following sessions Accept Values for GRNI Reconciliation tfacp1535m000 Accept Values for GRNI Reconciliation tfacp1237m000 Finalized Accepted GRNI Reconciliation tfacp1239m000 Invoked table Interim Table for GRNI Reconciliation Tfacp135 Archive and or Delete Purge Sales Invoice Data cisli3210m000 Path BAAN Central Invoicing Processing of invoice Purge Sales Invoice Data Session objective You can use this session to remove the data of posted and paid sales invoices and cancelled sales invoice lines User s Guide for Archiving for internal use only 4 33 To archive financial data How to use
18. accounting to the archive company The session archives the data that has been previously maintained by means of the Hours Accounting by Employee tihral501m000 session Only those hours will be archived that have been processed with the Process Hours Accounting tihral210m000 session prior to running the archive session If the hours are linked to a project the hours are not archived with this session but with the Archive Projects tipcs2260m000 session Vtihra1215m000 Archive Hours Accounting 001 r 0 x r Archive Upto Archive Hours Accounting up to Year 2002 Week 15 Close Save Defaults r Company Company Number for Archives for gt Archive Company for Comp 0 Get Defaults Make Job Options IV Archive General Data Help M Texts IV Overwrite Texts State the year and week number until which you want to copy the hours to the archive company The week represents the last week number for which you want to archive data in which week one is the first week of the year In addition you have the option to also archive the general data For best results leave this check box cleared because the general data has been archived previously Selecting this check box might take some time Prerequisites If the hours transaction are of the type Production then the related orders must have been previously archived However the hours related to anonymous SFC orders will not be archi
19. archive company structure must also be multi logistic single finance If you only need a trashcan you can simply set up one archive company for all Test plan In the plan you must also consider testing Testing can be extremely helpful For example testing is one way to train users and key users to check whether your archive setup is correct to check whether the data is consistent and to make sure that the functionality of archive sessions meets your expectations Of course for best results you must perform the testing in a test environment rather than testing in the operational environment Your test plan must at least contain what you want to test who will perform the testing and when In addition you must define validation parameters what must be checked before the test results are accepted Operational plan In this part of the archiving plan you must address issues such as the following Preparation of data Frequency and sequence of archiving deleting data for each session Incorporating archiving in procedures day to day business Creation of a backup before archiving a large quantity of data Impact of customizations Must you change the archiving sessions or develop new sessions Check for latest solutions to implement Include a schedule for these types of activities and assign activities to functions or individuals User s Guide for Archiving for internal use only 1 4 Archiving con
20. archives or deletes the warehousing order history The relevant tables involved are the following Warehousing Orders History Receipt Issue Transfer Item Transfer whinh250 Warehousing Orders History Assembly whinh251 Warehouse Order Lines History Receipts whinh260 Warehouse Order Lines History Issues whinh270 How to use the session In the form you can select a specific warehousing order origin and or a specific range of orders that you want to archive or delete To delete the data you must select the Only Delete check box In that case the Company Number For Archives and Archive Overwrite Text fields are disabled User s Guide for Archiving for internal use only 3 11 To archive logistical data NOTE If the Assembly check box is selected assembly orders are also archived or deleted When the warehousing order history is archived general data is also copied to the archive company Be aware when you select a range of orders that the same order numbers might be used for various order origins As a result a change of deleting archiving data occurs accidentally Prerequisites None applicable Invoked tables Companies tccom000 Read Warehousing Order history whinh250 Archived Deleted Warehousing Order history assembly whinh251 Archived Deleted Warehousing Order Lines history receipt whinh260 Archived Deleted Warehousing Order Lines history issue whinh270 Archived Deleted
21. before the archiving session Remove Fully Paid Purchase Invoices tfacp2250m000 Write off Currency Differences tfacp2240m000 Path BAAN Finance Accounts Payable Open Entries Maintenance Write Off Currency Differences Session objective To write off currency differences that result from exchange rate fluctuations with regard to invoices with open amounts User s Guide for Archiving for internal use only 4 9 To archive financial data How to use the session The currency difference is posted to the ledger account defined in the Ledger Accounts by Business Partner Group tfacp0111m000 session for the transaction types Unrealized Currency Profit and Unrealized Currency Loss If the Ledger Accounts by Currency check box is selected in the Company Parameters tfgld0103s000 session ledger accounts must be defined in the Currency Difference Ledger Accounts by Currency tfgld0119s000 session instead of the Ledger Accounts by BP Group Currency profit is only posted if the Currency Profits check box is selected in the ACP Parameters tfacp0100s000 session otherwise the system posts only the currency losses The Currency Difference Anticipated Payments parameter in this same session controls whether invoice with anticipated payments are considered for writing off currency differences Prerequisites If this session the Write off Currency Differences tfacp2240m000 session is not included in the period closing pr
22. company Solution description An ASCII script is available to export the required data from the operational company to a dump file You can use the file which is named export data baan5 0 bat on UNIX systems and NT systems The file is compatible with iBaan ERP 5 0b and iBaan ERP 5 0c The script is to be used in standard single site environments without localizations Before you use this script for best results print the script and read the instructions in the script The script lists the tables to be exported You must have knowledge of the bdbpre and bdbpost commands If you are not familiar with these commands do not use them because these commands can have severe consequences if executed incorrectly Be aware of the fact that this procedure can consume a significant amount of disk space Use for UNIX systems 1 Create a directory BSE arc and copy the script export data baan5 0 bat into this directory 2 Make the script executable by means of the following command chmod 777 export data baan5 0 bat 3 Execute the script by entering the following at the UNIX prompt export data baan5 0 bat lt company number of operational company gt for example export data baan5 0 bat 001 4 Import the data into the archive company by entering the following at the UNIX prompt bdbpost6 2 R f n c lt specify the archive company number gt Ioper data lt specify operational company number gt dmp for example bdbpost6 2 R
23. company If audit is switched on for those tables all database actions performed on those parameter tables are stored in audit files If an error occurs in daily procedures you can check the audit file to see whether a parameter was changed and if so by whom Audit File Directories ttaad4116m000 Path BAAN ERP Tools Database Management Database Definitions and Directories Instruction in operational or 000 company Use this session to specify the path name of the audit files of the archive company on your system If the path name is already specified for All other tables and if the check box is selected for All Comp as shown in the following figure no additional specifications for the archive company are required User s Guide for Archiving for internal use only 2 6 NOTE To create an archive company Do not forget to convert to runtime You can use this session to specify the location of the audit files on your system The audit files contain data of database actions on a table Tttaad4116m000 Audit File Directories 000 i F o x File Edit view Group Workflow Tools Specific Window Help B60 xo MAN o A SECAT Table Selection Table All Company Path Name Create Tables ttaad4230m000 Path BAAN ERP Tools Database Management Miscellaneous Instruction in operational or 000 company With this session the physical tables will be created onto the database The
24. company selection must be the archive company only The package and table selection must cover all packages and tables full range Make sure that enough disk space is available because the database will allocate some disk space for each table right from the beginning I ttaad4230m000 Create Tables 000 ey _ my x Selection Range From To Company oot b feo b Close Package gt kz gt Table oOo pi zzz399 gt Save Defaults Get Defaults Make Job Help User s Guide for Archiving for internal use only 2 7 To create an archive company Parameters and master data You can proceed in one of the following two ways In order for the archive company to function some mandatory data such as master data and parameter data must be present in the archive company You can copy this data from the operational company to the archive company in the following ways One way to copy this data is to use the iBaan Tools Create Sequential Dump of Table ttaad4226m000 session to export data from the operational company and to import this data by means of another iBaan Tools session the Create Table from Sequential Dump ttaad4227m000 session in the archive company This procedure is described in the following sections Create sequential dump of table and Create table from sequential dump A quicker method that you can use if you are familiar with the use of bdbpre and bdbpost comman
25. copy the parameters mentioned previously and the general data from your operational company into the archive company you can compose a file ASCID for example copy baan data in which all the required tables are listed With this file and the command bdbpre you can dump the tables in a dump file User s Guide for Archiving for internal use only 2 16 To create an archive company With the bdbpost command you can create tables from the dump file Parameter tables and general data Operational tables in operational company company bdbpre Dump containing parameter data and Dump general data in operational company file bdbpost Parameter tables and general data Archive tables imported in archive company company Instruction UNIX or Windows NT system level List the names of the tables specified previously parameter tables and general data tables in one or more ASCII files for example copy baan data Now use the next syntax to export the data from the operational company bdbpre and subsequently to import the data into the archive company bdbpost For UNIX systems at UNIX system level type the following Start with executing the command fillenv bat which is located in the BSE bin folder Set USER baan user name of operational company bdbpre6 2 Icopy baan data Obaandata001 dmp C001 bdbpost6 2 R f n c901 Idata001 dmp User s Guide for Archiving for internal use only
26. for best results you must run several check reports You can use these reports to check the result of running a specific archive session The same report with the same selection must return the same result when run in the archive company The following list provides some useful check reports User s Guide for Archiving for internal use only 3 1 To archive logistical data Records per table Item issue by Period Inventory transactions by Order Cost price calculation Shop floor orders Hours history by employeeCreate a screenshot of the print session to remember the print selection Order Management Process delivered purchase orders tdpur4223m000 Path BAAN Order management Purchase Control Purchase Order Control Purchase Order Post Receipt Sessions Session objective You can use this session to process and delete purchase orders When you delete data all detailed operational data is removed from the tables The purchase order history will not be deleted This session is not an actual archive session because this session does not copy data to an archive company before removing the data The session is described in this session because the session is an important session for deleting operational data and is often a prerequisite for other archiving sessions How to use this session In the first section you can make a selection of specific purchase orders that you want to process and or delete You can make a
27. internal use only 3 13 To archive logistical data How to use the session In the first section you can make a selection of the historical data you want to archive and or delete In the second section you can indicate whether you want the data to be deleted archived or both and up to which date If you select Archive or Both you must enter an archiving company and indicate whether you also want to archive and overwrite text as well Twhinh4251m000 Delete Archive Shipment History 001 ioj xj Selection Range From To Shipment Identification f zzzzzzzz2z tits gt Close Ship To Type warehouse o o eere o Ship To Code gt gt zzz gt Sve Defauts Get Defaults p Settings Make Job Delete or Archive Both E Data older than days 730 Help Archive Company 901 b r Options M Text I Overwrite Text Prerequisites None applicable Invoked tables Company Data tccom000 Read Lots whltc100 Archived Lot selection codes whltc110 Archived Packing structure history whinh366 Archived Deleted Shipment history whinh450 Archived Deleted Shipment Lines history whinh451 Archived Deleted Loads history whinh460 Archived Deleted Outbound ASN Routings history whinh465 Archived Deleted User s Guide for Archiving for internal use only 3 14 To archive logistical data Archive history Cycle Counting Adjustment orders whinh5250m000 Path BAAN Warehousing Inventory Handli
28. only 4 3 To archive financial data The fully paid Purchase invoices will not be archived if the Purchase invoices must be matched with orders and if the status of Purchase invoice is Registered or Matched A fully paid Purchase invoice related to orders will only be archived if the status is Approved The following sessions are recommended for the archiving sessions Archive and Purge Integration Transactions tfgld42 10m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Print Integration Transactions tfgld4410m000 Path BAAN Finance General Ledger Integration with other Modules Print integration transactions Session objective By means of the following sessions you can check whether errors are logged for integration transactions You can also check whether any non posted integration transactions are present You can do this by means of the following sessions Integration Transactions Log tfgld4532m000 Print Integration Transactions Log tfgld4432m000 Print integration Transactions tfgld4410m000 x General Finance r Selection Range From To Original Company 001 gt o gt Close Transaction Origin DO o a fotens d Fin Trans oo o oo Estimated Cost Service Contrat x _S2veDefauts_ Trans Log Date Ee omw Get Defaults Log Time pooo tt eow ooo E Sequence Number lg J 30000 Line Number aT 9999 Help Transaction Date sss Sst tz Project D gt zzz
29. selection by business partner order number order type and purchase office User s Guide for Archiving for internal use only 3 2 To archive logistical data In the second section you can indicate what you want to do Process and or delete For both actions you can enter a date up until which the orders must be processed or deleted If the Finance package is implemented you are strongly advised not to delete order data in a fiscal year that has not yet been fully closed The reason for this is that the GRINYA process uses information that would be deleted by this action In addition for best results check whether the logistical balance for non invoiced receipts matches the balance of the GRINYA accounts for the periods up until which you want to delete Purchase order data This session has the following two functions Process delivered purchase orders During processing you can perform the following actions Update the purchase order history Update the related purchase contract and contract history if applicable and depending on the purchase contract parameters Update the buy from business partner open balance Update the last average purchase price however only if Baan Finance is not implemented Update turnover history Update VAT transactions for EU buy from business partners only Delete delivered purchase orders If you selected the Delete Order Data check box the following actions are carr
30. the same period number which is the last period of the year you want to archive This will enable you to still get the details of a Purchase invoice even if payment is made in the following year User s Guide for Archiving for internal use only 4 16 To archive financial data Prerequisites The history company is linked in the Company Parameters tfgld0103s000 session Recalculate Business Partner Balances tfacp2245m000 Select values for GRNI Reconciliation tfacp1235m000 Match Approve Purchase Invoices tfacp2507m000 Compose Payments tfemg 1240m000 Process Direct Debits tfemg4240m000 Maintain Bank Transactions tfemg2100s000 Write off Payment Differences tfacp2230m000 Write off Currency Differences tfacp2240m000 Print Control Account Checklist tfacp2415m000 Update Purchase Statistics tdpst0201m000 Print Purchase Invoices tfacp2421m000 which equals total amount of sub ledger User s Guide for Archiving for internal use only 4 17 To archive financial data Invoked tables Business Partners Read Invoice from Business Partners Read Address Read Authorization schemes Archived Open Purchase Items Archived Payment Schedules Archived Sundry Suppliers Read Documents Read Inter group Transactions Read Finalized Transactions Read Transaction Types Read Matched Purchase Invoice Archived Transactions Order Data for Approval Archived Packing Slip Archived Invoice related to
31. the session On the second form verify that the Copy to History Company check box is selected and the correct history company number is stated to copy the data in the history company If the check box is not selected the invoice data will be deleted In the Purge section you can specify which data must be purged according to following order Template Billing Request Invoice Open Entries Therefore to delete An invoice First delete all open entries in the ACR module A billing request First delete all invoices in the SLI module A template First delete all billing requests You can optionally delete cancelled invoice lines To do so select the various check boxes on the first form Invoice lines with the status Cancelled in the SLI module can be deleted For performance optimization purge old data regularly Invoked tables Billing Request Addition cisli120 Read Billing request cisli200 Read or Archived Templates clisli201 Read or Archived Invoice Source cisli205 Read Relations User s Guide for Archiving for internal use only 4 34
32. ticst004 Archived Deleted 5 WIP and Inventory Transactions Archived 5 PCS SFC General Item Data Deleted Conversion Factors Deleted Alternative Items Deleted Item Costing Data Deleted Item Ordering Data Deleted Projects Archived Exceptions for Tax Deleted Purchase Orders Archived Deleted 4 Purchase Order Lines Archived Deleted 4 Linked Order Line Data Deleted 4 Purchase Order Bills of Material Deleted 4 Purchase Order History Archived 4 Purchase Order Lines Archived 4 Sales Orders Archived Deleted 4 Sales Order Lines Archived Deleted 4 Linked Order Line Data Deleted 4 Sales Order Bills of Material Deleted 4 Transfer Orders by Sales Order Line Deleted 4 Order Priority Simulations Deleted 4 Order line blocking Deleted 4 Sales Order History Archived 4 Sales Order Line History Archived 4 Production BOMs Archived Deleted 1 Reference Designators Archived Deleted 1 Operation Rates Archived Deleted 2 Subcontracting Rates Archived Deleted 2 Price Calculation Codes Archived Estimated and Actual Material Costs Archived Deleted 5 Estimated and Actual Hours Archived Deleted 5 Estimated and Actual Hours by Archived Deleted 5 Assembly Operation ticst004 User s Guide for Archiving for internal use only 3 24 End Item Unit Costs Production Order History Material usage Production Order Histo
33. tpppc306 Archived Deleted Result Price Fluctuations by Project tpppc320 Archived Deleted Financial Results tpppc350 Archived Deleted Advances tppin010 Archived Deleted Settled Advance Lines tppin011 Archived Deleted Installments tppin020 Archived Deleted Progress Invoices tppin030 Archived Deleted Holdback tppin040 Archived Deleted Transferred Unit Rate invoice lines tppin050 Archived Deleted Documents for Invoices tppin105 Archived Deleted User s Guide for Archiving for internal use only 3 44 To archive logistical data Service No sessions in Baan Service are available for archiving historical service data to an archive company To view all the historic data in the archive company you must create sequential dumps from the various tables or print sessions You must run the Create Sequential Dump from Table ttaad4226m000 session to dump the tables Run the Create Table from Sequential Dump ttaad4227m000 session to load the table into the archive company as described previously Optionally you can print the data to an ASCII file to store the data on an external device such as a CD ROM or tape To copy service history tables to the archive company consider the following tables Call History tsclm810 Terms history tsctm810 Surcharges Discounts history tsctm811 Contract Quotation history tsctm820 Contract Quotation Configuration history tsctm821 Contracts configuration history tsctm830 Contract Installme
34. 00 Archived Lot selection codes whitc110 Archived Manufacturing Archive Production Orders ticst0250m000 Path BAAN Manufacturing Shop Floor Control Production Order History Session objective To archive historical costing data of closed production orders for standard items User s Guide for Archiving for internal use only 3 19 To archive logistical data How to use the session This session archives the data of closed production orders Mainly the production orders material costs and hours will be copied to the archive company Only those production orders will be archived which have been closed through the Close Production Orders ticst0201m000 session In case of a subcontracted operation for this production order the purchase order must have been processed and deleted in full with the Process Delivered Purchase Orders tdpur4223m000 session This session only archives production orders for standard items which are produced anonymously Costing data of production orders for customized items NOTE is archived in the project control module PCS Tticst0250m000 Archive Production Orders 001 E nox m Selection Range From To a Production Order 222222222 b Close Save Defaults m Settings Company Number for Archives 301 gt Archive Company for Comp 0 Get Defaults Make Job Archive Options IV Archive General Data M Texts M Overwrite Texts Help
35. 2 17 To create an archive company NOTE For NT systems at NT system level on the server the script will not run on a client type the following Start by executing the command fillenv bat which is located in the BSE bin folder Set User baan user name of operational company bdbpre Icopy baan data Obaandata001 dmp C001 bdbpost R f n c901 Idata001 dmp Stands for the ASCII file that contains the list of Baan table names to be exported Part of the contents can look like the following Cfcmc000 Cfcmc000 Cfcms000 Cfcvm000 Stands for the company number of the operational company Copy baan dat 001 Baandata001 dmp 901 Stands for the name of the dump file Stands for the company number of the archive company In Solution 125202 dated May 2002 from the Baan Knowledge Base the ASCII file copy baan data that contains the table names is transformed into one executable script to carry out the entire data export from the operational company Before you use this script always make sure to download the latest version of the script Solution 125202 Baan Knowledge Base Versions B50b B50c Situation description When you set up an archive company you must fill the mandatory table information in the archive company What tables are mandatory for the Baan standard and how are these tables filled User s Guide for Archiving for internal use only 2 18 NOTE To create an archive
36. 2 archived tiedm003 archived tiedm010 archived tiedm100 Archived Deleted tiedm101 Archived Deleted tiedm110 Archived Deleted tiedm120 read deleted tiedm310 read tiipd001 read archived Archive Product Variants tipcf5290m000 Baan Manufacturing Product Configuration Product Variant Configuration Session objective To archive your product variants this session copies the product variants and related data to the archive company and deletes the data from the operational company The archived data contains the product variant code product variant option set product variant option and sales price structure for product variants User s Guide for Archiving for internal use only 3 33 To archive logistical data How to use the session Not applicable see the previous section Ttipcf5290m000 Archive Product ariants 001 Product Variant from 1030 to 103 gt Close Product Configuration Date From a to 26 06 02 Save Defaults Get Defaults Company Number for Archives feor gt Archive Company for Comp 001 Make Job IV Archive General Data Help M Texts I Overwrite Texts Product Variant Prior to archiving the program performs checks whether the production variant still exists in one of the following tables Sales Quotation Lines Sales Quotation History Lines Sales Order Lines Sales Order History Lines Budget and Projects If the prod
37. Archived Standard Surcharges by Cost Component tppdm171 Archived data User s Guide for Archiving for internal use only 3 39 To archive logistical data Tables archived and deleted if the General Project Data check box is selected Cost Control Levels by Project Archived Deleted Contracts by Project Item Archived Deleted Contracts by Project Price Group Archived Deleted Project Labor Archived Deleted Project Equipment Archived Deleted Project Subcontracting Archived Deleted Project Sundry Cost Codes Archived Deleted Project Revenues Archived Deleted Third Parties by Project Archived Deleted Employees Responsible by Project Archived Deleted Project Relations PCS Archived Deleted Appointments by Project Archived Deleted Wage Rates by Project Archived Deleted Project Documents Archived Deleted Locations by Project Archived Deleted Tables archived and deleted when the Planning Data check box is selected Subcontracting Budget Lines by Activity tpptc250 Archived Deleted Extensions Archived Deleted Locations by Project table Archived Deleted Project Plans Archived Deleted Charge Elements table Archived Deleted External Schedule Links Archived Deleted Labor Budget Lines by Activity Archived Deleted Equipment Budget Lines by Activity Archived Deleted tpptc250 tpptc260 Sundry Costs Budget Lines by Activity tpptc260 Archived Deleted User s Guide for Archiving for inte
38. Before you archive data you must complete various activities to ensure that the maximum number of records are archived and that the records are archived correctly A general rule always applies Do not archive data if the fiscal year has not been fully closed Data preparation In general you can only delete or archive historical data if the data is processed completely in Baan The archiving session checks whether or not a record has the correct status and if all previous steps in the procedure have been completed before removing it from the operational tables This guarantees that no data is removed that has not been completely processed which can cause data inconsistency Before you archive logistical data you must run the following sessions a Process Delivered Sales Orders Process Delivered Purchase Orderss Process Commissions Rebates Update Sales Statistics Update Purchase Statistics Close Orders Production Warehousing Process Hours AccountingThese sessions will be part of your normal day to day business processes In that case you are not required to run these sessions Data checks Before you archive data you must check whether the data in your operation is consistent In regard to this requirement one important session is currently involved the whcor0200 session This session checks your inventory data for corruption If data corruption exists you must repair this data before you archive data In addition
39. Guide for Archiving for internal use only 2 25 To create an archive company When you start an archive session in general one of the first steps is to copy the general data In some archive sessions this step is optional In several other archive sessions however this step is mandatory During this copying process some of these general data tables are copied twice from the operational company to the archive company In the first copy specific reference fields are emptied in the archive company When you copy the table the second time all data is copied from the operational company to the archive company This special copying process is required to prevent reference errors during the coping process This process can technically be read in the script temcsdl10008 where for some tables the following two functions are listed to perform the copy process tccom dll0026 archive table tccom dll0025 archive table The function tecom dll0026 archive table also calls a function empty ref fields which empties one or more reference fields for the specified table Multisite environment The logical tables tables X Y defined for the multisite setup in the archive companies by means of the Logical Tables ttaad4120m000 session must be identical to the logical tables defined for the multisite setup in the operational companies User s Guide for Archiving for internal use only 2 26 To create an archive company As mentioned previ
40. Individual Customer ship to Business Partner Sold to Business Partner item Weight Cost of Sales gt foot gt archive Company for Company 00 la la NOTE You might want to have one archive company for each year and company Each time you plan to archive make sure to change the Archiving Company Number to the correct archive company You can change this number in the operational company in both the Sales Statistics Parameters tdsst0100m000 session and the Purchase Statistics Parameters tdpst0100m000 session User s Guide for Archiving for internal use only 2 36 To create an archive company Role Data ttams2100m000 Path BAAN ERP Tools User Management Authorization Management System Instruction in operational or 000 company Insert a role Archive in the Role Data ttams2100m000 session add table authorization rights with Authorization Indicator set to Read to the newly created Archive role referring to the archive company On the Specific menu point to Table Authorizations and click Table Authorizations by Company Next link the Archive role by means of the User Data ttaad2500m000 session to the users with access to the archive company The Archive role however must not be linked to the users responsible for the process of actually archiving data because those users must be allowed to update the data in the archive company Do not forget to convert to runtime Tttams2100m000 R
41. PUR parameters Read Activities by Order type Read Purchase Order types Read Purchase Orders Deleted Purchase Order Lines Deleted Linked Order Line Data Deleted Purchase Order BOM Deleted Project Details Read NOTE This session invokes other tables however these sessions are less relevant NOTE Solution 127419 which will went General Availability on September 8 2002 must be installed before you delete the delivered purchase orders User s Guide for Archiving for internal use only 3 4 NOTE To archive logistical data Process delivered sales orders tdsls4223m000 Path BAAN Order Management Sales Control Sales Order Control Sales Orders Session objective You can use this session to process and delete delivered sales orders When you delete data all detailed operational data is removed from the tables The sales order history will not be deleted This session is not an actual archive session because this session does not copy data to an archive company before removing the data The session is described here because the session is important for deleting operational data and is often a prerequisite for other archiving sessions How to use this session In the first section you can indicate what you want to do Process and or delete the order data In the second section you can make a selection of specific sales orders that you want to process and or delete You can make a selection by business partner order number ord
42. Planning Parameters tcccp000 CCP Parameters tphrs000 Project Hours Accounting Parameters tccom999 COM Parameters tppdm000 General Parameters BAAN Project User s Guide for Archiving for internal use only 2 13 To create an archive company NOTE tcibd000 Segmentation Parameters tpppc000 Parameter Project Progress tcemcs000 MCS Parameters tppss000 Project Planning Parameters tdcms000 Commissions Rebates tpptc000 Project Budget Parameters Parameters tdpcg000 Pricing Parameters tscfg000 Configuration Control Parameters tdpst000 PST Parameters tsclm000 Call Parameters tsctm000 CTM Parameters tsmdm000 General Service Parameters tdpur000 PUR Parameters tdslsO0O SLS Parameters tssoc000 Service Order Parameters tdsmi000 SMI Parameters tdsst000 SST Parameters tfacp000 ACP Parameters tsspc000 Parameters SPC whina000 Inventory Analysis Parameters tfacr000 ACR Parameters whinh000 Inventory Handling Parameters tfcat000 Parameter Cost Accounting whinr000 Inventory Reporting Parameters tfcmg000 CMG Parameters whitc000 Lot Control Parameters tffas000 FAS Parameters for iBaan whwmd000 Master Data ERP 5 0b only Parameters Fixed Assets Management tfam000 am for iBaan ERP 5 0c only tffos000 FBS Parameters tffst000 Financial Statement Parameters In the following step the general data must be copied to the archive company Usually the general data will be copied with the relevant archiving se
43. TFREE 5 TABLESPACE idxarch INITRANS 3 T PCTFREE 5 TABLESPACE datoper INITRANS 3 You must not forget to convert to runtime After you create the spaces you must restart the bshell Companies ttaad1100m000 Path BAAN ERP Tools Application Configuration Companies and Package Combinations Instruction in operational or 000 company Create a new company in the Companies ttaad1100m000 session This new company will become the archive company Enter the first day of the week the default currency and the package combination The package combination of the archive company must be the same as the package combination of the operational company as does the first day of the week and the default currency Do not forget to convert to runtime Tttaad1100m000 Companies 000 lol x File Edit view Group Workflow Tools Specific Window Help Bm HS DEBE M M OWI REOe Company Name First Day of Default Package 4 the Week Currency Combination 000 General_Data Sunday USD p bSOcspo2 oo Operational Company 001 Sunday vy USD p b50csp02 901 Archive Company for Comp 001 Sunday y USD p bS0csp02 In general the setup of the archive company must be the same as the setup of the operational company This point is particularly important for the first day of the week the default currency and the package combination to be entered in the Companies ttaad1100m000 session described previ
44. able gt fez2999 gt Help mCompany T all Companies Company fo gt Archive Company for Comp 001 Database 001 Db on system cnl08739 User s Guide for Archiving for internal use only 2 5 To create an archive company NOTE Link tables to database If in the Tables by Database ttaad4111m000 session a line is present with table selection All other tables and All Comp is selected the last line then the tables for the archive company are also linked to the specified database If the tables of the archive company must be linked to the specified database you can also skip this step Otherwise you must link the various archive tables and or archive packages to the correct database Tttaad4111m000 Tables by Database 000 0 x File Edit View Group Workflow Tools Specific Window Help HS DEKnjAnN gt ERUEN EEY Table Selection Table AllComp Company Database Audit on Module E Specified table yiwhinrl10 gt Vv 001 p fDb on sy M Specified table yjwhtcooo p Mo 001 Dbonsy M Specified table y whwmd000 p Vv 001 p Db on sy M Specified table yiwhwmd210 p Vv 001 Dbonsy fv Specified table vjwhwmd2is gt Mo 001 Dbonsy M All other tables X M 001 p fDb on sy E J last Nm 5 Do not forget to convert to runtime In Baan you must audit parameter tables Changing parameters can have a drastic effect on procedures in a
45. al Ledger Finance Master Data Path iBaan ERP 5 0c BAAN Finance General Ledger Finance Master Data Financial Companies Instruction in archive company The data in the Company Parameter tfgld0103s000 session in the operational and the archive company must be identical except the History Company field which must have the value 000 for the archive company 8tfgld0103s000 Company Parameters 901 General Currency Diff Interim Statutory Interim Complementary Company Data Group Company 901 gt History Company gt The Chart of Accounts table tfgld008 session data was already copied from the operational company to the archive company in one of the previous steps Instruction in operational company After you maintain the archive company itself you can link the archive company to the operational company Start the Company Parameters tfgld0103s000 session in the operational company and enter the actual archive company as History Company al tfgld0103s000 Company Parameters 001 General Currency Diff Interim Statutory Interim Complementary Company Data Group Company 001 b History Company gt User s Guide for Archiving for internal use only 2 32 NOTE To create an archive company You might want to have one archive company for each year and company Each time you plan to archive make sure to define the correct archive company in the History Company field f
46. any number Wttaad4226m000 Create Sequential Dump of Table 000 Details Files m Selection Range From To Company foo1 gt foo gt Package ftc gt ftc gt Table incso10 b Jincso10 gt Options I Suppress Error Messages Tl Drop Table after Dump I ttaad4226m000 Create Sequential Dump of Table 000 Details Fies m Form Tx J Specify Field Separators I Directory for Table Files Files Basic Name for Dump File s ftemcs010 Name of the Error File ftemcs010 err User s Guide for Archiving for internal use only 2 9 To create an archive company NOTE In Copy Parameters amp General Data two lists of tables are specified both of which must also be exported by means of the Create Sequential Dump of Table ttaad4226m000 session In the following section Create Table from Sequential Dump ttaad4227m000 this data will be imported into the archive company Create Table from Sequential Dump ttaad4227m000 Path BAAN ERP Tools Database Management Database Utilities Instruction in operational or 000 company The Create Table from Sequential Dump ttaad4227m000 session enables you to load the previously created dump into the archive company Select the Create Tables for Different Company check box and enter the company number of the new archive company Repeat this action for all the dumps for the mandatory tables that
47. bles ttaad4120m000 session in which the archive company is the logical company and the operational company is the physical company In addition to the Companies tecom000 table two text tables Text Windows tttxt004 and Text Groups tttxt005 must be shared in the same way The changes will only take effect after you convert to runtime and restart the Baan application Tttaad4120m000 Logical Tables 000 E j 5 x File Edit View Group Workflow Tools Specific Window Help BS 02xo M K gt AGMAT IY Archive Company for Comp 001 Logical Company Table Module Table Selection Specified table __ Specified table Specified table v X a Companies erational Company 4 tttxt004 Text Windows tttxtoos Text Groups In Baan IV you were advised to also link the Default Text Group for Users by Text Field tttxt007 table and the Default Text Group for Users tttxt008 table In iBaan ERP 5 0 this link is not required because these tables simply no longer exist Linking several other tables such as the General Item Data tcibd001 table or the Business Partners tecom100 table might seem beneficial However linking these tables can lead to severe loss of data and is therefore not permitted If these tables are also to be linked the content of one or more reference fields becomes empty in the operational company and the archive company User s
48. bles by Database y Audit file directories y Create tables Parameters and Master data y Create sequential dump from table Create table from sequential dump Copy Parameters amp Master data Initialize Parameters y Logical tables y Text tables Default text Group Text Group Authorization y Company Data y Companies y Maintain Company Parameters y Group Company Parameters y Logistic Companies amp Financial Company y Purchase Sales Statistics Parameters y Role Data User s Guide for Archiving for internal use only 2 2 NOTE To create an archive company Create spaces in RDBMS optional If your system runs a RDBMS you might want to create specific spaces for your archive company to store your archive data separately from the live data The space for the archive company even might not be on the same server on which the production table index spaces reside For more information on how to create the spaces refer to your RDBMS documentation iBaan ERP also contains a so called storage file which contains information about where to store the data of particular companies The following table provides a list of spaces terminology and the storage file for the Baan software to be updated RDBMS Spaces Storage file Oracle table spaces
49. budget data together with the necessary master data from the current company If you select the Archive option the system deletes successfully archived budget data in the operational company except for the master budget data User s Guide for Archiving for internal use only 4 27 To archive financial data Invoked tables Availability Types Read Time Interval Types Read Calendar Codes Read Company Parameters Read Employees Read Addresses Read Address Formats Read Units Read Currencies Read Routes Read Unit Sets Read Countries Read Vat Codes Read Languages Read Cost Components Read Departments Read States Provinces Read CAT Parameters Read Allocation Relation Read FBS Parameters Read Budget Distribution Read Budget Distribution data per Period Read Budgets Archived Deleted Budget Defaults by Ledger a c and Archived Deleted Dim Budgets by Year Archived Deleted Hierarchy Read Hierarchy by Ledger Accounts Read Hierarchy by Dimensions Read Ledger Account Structure by Read Dimensions Relations between Ledger Accounts Read Reference Units per Dimension Read Report Structure per Dimension Read User s Guide for Archiving for internal use only 4 28 Type Report Structure Lines Summation Rules for Report Structure Lines Budget Amounts and Quantities per Year Budget Amounts and Quantities per Period Single Dimension Budget per Year Single Dimension Budget per Period Performance Budget per Year Performance
50. cept Implementation The next step in the archiving process is the implementation of the archiving plan In this phase you will implement the plan you defined in the previous steps The result of this step will be the actual movement of historical data from your operational company to your archive company not as a technical solution to a problem but as a new process as part of your day to day business The following chapters discuss the technical setup and functional archiving sessions in more detail and help you archive data in a correct and safe way User s Guide for Archiving for internal use only 1 5 Archiving concept User s Guide for Archiving for internal use only 1 6 NOTE To create an archive company Number of archive companies When you set up an archive company various concepts and strategies are involved You can have one archive company which will be fed with data yearly that is the operational company will archive its data each year to the same archive company As a result all data will be centrally stored However with this concept come a number of major drawbacks One problem of performance problems due to a large amount of data records in the operational company will be shifted to the archive company The archive company grows even larger over time as the operational company As a result you must make enough disk space available and the performance of the archive company decreases significantly as more an
51. codes are not archived with this session To display or print the statistics in the archive company create the sort codes and layout codes in the archive company by manually entering the codes in the system or dump the relevant tables tdpst096 tdpst097and tdpst098 from the operational company Ttdpsto202m000 Archive Delete Purchase Statistics 001 Selection Range From To Statistical Year 2o01 b 2001 2 Close Transaction Type Jarchive F Archiving Company Number 901 Archive Company for Company 00 Save Defaults Get Defaults ae Make Job JV Turnover Statistics IV Cancellation Statistics IV Order Intake Statistics IV Budgets Help M Text IV Overwrite texts Prerequisites For best results run the Update Purchase Statistics tdpst0201m000 not in full update mode session before you archive the Purchase statistics and budgets User s Guide for Archiving for internal use only 3 8 To archive logistical data Invoked tables PST parameters Read Purr Stat Basic Archived Deleted turnover Purr Stat Turnover Deleted Purr Stat Key files Deleted Purchase Budgets Archived Deleted Sorting Codes Archived Purr Stat Discount Archived Deleted Type Purr Stat Compression Deleted Purr Budgets by Disc Archived Deleted Type Company data Read Period Tables Archived Archive Delete Sales Statistics tdsst0202m000 Path BAAN Order Management Sa
52. d so that the data can be posted in iBaan Finance or closed and deleted in Logistics Chapter 4 To archive financial data describes how to archive your financial data User s Guide for Archiving for internal use only v About this document User s Guide for Archiving for internal use only vi Archiving concept Companies spend time developing procedures for entering data into an ERP system Companies also spend time developing procedures for archiving manuals drawings specs and other hard copy documents But do companies spend time on procedures to store historical electronic data The answer to this question in many cases is either a flat no insufficiently or too late This document has been developed to create awareness of archiving electronic data and not merely as a technical solution but as an integral part of your business processes You can use this document as a guide through the complete archiving process from defining an appropriate strategy through to the final execution What is archiving Archiving in general is the process of moving historical data from the operational environment to a special archive environment At home you might move old bank statements or warranty certificates from a closet in your study to a box in the attic At the office you might store old hard copies of purchase orders in a room far from your own desk Just because you no loger need the information i
53. d more data is archived The second concept of setting up an archive company implies that the data of the operational company will be archived each year to a new archive company Having one archive company for each archiving period limits the size of the archive company which in turn stabilizes the performance to access this data You can then easily store this archiving company onto an external device for a longer period of time At the end of the archiving cycle the data will be cleared With one archive company for each year you can easily drop the entire company at once whereas filtering the old data that can be deleted from one large archive involves more investigations or will be more time consuming Another point worth considering in setting up the archive company is the strategy towards migration If the operational company will be migrated in the future the archive company must also be migrated With this strategy you can more easily migrate multiple smaller companies than migrate one large archive company When you archive in iBaan ERP you must keep close watch on the company numbers operational archive The following procedure to create an archive company is valid for a standard non localized Baan environment User s Guide for Archiving for internal use only 2 1 To create an archive company Create an archive company overview Create spaces in RDBMS optional Companies Ta
54. ds is described in Copy Parameters amp Master Data Create Sequential Dump of Table ttaad4226m000 Path BAAN ERP Tools Database Management Database Utilities Instruction in operational or 000 company For the archive company to function some mandatory data must be present This data is stored in the following tables Countries temcs010 Languages temcs046 Currencies temcs002 Calendar codes teccp010 To minimize the effort you do not have to manually maintain the data In this chapter the first step will be explained in other words to export data from the operational company to a dump file The following chapter explains how to import the data in the archive company using the Create Table from Sequential Dump session User s Guide for Archiving for internal use only 2 8 To create an archive company Export data from the operational company to a dump file using the Create Sequential Dump of Table ttaad4226m000 session Specify the company operational company and enter one of the tables for which you want to create a dump file which can be one of the following tcemcs010 tcmcs046 tcemcs002 teccp010 On the second tab of the session you must specify the file name for the dump as well as a file name for an error log These two files will be written to your home directory An extension will be automatically added to the file name of the dump a dot followed by the comp
55. dsst097and tdsst098 from the operational company Ttdsst0202m000 Archive Delete Sales Statistics 001 m Selection Range Statistical Year From To 2o01 b foo b Transaction Type larchive m Archiving Company Number 901 Archive Company for Company 00 m Options JV Turnover Statistics IV Order Intake Statistics M Text M Cancellation Statistics MV Budgets M Overwrite texts Prerequisites a my x gassasasasasansoanesnsosoaaooasosasosasaosssasar Continue Close Save Defaults Get Defaults Make Job Help dd For best results run the Update Sales Statistics tdsst0201m000 not in full update mode session before you archive sales statistics and budgets User s Guide for Archiving for internal use only 3 10 To archive logistical data Invoked tables SST parameters tdsst000 Read Sales Stat Basic tdsst012 Archived Deleted turnover Sales Stat Turnover tdsst022 Deleted Sales Stat Key files tdsst030 Deleted Sales Budgets tdsst050 Archived Deleted Sorting Codes tdsst094 Archived Sales Stat Discount tdsst112 Archived Deleted Type Sales Stat tdsst122 Deleted Compression Sales Budgets by Disc tdsst152 Archived Deleted Type Company data tccom000 Read Period Tables tcccp070 Archived Warehousing Archive Warehousing Order History whinh2255m000 Path BAAN Warehousing Warehousing Orders Order History Session objective This session
56. e problem is that headers can become archived without the lines when the transaction dates differ This problem has been solved with solution 128272 which went General Availability on September 10 2002 Archive Inventory Transactions by Stock Point whinr1200m000 Path BAAN Warehousing Inventory Reporting Inventory Transactions Session objective With this session you can archive the inventory transactions by stock point The relevant table that will be archived is the Inventory Transactions by Stock Point whinr100 table You can also use this session to delete inventory transactions by stock point How to use the session First you must select Delete Archive or Both The second one is the value the system comes up with by default Next you enter a date and time up to which you want inventory transactions to be archived and or deleted You must also specify the archive company that you want to copy the data to You might be required to archive or delete records from table whinr100 if the table becomes too large You can run this session during the year and this session is not bound to the general archiving process Prerequisites None applicable Invoked tables Company Data Read Inventory Transactions by Stock point Archived Deleted Lots Archived Lot selection codes Archived General Item Data Read Warehouses Read User s Guide for Archiving for internal use only 3 16 NOTE To archive logistical data Archi
57. e status of the batch must be either Removed Posted or Paid You must start this session if batches with an incorrect date are present with one of the following statuses Selected Composed Assigned Audited The payment batch must be selected and the payment batch must receive the Paid status The following session is recommended before the archiving session Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 For best results run the following session for the removing session Remove Posted Payment Batches tfemg1259m000 User s Guide for Archiving for internal use only 4 6 To archive financial data Process Direct Debits tfc mg4240m000 Path BAAN Finance Cash Management Customer Receipts Processing Process Direct Debits Session objective You can use this session to select sales invoices for direct debit After finalization a direct debit batch file is generated that can be sent to the bank and anticipated receipts have been created for the invoices concerned How to use the session Select the direct debit batch that is generated running the Select Invoices for Direct Debit tfemg4220m000 session and maintained in the Direct Debit Advise tfemg4501m000 session Prerequisites If in the CMG Parameters tfcmg0100s000 session the Settle Payments with Sales Invoices check box is selected you can select purchase invoices in a direc
58. e archived and deleted from the operational company Engineering item groups Drawing sizes Drawing locations Engineering items Engineering item revisions Engineering item item relationships Engineering EBOMs Item production data In addition you can choose to archive the general data again This session will not archive the engineering change order ECO data engineering item revisions will be lost Ttiedm1250m000 Archive Engineering Item Data 001 r Selection Range E Item from gt zzz 22222222222222222222222222222222222222 gt From To Revision EIES jzzz2zz gt r Settings Archive Revision s up to 01 07 02 Company Number for Archives 901 Archive Company for Comp 0 Options IV Archive General Data M Texts MM Overwrite Texts Prerequisites Links to x Close Save Defaults Get Defaults Make Job a Help Engineering data is only archived if the revision is no longer actual The data either expired and or replaced by a new revision User s Guide for Archiving for internal use only 3 32 Invoked tables Segmentation Parameters Engineering Item Groups Drawing Sizes Drawing Locations Engineering Items Engineering Item Revisions Engineering Item Item Relationships Engineering BOMs EBOM Copy Data ECOs Item Production Data To archive logistical data tcibd000 read tiedm001 archived tiedm00
59. e original company when the Archive Project tipcs2260m000 session is run When you run the Archive Project tipcs2260m000 session for this type of PCS project then the Project Data Archived message appears but the PCS Project status is still closed and no deleting has been executed This issue has been resolved with solution 159525 which went General Availability September 3 2002 DF 126794 The Archive Project tipcs2260m000 session deletes PUR and SLS data out of the live company during the archiving process The data can first be copied into the archive company with the help of the Archive History check box If this check box is cleared then nothing will be copied into the archive company This session must not delete PUR and SLS data because this data might be required for GRINY A Goods received invoices not yet approved or the data might be required for Reconciliation This issue has been resolved with solution 159695 which went General Availability September 17 2002 In addition solution 159407 which went General Availability August 20 2002 must be installed on your system before you archive PCS Data User s Guide for Archiving for internal use only 3 27 To archive logistical data Archive Hours Accounting tihra1215m000 BAAN Manufacturing Hours Accounting Hours Accounting Procedure Session objective To archive hours accounting by employee How to use the session With this session you can archive the hours
60. ect 001 Selection Range From To Calculation Group gt zzz gt Close Project feoozsxooz b eooz xo2n O gt Save Defaults Get Defaults Company Number for Archives 901 gt Archive Company for SER lake Job IV Archive General Data Help m Data to Archive IV Project Structure IV Project Calculation IV Project Master Schedule IV Project History IV Financial Project Data I Texts IV Overwrite Texts Prerequisites Before you can archive the PCS project data some prerequisites must be fulfilled The PCS Projects must have the status Closed All subprojects must have been archived Purchase orders linked to the PCS Project must be processed in the purchase statistics Sales orders linked to the PCS Project must be processed in the sales statistics No open sales quotation must exist for the PCS Project Linked production orders must have the status Closed Subcontracting orders in PUR must have been processed and deleted in full Incase a PCS Project has been made from a budget from another company in a multi logistic environment the related budget must have been archived previously While you archive the project data the EBOM copy data as you enter in the EBOM Copy Data tiedm2510m000 session will be deleted User s Guide for Archiving for internal use only 3 23 To archive logistical data Invoked tables Breakdown of Actual Hours
61. ed Lot Cost Details whitc101 Archived Lots by Warehouse whltc105 Archived Lot Selection Codes whltc110 Archived Variable Lot Features whlitc200 Archived Variable Lot Features by Item whltc210 Archived Variable Lot Feature Values by Item whltc220 Archived Lot Transactions for Lot Tracking whltc300 Archived PRP Warehousing Order whltc315 Archived Only applicable if the involved item is a Standard to order STO item in the Item Production Data tiipd0501m000 session User s Guide for Archiving for internal use only 3 26 NOTE To archive logistical data The numbers behind the table transactions 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 The following items are currently known problems in the software DF 126456 Production SFC order data and related reference data must be archived into the archive company in case the Project History check box is selected Therefore if this check box is not selected the data must not be archived Currently the SFC related data would always be archived This issue has been resolved with solution 159294 which went General Availability August 8 2002 DF 126701 PCS Project with as characteristic Engineering Allowed the Projects tipcs2501m000 session is NO cannot be archived but must be removed from th
62. efine package combination q lt output file gt Redirect terminal output to file output file User s Guide for Archiving for internal use only 2 22 u U V v Options A I lt file gt O lt file gt E lt file gt while format X t database To create an archive company short usage Usage Version information bdbpost Append rows skip and show total duplicates or Create new table Redirects input from input file lt file gt Redirects output to output file lt file gt Redirects errors to error file lt file gt Append rows replace and show total duplicates or Create new table Fast mode first rows then indexes Backup Drop existing table Display contents of input File to store unsuccessfully posted tables Database Driver type B isam b T am O racle I nformix S ybase D B2 M SQL Server N onStop SQL lt host gt remote system name is lt host gt lt driver gt lt spec gt driver name specification Options x t and D described below are required uploading ASCII files from other database to bshell To load fix length ASCH file F from other database Separator Required while loading an ASCII file S from other Disable domain constraints Ignore referential integrity constraints Directory name for ASCII files to be uploaded User s Guide for Archiving for internal use only 2 23 To create an archive compan
63. er type and sales office In the third section you can enter a date up until which you want data to be deleted This field is unavailable if you selected Process Order Data only If the Finance package is implemented for best results you must not delete order data in a fiscal year that has not yet been fully closed If you perform matching logistic transactions with financial transactions might become impossible This session has the following two functions Process delivered sales orders During processing the following actions are carried out Update the sales order history Update the related sales contract and contract history if applicable and depending on the sales contract parameters Update the sold from business partner open balance Update VAT transactions for EU sold to business partners only Generate financial transactions Update sales turnover history Process installments User s Guide for Archiving for internal use only 3 5 To archive logistical data Delete delivered sales orders If you select the Delete Order Data check box the following actions are carried out Delete order blocking Delete order priority simulations Delete order specific BOM lines Delete order specific addresses Delete order header and lines Depending on the setting in the Method of Deleting Order Data parameter in the Maintain Sales Order Parameters tdslsO0100s400 ses
64. eters Period Status tfgld007 Read Vat transactions tfgld110 Archived Finalized Transactions tfgld106 Read Delete posted interest invoices tfacr5230m000 Path BAAN Finance Accounts Receivable Interest Invoices Delete Posted Interest Invoices Session objective The Delete Posted Interest Invoices tfacr5230m000 session deletes the interest invoices that have been posted All deleted interest invoices are printed on a report After you run this session you cannot reprint the removed interest invoices anywhere in the program User s Guide for Archiving for internal use only 4 24 To archive financial data Invoked tables Invoice to Business Partners tccom112 Read Cust Receipts for Interest Invoice tfacr510 Deleted Generation Financial Companies tfgld004 Read Transaction Types tfgld011 Read Remove Posted Payment Batches tfcmg1259m000 Path BAAN Finance Cash Management Supplier Payments Remove Posted Payment Batches Session objective This session removes all payment batches that have the status Paid The payment batches that are deleted from the payment batch tables receive the status Removed Invoked tables Exception Errors tfcmg192 Deleted Financial Companies tfgld004 Read Parameters CMG Read Payment Advice Deleted Posting Data for Payments Deleted without Invoice Composed Payments Deleted One Time Supplier Addresses Deleted Payment Batches Read Payment Documents Deleted
65. for installation instructions Special instructions This solution includes a table change table tfgld000 is set to Expired You can perform a conversion to runtime on the tfgld000 table but not doing so will not create any problems because the table is no longer used User s Guide for Archiving for internal use only 2 35 To create an archive company Purchase Sales Statistics Parameter tdpst0100m000 tdsst0100m000 Path BAAN Order Management Order Management Parameters Instruction in operational company Start both the Purchase Statistics Parameters tdpst0100m000 session and the Sales Statistics Parameters tdsst0100m000 session in the operational company and change this number to the new archive company to maintain the Archiving Company Number tdpst0100m000 Purchase Statistics Parameters 001 Turnover Order Intake Cancelation Update Data m General Business Partner 2 selection Alternative Unit Base Price for Gross Profit Calc ArChiving Company Numer Period Table Code ship From B Partner Item Weight idl Cost Price hi 901 Archive Company for Company 0 fon gt Monthly 3tdsst0100m000 Sales Statistics Parameters 001 Turnover Order Intake Cancelation rm General Parent Customer Levels to Update Business Partner 2 selection Business Partner for Address Alternative Unit Base Price for Gross Profit Calc A chiving Company Number
66. g Print Debit and Credit Amounts by Document Session objective If this session the Print Debit and Credit Amounts by Document tfgld3410m000 session is not in the period closing procedure you must start this session before a particular year will be archived By means of this session by selecting the Print Difference Only check box you can ensure that documents which are not balanced are printed on a report Those documents must first be balanced before a year is archived This session checks for each document whether the finalized transactions table tfgld106 are balanced How to use the session Select Fiscal Year Period transaction type and document number by transaction category The Print Diff Only check box must be selected Make sure to run this report for all existing home currencies local reporting 1 and reporting 2 to determine whether the difference exists in another home currency The following session is recommended for the archiving session Archive Purge Finance Transactions tfgld6205m000 Copy Balances to History Before Specified Year tfgld6206m000 Archive Purge Tax Transactions tfgld6207m000 User s Guide for Archiving for internal use only 4 13 To archive financial data To archive and delete financial data Archive purge integration transactions tfgld4210m000 Path BAAN Finance General Ledger Integration with other Modules Archive and Purge Integration Transactions Se
67. he dump file oper data lt specify operational company number gt dmp After you import the data into the archive company you must reorganize the tables with the Reorganize Tables ttaad4225m000 session Select the Reference Integrity check box and select the Repair Reference Counter check box This requirement is because the option n Ignore referential integrity constraints is used in the bdbpost command to prevent referential problems Before you use the script always make sure you download the latest version of the script If your current VRC is B50_b The latest version is the following ftp ftp support baan com updates Documents export data baan5 0 bat B50 _c The latest version is the following ftp ftp support baan com updates Documents export data baan5 0 bat User s Guide for Archiving for internal use only 2 20 NOTE To create an archive company After the dump has been posted to the archive company reorganize the tables with the Reorganize Tables ttaad4225m000 session Select the Reference Integrity check box and the Repair Reference Counter check box This requirement is because the bdbpost option n Ignore referential integrity constraints is used ttaad4225m000 Reorganize Tables 000 Selection Range From To Company feo gt a01 gt Package gt f gt Table b 222999 b Options Data and Indices IV Reference Integrity 7 Check Validity of Reference P
68. hinr112 Archived Deleted Inv Receipt Transaction whinr114 Archived Deleted Consumption Inventory Variances whinr116 Archived Deleted User s Guide for Archiving for internal use only 3 17 To archive logistical data NOTE You must install Solution 128161 which went General Availability October 5 2002 before you archive and delete inventory transactions by item and warehouse Archive Item Issue by Period whinr1220m000 Path BAAN Warehousing Inventory Reporting Inventory Issue by Period Session objective You can use this session to archive and or delete item issue transactions by period and warehouse The relevant table that this session invokes is whinr120 How to use the session Choose whether you want the item issue transactions to be Archived Deleted or Both Next specify the year up to which you want to archive or delete the data followed by the particular archive company in case you want to archive the data When you archive the item usage for each period and warehouse general data is also copied to the archive company Invoked tables Companies tccom000 Read Item Issue by Period whinr120 Archived Deleted Lots whltc100 Archived Lot selection codes whitc110 Archived Archive Item Issue by Period and Warehouse whinr1230m000 Path BAAN Warehousing Inventory Reporting Inventory Issue by Period Session objective You can use this session to archive and or delete item issue transactions by peri
69. hived Deleted 3 Archived 1 Archived 1 Archived Deleted 3 Archived Deleted 1 Archived Deleted 1 Archived Deleted 1 Archived Deleted 4 Archived 1 Archived 1 Archived 1 Archived Deleted 1 Jere User s Guide for Archiving for internal use only 3 25 To archive logistical data Classified Items II for Searching tigrt040 Archived Deleted 1 Integration Mapping Scheme tfgld401 Deleted Manufacturing Distrib Warehouse Orders Receipt Issue whinh200 Deleted 4 and Transfer Inbound Advice whinh215 Deleted 4 Outbound Advice whinh225 Deleted 4 Warehousing Orders History whinh250 Archived 4 Receipt Issue Tran Warehousing Order Lines History whinh260 Archived 4 Receipt Warehousing Order Lines History whinh270 Archived 4 Issues Inventory Transactions by Stock whinr100 Archived Deleted 4 Point Inventory Transactions by Item and whinr110 Archived Deleted 4 Warehouse Inventory Receipt Transactions whinr112 Archived Deleted 4 Inventory Receipt Transactions Cost whinr113 Archived Deleted 4 Details Inventory Receipt Transactions whinr114 Archived Deleted 4 Consumptions Inventory Receipt Transactions whinr115 Archived Deleted 4 Consumption Cost Det Inventory Variances whinr116 Archived Deleted 4 Inventory Variances Cost Details whinr117 Archived Deleted 4 Lots whltc100 Archived Delet
70. hiving for internal use only 3 30 To archive logistical data Budgets can only be archived for the previous years In the budget periods are used Before archiving budgets the periods must be filled in the archiving company Periods teccp070 table You can do this by running previously the Archive Hours History tihra3250m000 session for that year The Archive Hours History tihra3250m000 session only copies the table periods into the archive company when for that year hours have been processed Ttihra3225m000 Archive Overall Budget 001 E BI x p Selection Archive Hours Budget up to Year 2001 Company Number for Archives 901 P Archive Company for Comp 001 Close Save Defaults r Options IV Archive General Data Get Defaults Make Job Help Invoked tables Budget by Work Center tihra310 Archived Deleted Budget by Employee tihra320 Archived Deleted Archive Engineering Item Data tiedm1250m000 Path BAAN Manufacturing Engineering Data Management Engineering Items and EBOMs Session objective To store data related to engineering items and revisions in the archiving company User s Guide for Archiving for internal use only 3 31 To archive logistical data NOTE How to use the session Use this session to archive engineering item data You can select the E items and the corresponding revisions that you want to archive In particular the following data will b
71. iBaan ERP 5 0c User s Guide for Archiving for internal use only A publication of Baan Development B V P O Box 143 3770 AC Barneveld The Netherlands Printed in the Netherlands Baan Development B V 2002 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 Development B V Baan Development B V 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 U7843B US Group User Documentation Edition B Date November 2002 Table of contents 1 Archiving concept 1 1 What is archiving 1 1 Archiving strategy 1 2 What can be archived or deleted 1 2 When can data be archived 1 3 Who can archive data 1 3 Match strategy with Baan functionality 1 3 Archiving plan 1 3 Archive environment 1 4 Test plan 1 4 Operational plan 1 4 Implementation 1 5 2 To create an archive company 2 1 Number of archive companies 2 1 Create spaces in RDBMS optional 2 3 Companies ttaad1 100m000 2 4 Tables by Database ttaad4111m000 2 5 Audit File Directories ttaad4116m000 2 6 Create Tables ttaad4230m000 2 7 Parameters and master data 2 8 Copy para
72. ied Year Session objective After you close a specific fiscal year you can copy balances from the tfgld201 table to the tfgld206 table into the history company by means of the Copy Balances to History Before Specified Year tfgld6206m000 session How to use the sesssion In this session you first select the company of which you want balances to be archived Next you select the year up to which you want balances to be archived The system will check if this year is before the Current Fiscal Year minus the value of the Store data for X years field If this is the case the session will start to archive balances Prerequisites The following sessions must be executed for the particular year that will be archived before you run the Copy Balances to History before Specified Year tfgld6206m000 session The archiving procedure with the pre actions and prerequisites must be carried out in the following sequence Archive Disposed Fixed Assets tffas3300m000 B50_b only Archive and Purge Integration Transactions tfgld4210m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 Archive Purge Financial Transactions tfgld6205m000 Print Debit and Credit Amounts by Document tfgld3410m000 Close Year tfgld6203m000 If only the finalized transactions table tfgld106 are archived by means of the Archive Purge session NO oh WDND The Financial Transactions tfgld6205m000 sess
73. ied out Delete invoice data Delete receipt lines Delete order specific BOM lines Delete order specific addresses Delete order header and lines Depending on the setting in the Delete Order Data if Received Completely parameter in the Maintain Purchase Order Parameters tdpur0100s400 session data is cleared by order line or by order If you have selected By order 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 User s Guide for Archiving for internal use only 3 3 To archive logistical data Prerequisites A purchase order line can only be deleted if the following criteria are met The purchase order history has been updated The buy from business partner s open balance has been updated The Purchase invoice matching procedure has been carried out if the Finance package is implemented The project has been archived or deleted for project related purchases The back ordered quantity is zero or the line has been cancelled The inbound advice has been fully processed The invoice date falls before the date entered on the screen If the invoice is not printed the receipt date is used The purchase costs are updated to history after matching and approval of invoices for the order line is carried out Invoked tables deleting order data Companies Read Business Partners Read Projects Read Departments Read
74. ion then balances will be lost for a particular year if one of the following sessions is run to rebuild the ledger of dimension history Rebuild Ledger History tfgld3201m000 Rebuild Dimension History tfgld3202m000 Rebuild Opening Balance History from Transactions tfgld3203m000 Rebuild Ledger Dimension History of Period tfgld3206m000 User s Guide for Archiving for internal use only 4 22 To archive financial data Therefor for best results do not rebuild balances for a year that already has been archived by means of the Archive Purge Finance Transactions tfgld6205m000 session Invoked tables History Dim Combinations tfgld205 Archived Opening Balance Dim tfgld206 Archived Combinations End Dates by Year tfgld006 Read Period Status tfgld007 Read Documents tfgld018 Archived Batch Status tfgld100 Read History Ledger Account Totals tfgld201 Archived History Dimension Ledger tfgld202 Archived Accounts Opening Balance Ledger tfgld203 Archived Currency Opening Balance tfgld204 Archived Dim Ledger Currency Archive Purge Vat Transactions tfgld6207m000 Path BAAN Finance General Ledger Year End Processing Archive Purge VAT Transactions Session objective After you close a specific fiscal year you can use this session to copy tax transactions of a final closed period from the tfgld110 table into the history company How to use the session In the session you first fill in the com
75. iorities Invoice to Business Partners Addresses Contacts by Business Partner Buy from Business Partners Ship from Business Partners Invoice from Business Partners Units Currencies Warehouses Routes Reasons Units by Language Countries Late Payment Surcharges Terms of Payment ttccom000 Archived ttccom001 Archived ttccom100 Archived ttccom110 Archived ttccom111 Archived ttcibd301 Archived ttcmcs029 Archived ttcmcs066 Archived ttcmcs070 Archived ttccom112 Archived ttccom130 Archived ttccom145 Archived ttccom120 Archived ttccom121 Archived ttccom122 Archived ttcmcs001 Archived ttcmcs002 Archived ttcmcs003 Archived ttcmcs004 Archived ttcmcs005 Archived ttcmcs007 Archived ttcmcs010 Archived ttcmcs011 Archived ttcmcs013 Archived User s Guide for Archiving for internal use only 3 37 To archive logistical data Product Types Archived Seasonal Patterns Archived Item Signals Archived Titles Archived Selection Codes Archived Item Groups Archived Price Groups Archived Factoring Companies Archived Lines of Business Archived Single Tax Rates Archived Price Lists Archived Tax Codes by Country Archived Tax Codes Archived Signals Archived Terms of Delivery Archived Statistics Groups Archived Areas Archived Languages Archived Rounding Codes Archived Invoicing Methods Archived Carriers Archived Parameters Archived Statuses Archived Parameters Project Progress PPC Archived Hourly Labor Types Archived User Defaul
76. ites If this session the Write off Payment Differences tfacr2240m000 session is not included in the period closing procedure you can better run this session before the fully paid invoices are archived User s Guide for Archiving for internal use only 4 11 To archive financial data The following session is advisable for the archiving session Remove Fully Paid Sales Invoices tfacr2260m000 Write off currency differences tfacr2250m000 Path BAAN Finance Accounts Receivable Open Entries Maintenance Write Off Currency Differences How to use the session The same as for the Write Off Currency Differences tfacp2240m000 session as described previously Prerequisites If this session the Write off Currency Differences tfacr2250m000 session is not included in the period closing procedure you can better run this session before you archive the fully paid invoices The following session is advisable for the archiving session Remove Fully Paid Sales Invoices tfacr2260m000 Print Control account checklist tfacr2415m000 Path BAAN Finance Accounts Receivable Open Entries Reports Print Control account checklist Session objective This session checks whether the records present in the Open Invoices tfacr200 table also exist in the Non Finalized Transactions tfgld102 table and the Finalized Transactions tfgld106 table whether the right control account is used and whether the recei
77. jective After closing a specific fiscal year you can to copy the finalized transactions from the History Company tfgld106 table The closing action of a year is carried out by the Close Year tfgld6203m000 session The copy action of the Finalized Transactions tfgld106 table is performed by means of the Archive Purge Financial Transactions tfgld6205m000 session which starts automatically after you run the Close Year tfgld6203m000 session For this reason the copy action is not included in the menu How to use the session The session is called from the Close Year tfgld6203m000 session The script is completely rewritten and replaces the Copy Transactions to History Company tfgld6204m000 session The session does the following If the Archive to History check box is selected first the relevant tables in the history company are checked on their presence The common and finance master data are archived when the Archive General Data check box is selected Transaction data is archived purged inside a loop of End dates by Year tfgld006 table in which all years before the year the user entered are processed User s Guide for Archiving for internal use only 4 20 NOTE To archive financial data In this session only the year to be archived must be filled in This year must be before the Current Fiscal Year minus the value in the Store data for X years For best results clear the Archive General Data check box when you a
78. jects tipcs2260m000 Archive Hours Accounting tihral215m000 Archive Hours History tihra3250m000 Archive Overall Budget tihra3225m000 Archive Engineering Item Data tiedm1250m000 Archive Product Variants tipcf5290m000 Project Archive Projects tppdm7820m000 Service To archive financial data 3 2 3 2 3 5 3 7 3 9 3 11 3 11 3 12 3 13 3 15 3 16 3 17 3 18 3 18 3 19 3 19 3 21 3 22 3 28 3 29 3 30 3 31 3 33 3 35 3 35 3 45 4 1 Actions before running archiving removing or compression sessions 4 1 Logistic sessions before archiving Select Values for Goods Received Not Invoiced Reconciliation tfacp1235m000 Match Approve Purchase Invoices tfacp2507m000 Print Integration Transactions tfgld4410m000 How to use the session 4 1 4 2 4 3 4 4 4 5 Post integration transactions to finance transactions tfgld4201m000 4 5 Compose payments tf emg1240m000 Process Direct Debits tf emg4240m000 Bank Transactions tf emg2100s000 Write Off Payment Differences tfacp2230m000 Write off Currency Differences tfacp2240m000 User s Guide for Archiving for internal use only ii 4 6 4 7 4 8 4 9 4 9 Table of contents Print Control Account Checklist tfacp2415m000 Write off payment differences tfacr2240m000 Write off currency differences tfacr2250m000 Print Control account checklist tfacr2415m000 Print debit and credit amounts by Document tfgld3410m000 To archive a
79. jects tipcs2501m000 session after the code has been archived The customized item is also not deleted You can still find the item in the General Item Data tcibd0501m000 session The customized item is required if statistics are to be rebuilt in the Purchase PUR and Sales Control SLS modules Make sure that you have updated the purchase and sales statistics prior to archiving the PCS projects In this way you can ensure that the related purchase and sales orders have been processed and reflected in the purchase and sales statistics You can archive projects more than once during the year as long as the following prerequisites are met In addition you can choose to archive the general data again However if you have not recently archived the archiving can result in reference errors error 606 if you do not select this check box NOTE If an option is not selected data will simply be deleted and not copied to the archive company The only exception is the Financial Project Data This session does not delete this data because the data might be required for reconciliation or for the GRINYA Goods Received Invoices Not Yet Approved User s Guide for Archiving for internal use only 3 22 To archive logistical data All purchase sales order data linked to the PCS Project which can be deleted will be deleted out of the live company no matter whether or not you select the Project History check box Ttipcs2260m000 Archive Proj
80. k Transactions tfemg2100s000 session to set the status to Posted In the Type of Transaction field enter Supplier Reconciliation If the status is Posted the invoice is fully paid and can be archived In addition the payment batch can be removed by means of the Remove Payment Batches tfemg1259m000 session x Selection Range From To Invoice from Business Partner oy pzz gt Close Transaction Type gt mb Document a 99999999 gt See Defaut Invoice Period Poz gt b p poz De jos gt Get Defaults Currency gt 5 hz gt Make Job Rotate Currency r Options Max Amount to be written off 0 00 Home Currency EUR Simulate Max Percent to be Written off 0 00 Document Date st a Help Fiscal Period koz gt fs gt Tax Period koz gt pe gt Reporting Period 0o00 i fo Document PL To Batch Number o Print W Details The following session is recommended before the archiving session Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 The following sessions are advisable to run for the removing session Remove Payment Batches tfemg1259m000 Remove Direct Debit Batches tfemg4259m000 User s Guide for Archiving for internal use only 4 8 To archive financial data Write Off Payment Differences tfacp2230m000 Path BAAN Finance Accounts Payable Open Entries Maintenance Write Off Payment Differences Ses
81. lable on the main menu To run this session select the Run Program option and specify this session number Solution description Problem is solved This session and its related components like table tfgld000 are not added to the menu browser but are removed from the Finance package The reason that this table still existed was for historical reasons some programs still used this table CAT FBS In Baan IV this table was mainly used to determine which logistic companies could all match their invoices in one single financial company In iBaan ERP this functionality has changed by linking logistic companies through enterprise units to a financial company in EMM Now all sessions in Finance use the Companies tecemm1570m000 session instead of the tfgld0100m000 session when a logistic company must be selected Company relationships are also determined through EMM Path name in dial up directory web site The following items are the supported VRCs based on the Baan standard derivation structures You must download and patch all links contained under the VRC in the order listed The solutions can contain standard and localized components that require multiple ftp links If your Current VRC is B50 c ftp ftp support baan com updates B50_c 110000stnd B50L c bgl0 ftp ftp support baan com updates B50_c 110000stnd ftp ftp support baan com updates B50L_c_bgl0 110000bg10 Comments Please refer to solution 100017
82. le a customer service employee might need to have shipment information of up to one year in the past to accurately address customer queries These requirements must also be taken into account when you define what exactly can be archived User s Guide for Archiving for internal use only 1 2 Archiving concept When can data be archived Based on the answers to the previous question you can now set a term of retaining relevant historical data in your operational environment as well as a term of keeping data available in the archive environment Who can archive data Because archiving is an irreversible process and deleting data even moreso a certain risk is involved in the process of archiving For example what if one of your employees starts up an archiving session by mistake For this reason you must determine who is authorized to archive and delete data and to organize these authorizations with the functionality that the iBaan software offers Because no further changes must be made to archived data access to the archive company must also be restricted to read only authorization for most users Match strategy with Baan functionality After you list all your requirements the next step is to verify whether the standard Baan functionality is sufficient to facilitate your needs In most situations Baan provides the functionality to meet all of your needs however Baan must not force you to compromise Obviously Baan recommend
83. les Control Sales Statistics Session objective This session archives or deletes the sales statistics and sales budgets for a specified range of years If you choose to archive the data the system transfers the data to the archive company that you specified in the Sales Statistics Parameters tdsst0202m000 session How to use the session First fill in the statistical years that you want to archive or delete The next option is the Transaction type which means what you want to do Archive the data or clear the data from the tables The system returns Archiving by default Next you can choose for each type of statistic whether or not the statistic must be Archived or Deleted All check boxes are selected by default therefore clear the Turnover Order Intake Cancellations and Budgets check boxes if you do not want these statistics to be archived or cleared If not selected the data remains in the original tables The last two checkboxes concern texts You can archive texts and you can choose to overwrite texts that are already present in the archive company User s Guide for Archiving for internal use only 3 9 To archive logistical data Notice that the sort codes and layout codes are not archived with this session To display or print the statistics in the archive company create the sort codes and layout codes in the archive company by manually entering the statistics in the system or dumping the relevant tables tdsst096 t
84. les archived and deleted when the Cost Registration check box is selected Progress by Element Item tpppc110 Archived Deleted Progress by Element Labor tpppc111 Archived Deleted Progress by Element Equipment tpppc112 Archived Deleted Progress by Element Subcontracting tpppc113 Archived Deleted Progress by Element Sundry Cost tpppc115 Archived Deleted Progress by Activity Item tpppc120 Archived Deleted Progress by Activity Labor tpppc121 Archived Deleted Progress by Activity Equipment tpppc122 Archived Deleted Progress by Activity Subcontracting tpppc123 Archived Deleted Progress by Activity Sundry Cost tpppc124 Archived Deleted Progress by Extension Item tpppc130 Archived Deleted Progress by Extension Labor tpppc131 Archived Deleted Progress by Extension Equipment tpppc132 Archived Deleted Progress by Extension Subcontracting tpppc133 Archived Deleted Progress by Extension Sundry Cost tpppc134 Archived Deleted Progress by Element for Invoicing tpppc150 Archived Deleted Procedure Progress by Activity for Invoicing tpppc160 Archived Deleted Procedure History Material Usage for Cost Control tpppc215 Archived Deleted Material Transactions Forecast for Final tpppc216 Archived Deleted Result Cost Forecast by Activity Cost type tpppc226 Archived Deleted Hours Accounting History tpppc235 Archived Deleted Hours Transactions Forecast for Final tpppc236 Archived Deleted Result
85. like the following Default separator 0 taken Table M Idx RowCount Messages temcs010999 R 1 H H H H H H H H 1 write error 606 User s Guide for Archiving for internal use only 2 11 To create an archive company After you import the data for all the tables run the Reorganize Tables ttaad4225m000 session with the Reference Integrity and Repair Reference Counter check boxes selected The company number must be the company number of the archive company ttaad4225m000 Reorganize Tables 000 Selection Range From To Company foo gt a01 d Package gt fz gt Table b zzz999 b Options 7 Data and Indices IV Reference Integrity J Check validity of Reference P Nullify undefined reference IV Repair Reference Counter Repair only reference of parent J File for reference count before repair J File for reference count after repair I File for undefined references J Path Dumps Copy parameters and master data You might have chosen to export and import the data by means of the procedure as described in the previous section in this chapter In that case skip this section completely and continue with the following section Some sessions in the archive company will refer to the application parameters Therefore for those sessions to work accurately you must maintain some parameters in the archive session But more importantly the archive company must have the same setup as
86. meters and master data 2 12 Initialize Parameters tcmcs0295m000 2 24 Logical Tables ttaad4120m000 2 25 Text tables Default Text Group Text Group Authorization 2 28 Company Data tccom0500m000 2 30 Companies tcemm1570m000 2 31 Maintain Company Parameters tfgld0103s000 2 32 Group Company Parameters tfgld0101s000 2 33 Logistic Companies by Financial Company tfgld0100m000 2 34 Purchase Sales Statistics Parameter tdpst0100m000 tdsst0 100m000 2 36 Role Data ttams2100m000 2 37 3 To archive logistical data 3 1 General 3 1 Data preparation 3 1 Data checks 3 1 User s Guide for Archiving for internal use only i Table of contents Order Management Process delivered purchase orders tdpur4223m000 Process delivered sales orders tdsls4223m000 Archive delete Purchase Statistics tdpst0202m000 Archive Delete Sales Statistics tdsst0O202m000 Warehousing Archive Warehousing Order History whinh2255m000 Delete Archive Shipment Notice History whinh3251m000 Delete Archive Shipment History whinh4251m000 Archive history Cycle Counting Adjustment orders whinh5250m000 Archive Inventory Transactions by Stock Point whinr1200m000 Archive Inventory Transactions by Item and Warehouse whinr1210m000 Archive Item Issue by Period whinr1220m000 Archive Item Issue by Period and Warehouse whinr1230m000 Manufacturing Archive Production Orders ticst0250m000 Archive Costing History ticst2250m000 Archive Pro
87. n If you must post all integration transactions in the running fiscal year be careful when you close GLD periods otherwise the transactions are posted to the next fiscal year In iBaan ERP 5 0c the INT period status is introduced to stop all future integration transactions from being posted into the specific period Any future integration transactions will be posted only to the new period if posting to the next open period is enabled User s Guide for Archiving for internal use only 4 5 To archive financial data Compose payments tfcmg1240m000 Path BAAN Finance Cash Management Supplier Payments Processing Compose Payments Session objective You can use this session to process invoices and or standing orders that are due and selected for payment After finalization a payment file is generated to be sent to the bank and anticipated payments have been created for the invoices included in the payment batch How to use the session Select the payment batch that is generated running the Select Invoices for Payment tfemg1220m000 session and eventually maintained in the Payment Advise tfemg1501m000 session Prerequisites To be sure that for all created payment batches the payment procedure is executed for as far as possible In the Batch Numbers for Payment Procedure tfemg1251m000 session and the Print Batch Numbers for Payment Procedure tfemg1451m000 session the status of the payment batch will be visible Th
88. n your daily work still you cannot simply shred and dispose of the information In terms of electronic data in your Baan system archiving means moving historic data from the operational company to a special archive company In that way the historic data will be out of your way and safely stored If the free disk space on your machine requires after you have first archived the data you can also move the historic data to an external medium such as a tape or CD ROM The iBaan ERP software contains standard archiving sessions in all important modules These sessions are designed to copy historical data to the archive company and then delete the data from the operational company For more information on these archiving sessions refer to Chapter 3 Order of archiving requirements prerequisites and Chapter 4 To archive financial data However before you archive data you must define an appropriate archiving strategy and plan which must be a team process and the result a documented strategy and plan must be communicated throughout the organization User s Guide for Archiving for internal use only 1 1 Archiving concept Archiving strategy Archiving historical data is an irreversible process After data is moved to the archive company the data can no longer be uploaded back into the operational company Archiving has a major impact on the accessibility and availability of information Therefore you must define a solid archivi
89. nd delete financial data Archive purge integration transactions tfgld4210m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 Archive Purge Financial Transactions tfgld6205m000 Copy Balances to History Before Specified Year tfgld6206m000 Archive Purge Vat Transactions tfgld6207m000 Delete posted interest invoices tfacr5230m000 Remove Posted Payment Batches tfemg1259m000 Remove Direct debit batches tf emg4259m000 Archive Cost Analysis Data tfcat2881m000 Delete Archive Budgets tffbs1201m000 Archive Disposed Fixed Assets tffas3300m000 Archive and or Delete GRNI Reconciliation tfacp1238m000 Purge Sales Invoice Data cisli3210m000 4 22 4 23 4 24 4 25 4 25 4 26 4 27 4 29 4 32 4 33 User s Guide for Archiving for internal use only iii Table of contents User s Guide for Archiving for internal use only iv About this document This document provides an overview of all issues involved to set up an archiving company in iBaan ERP Chapter 1 Archiving concept deals with the process of moving specific data from the operational company into a history company or archive company Chapter 2 To create an archiving company describes the various concepts and strategies involved in setting up an archive company Chapter 3 Order of archiving requirements prerequisites describes how to process all the data that can be processe
90. ng Cycle Counting Session objective This session archives and or deletes cycle counting and adjustment orders history How to use the session In the form you can select whether the historical data must be Deleted Archived or Both Next you can select a specific order type and a range of orders that you want to have archived or deleted Fill in a date if you want historical data to be removed up to a particular date In that case Baan looks at the transaction date If the cycle counting and adjustment order history must be archived general data will also be copied to the archive company Twhinh5250m000 Archive Cycle Counting History Adjustment Orders 001 Selection Range Delete or Archive Archive bd Close From To n Save Defaults Order Type Cycle Counting F Inventory Adjustment E Order 2zz222272 b Get Def sus Make Job To Date 31122001 14 06 Help Archive Company 901 b Archive Company for Comp 001 m Text I Archive Text M Overwrite Text Prerequisites None applicable Invoked tables Companies tccom000 Read Lots whltc100 Archived Lot selection codes whltc110 Archived History Cycle Counting Adj Orders whinh550 Archived Deleted History Cycle Counting Adj Order Lines whinh551 Archived Deleted User s Guide for Archiving for internal use only 3 15 To archive logistical data NOTE A problem has been detected in this session and reported under DF 128343 Th
91. ng strategy When you define a strategy you must address three major topics What When and Who What can be archived or deleted Several parties related to your company use and rely on the information Information that is based on logistical and financial transactions occurred in the past Before you archive or delete this information you must investigate the need for the information Business requirements Your business requirements will dictate what must be stored and for how long If you have for example a warranty situation on your projects for five years you might be required to keep your project open during this time or you can perhaps keep the project in an archiving company As a result if the project must remain open all project related information including orders and integration transactions cannot be archived Every business manager must decide how long what data must be stored in other words kept in an operational environment for quick use In addition reporting requirements must be listed Legal requirements In most countries legal requirements applie to financial data Tax authorities might require financial data to be stored for a minimum number of years In addition in specific lines of business for example food and beverages or aerospace governments maintain specific legal requirements which influence your archiving strategy User requirements Users also depend on historical information For examp
92. nly 2 33 To create an archive company NOTE Logistic Companies by Financial Company tfgld0100m000 iBaan ERP 5 0b Path BAAN Finance General Ledger Finance Master Data Instruction in archive company This step is required for iBaan ERP 5 0b only and must be skipped for iBaan ERP 5 0c Start this session in the archive company and maintain the same setup as in the operational company You must have the same multisite structure in the archiving companies as in the operational companies In case of this type of multisite structure repeat the previous step tfgld0100m000 for each separate archive company Ttfgld0100m000 Logistic Companies by Financial Company 901 File Edit Yiew Group Workflow Tools Specific Window Help HS 02x e dW amp Financial Company 901 Archive Company for Company 001 Logistic Company Description Archive Company for Company 001 For information about the difference between iBaan ERP 5 0b and iBaan ERP 5 0c with regards to the Logistic Companies by Financial Company tfgld0100m000 session refer to Solution 110000 dated January 2001 of the Baan Knowledge Base Solution 110000 Baan Knowledge Base Version s B50_c Situation identified in Logistic Companies by Financial Company tfgld0100m000 User s Guide for Archiving for internal use only 2 34 To create an archive company Situation description The session tfgld0100m000 is not avai
93. nly and Print Invoices otherwise running this report can take a long time Prerequisites You must start this session before any record of a particular year is archived by means of the Remove Fully Paid Purchase Invoices tfacp2250m000 session and the Archive Purge Finance Transaction tfgld6205m000 session If in the Remove Fully Paid Purchase Invoices tfacp2250m000 session Purchase invoices are also archived for which the payment has been made in a following year the year that will be archived by means of the Archive Purge Finance Transaction tfgld6205m000 session will be reported as a difference in the payment documents and anticipated payments In this case using the control account checklist for controlling purposes is difficult Therefore for best results fill the Invoice Period field and the Payment in Period field in the Remove Fully Paid Purchase Invoices tfacp2250m000 session with the last period of the year that you want to archive If you do so the control account check list will be usable again after the Archive Purge Finance Transaction tfgld6205m000 session for the same year Write off payment differences tfacr2240m000 Path BAAN Finance Accounts Receivable Open Entries Maintenance Write Off Payment Differences How to use the session The same functionality as the Write Off Payment Differences tfacp2240m000 session as stated previously but in this case for receivable invoices Prerequis
94. nts history tsctm831 Employees Tccom001 Business Partners Tccom100 Departments temcs065 History service orders tssoc850 History service order activities tssoc855 History service order material costs tssoc860 History service order labor costs tssoc861 History service order other costs tssoc862 History service hours accounting tssoc820 History service execution assignments tssoc865 Objects tscfg200 Object inspections tssoc250 User s Guide for Archiving for internal use only 3 45 To archive logistical data User s Guide for Archiving for internal use only 3 46 To archive financial data Actions before running archiving removing or compression sessions Before you archive any data you must properly check and approve the data Checks are required to verify that no data is missing from the tables and balances between logistic and that financial data has been made and is correct Checks must be made before archiving because these checks are impossible afterwards The checks described in this chapter must be a part of your monthly closing procedure If so you can perform the check over a small range of records which of course saves time For each session either recommended or mandatory this chapter specifies for which archiving removing or compression session this session must be run Logistic sessions before archiving All Logistical transactions must be posted to Finance In addition the Integration Transaction Log
95. nullify undefined reference IV Repair Reference Counter Tl Repair only reference of parent File for reference count before repair J File for reference count after repair File for undefined references T Path Dumps User s Guide for Archiving for internal use only 2 21 To create an archive company The following lists provide all the options for the bdbpre and bdbpost commands Options bdbpre 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 lt host gt remote system name is lt host gt lt driver gt lt spec gt driver name specification Table name list ex ttadv200 File with table names Redirects errors to file Redirects output to file Company number for given table two formats 1 Specific company number for example 000 001 2 Range of company number For example 001 999 Seperator Default 0 Creates individual ASCII File S of Isam Tables To create ASCII File with fix length record and without seperator Skip out of domain records for fixed length dumps x Nullify out of domain records for fixed length dumps x Creates individual ASCII File fix length F of Isam Tables Directory name to create seq file S or F Only useful when t or x is used p lt pack_comb gt d
96. ocedure you can better run this session before the fully paid invoices are archived or purged To run a simulation you can disable post currency differences to which the session usually defaults You can check the outcome of the simulation and if the responsible person agrees on the outcome of this session the outcome can be definitely processed by enabling post currency differences which enables you to define dates and periods Print Control Account Checklist tfacp2415m000 Path BAAN Finance Accounts Payable Open Entries Reports Print Control Account Checklist Session objective When the difference column of this report has a zero value this means that your open entries equal the General Ledger transactions This session checks whether the records in the Open Invoices tfacp200 table also exist in the Non Finalized Transactions tfgld102 table and the Finalized Transactions tfgld106 table if the correct control account is used and if the payment steps are correct in both tables User s Guide for Archiving for internal use only 4 10 To archive financial data If some corrections are made after running the Control account checklist for best results run the following sessions again Write Off Payment Differences tfacp2230m000 Write Off Currency Differences tfacp2240m000 How to use the session Select Fiscal Year and Ledger Accounts For best results select both print commands Print Differences O
97. od and warehouse The relevant table invoked by this session is whinr130 How to use the session Choose whether you want the item issue transactions to be Archived Deleted or Both Next specify the year up until which you want to archive or delete the data followed by the particular archive company in case you want to archive the data User s Guide for Archiving for internal use only 3 18 NOTE To archive logistical data When you archive the item usage by period and warehouse general data is also copied to the archive company The calculation of the demand forecast by item in whina2202m000 is based on the historical data Depending on the settings on how many periods are taken into consideration for calculating the moving average which must be defined in the Forecast Methods whina2100s000 session this item issue data must remain in the operational company Therefore you might be required to archive the item issue by period and warehouse one or more years later Twhinr1230m000 Archive Item Issue by Period and Warehouse 001 b 5 x Selection Delete or Archive archive Archive up to End of 2001 Year Close Comp no for Archive eo b Archive Company for Comp 001 Save Defaults Get Defaults lei Make Job IV Archive Text Help IV Overwrite Text Invoked tables Companies tccom000 Read Item Issue by Period and whinr130 Archived Deleted Warehouse Lots whltc1
98. od number which is the last period of the year you want to archive This will enable you to still get the details of a sales invoice even if payment has been made in the next year Prerequisites Company Parameters tfgld0103s000 The history company is linked in this session Recalculate Business Partner Balances tfacr2245m000 Compose Payments tfemg 1240m000 Process Direct Debits tfemg4240m000 Maintain Bank Transactions tfemg2100s000 Write off Payment Differences tfacr2240m000 Write off Currency Differences tfacp2250m000 Print Control Account Checklist tfacp2415m000 Print Sales Invoices tfacr2421m000 Equals total amount of the sub ledger Print Specification Delivered Not Yet Invoiced tfacr1432m000 Prior to archiving or deleting fully paid sales invoices you must run the Update Business Partner Statistics tfemg3200m000 session otherwise the invoice will not be removed User s Guide for Archiving for internal use only 4 19 To archive financial data Invokes tables Business Partners Read Invoice to Business Read Partners Addresses Read Open Items Archived Receipt Schedules Archived One time Business Read Partners Finalized Transactions Read Transaction Types Read Remainder Dairy Deleted Recurring Invoice Read Archive Purge Financial Transactions tfgld6205m000 Path BAAN Finance General Ledger Year End Processing Archive Purge Financial Transactions Session ob
99. ole Data 000 a _ oj x File Edit View Group Workflow Tools Specific Window Help HBSG 0 amp 2xo M K COWS eHR T Ov Description Read access Archive Company Tttams3144m000 Table Authorizations by Company 000 File Edit view Group Workflow Tools Specific Window Help HSE 0 x o M M CPW HMMA T IY Role JaRCHIVE Read access Archive Company All Companies Company Description Authorization Indicator 4 Archive Company for Read J ttams11005s000 User Data 000 System Data Defaults Authorizations Address Book Data User sales001 Role ARCHIVE gt Read ace User s Guide for Archiving for internal use only 2 37 To create an archive company NOTE 1 NoTE 2 Because you cannot change the archived data in the archive company you must also define the relevant authorizations for the archive company In general you are advised to make the archive company read only for nearly all users Pay special attention when you use sub roles Authorizations on a sub level are overruled by authorizations on a higher level For example suppose you enter read authorization for all archiving sessions in iBaan Warehouse Management on level b but in level a you have given the user full authorization for package WH the user can still execute an archiving session in iBaan Warehouse Management User s Guide for Archiving for internal use only 2 38 To archive logistical data General
100. on Data archived Product Features archived Product Variant IDs Archived Deleted Product Variant Structure Archived Deleted Options by Product Variant Archived Deleted Sales Price Structure by Product Archived Deleted Variant Project Archive Projects tppdm7820m000 Path Baan Project Project Definition Project Data Archive Projects User s Guide for Archiving for internal use only 3 35 To archive logistical data Session objective In Baan Project you can use the Archive Projects tppdm7820m000 session to archive projects to an archive company You can do this 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 You can to make a choice as to what type of data must be archived If you select General Data all common data is archived This option is important if you want to create a new company or if the common data was changed since you ran the session with this check box selected Depending on the run type you can only archive to the archive company or archive the data to the archive company and later delete the data from the operational company The tables present in the first scheme are never deleted not even if the Delete check box is selected These tables only get copied to the archive company You can also retrieve the data from the archive company
101. or Archiving for internal use only 4 15 To archive financial data Invoked tables Companies Read Financial Companies Read Integration Lines Debit Archived Integration Lines Credit Archived Integration References Archived Remove Fully Paid Purchase Invoices tfacp2250m000 Path BAAN Finance Accounts Payable Open Entries Maintenance Remove Fully Paid Purchase Invoices Session objective To remove fully paid purchase invoices from the operational company and archive these invoices into the history company Documents that are related to the purchase invoices like match approval and payment documents are removed as well How to use the session In this session you can select which purchase invoices must be removed and archived To archive the data select the Copy to History check box This session the Remove Fully Paid Purchase Invoices tfacp2250m000 session is used to archive all fully paid invoices After you archive these records you can look up the Purchase invoices details in the archive company Therefore for best results archive only the fully paid invoices of a particular year for which all financial transactions will be archived using the other archiving sessions in tf The fully paid purchase invoices will only be archived or removed if the following criteria are met Period of the purchase invoice is in range All payment records of the Purchase invoice are in range Both fields must have
102. or the operational company in the Company Parameters tfgld0103s000 session of the operational company You might notice that the process fails while you enter this data in the archive company due to a corrupted Financial Companies tfgld004 table The cause of the data corruption is not known at this time To resolve this problem you must delete the Financial Companies tfgld004 table in the archive company by means of the Delete Tables ttaad4231m000 session and subsequently you must create the table by means of the Create Tables ttaad4230m000 session Group Company Parameters tfgld0101s000 Path iBaan ERP 5 0b BAAN Finance General Ledger Finance Master Data Path iBaan ERP 5 0c BAAN Finance General Ledger Finance Master Data Financial Companies Instruction in archive company You must start this session in the archive company The same setup must be applied because this setup is maintained in the operational company In particular the number of periods must be identical Ttfgld01015000 Group Company Parameters 901 E 5 x Company Data OK Name Archive Company for Company 001 Close Store data for X years 1 Revert Base Company 901 gt Archive Company for Company 001 Print m Number of Periods Help M Reporting Periods Number of Fiscal Periods 12 Number of Reporting Periods 12 Number of Tax Periods 12 Period Separator po User s Guide for Archiving for internal use o
103. ously In the examples used throughout this document company 001 and company 002 are operational companies and company 901 and company 902 are archive companies To be able to perform the required steps to create an archive company you must be a superuser User s Guide for Archiving for internal use only 2 4 To create an archive company Tables by Database ttaad4111m000 Path BAAN ERP Tools Database Management Database Definitions and Directories Instruction in operational or 000 company Like the operational tables archive tables most likely must also be linked to a database For some operational and archive tables you msut have the Audit switched on Mandatory audit setting In the Tables by Database ttaad4111m000 session the mandatory tables for audit are most likely already loaded and marked as valid for All Comp In that case these settings are also valid for the new archive company and you can skip this step Proceed with Link tables to database If these settings are not valid for All Comp you must load these tables separately for the new archive company by using the option on the Specific menu in the Load Mandatory Tables for Audit ttaad4211s000 session With this option you can automatically load the mandatory tables for auditing from the archive company Sttaad4211s000 Load Mandatory Tables for Audit 000 E 2 x r Selection Range From To Package gt hee gt Cancel T
104. ously tables tccom000 tttxt004 and tttxt005 must always be linked as shown in the following figure Multisite Operational Environment Company 001 Company 002 tccom000 _ physical table logical tccom000 linked to company 001 tttxt004 physical table logical tttxt004 linked to company 001 tttxt005 physical table logical tttxt005 linked to company 001 table X physical table logical table X linked to company 001 table Y physical table logical table Y linked to company 001 Multisite Archive Environment AA v Company 901 Company 902 logical tecom000 linked to company 001 logical tccom000 linked to company 001 logical tttxt004 linked to company 001 logical tttxt004 linked to company 001 logical tttxt005 linked to company 001 logical tttxt005 linked to company 001 table X physical table logical table X linked to company 901 table Y physical table logical table Y linked to company 901 For all related multisite companies and archive companies table tccom000 tttxt004 and tttxt005 must be linked to the same operational company ttaad4120m000 Logical Tables 000 i E iol x File Edt view Group Workflow Tools Specific Window Help BS 02 EA CEER SHER TINY Logical Company Table Selection Specified table Specified table v Specified table tttxt004 Text Windows tttxto05 Text Groups
105. p are stored in the tttxt005 table of company 000 Text groups that refer to a specific operational company are stored in the physical tttxt005 table for that specific company Text groups that refer to a specific archiving company are stored in the logical tttxt005 table for that specific company That is the physical tttxt005 table of the linked operational company In Baan IV you were advised to also link the Default Text Group for Users by Text Field tttxt007 table and the Default Text Group for Users tttxt008 table In iBaan ERP 5 0 this link is not required because these tables simply no longer exist Company Data tccom0500m000 Path BAAN Common Data General Data Company Data Instruction in archive company You can now insert the archive company in the Company Data tccom0500m000 session To be able to insert the archive company in the logical table tccom000 you must physically be in the archive company otherwise the system generates the Adding Non Current Company not Allowed error message The contents of the new archive company 901 must be identical to the contents of the operational company 001 Make sure that the Archive Company check box is selected for the newly inserted archive company Ttccom0500m000 Company Data 901 s oO x File Edit View Group Workflow Tools Specific Window Help HSa O xo M N CPST OW Operational Company 001 Archive Company for Company 001 last
106. pany number from which you want to archive or delete the VAT transactions Next select the Copy to History check box If you do not select this check box the VAT transactions are deleted directly from the current company without archiving Next select the tax year and tax period up to which you want to delete or archive data User s Guide for Archiving for internal use only 4 23 To archive financial data NOTE Prerequisites The following sessions must be run for the year which will be archived before you start the Archive Purge Vat Transactions tfgld6207m000 session The archiving procedure with the pre actions and prerequisites must be performed in the following sequence 1 Archive Disposed Fixed Assets tffas3300m000 For iBaan ERP 5 0b only Archive and Purge Integration Transactions tfgld4210m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 Archive Purge Financial Transactions tfgld6205m000 Period Status tfgld0107m000 All tax periods must have the status Finally Closed Dan bk WN To enable access to the archived transactions all types of relevant reference tables are copied as well After archiving the data the session removes records in the current company from the Tax Analysis tfgld110 table Before you run this session you must print the VAT records by means of the tfgld1420m000 session Invoked tables Group Company tfgld003 Read Param
107. pt steps are correct in both tables If some corrections are made after you run the control account checklist run the following sessions again Write Off Payment Differences tfacp2240m000 Write Off Currency Differences tfacp2250m000 How to use the session Select Fiscal Year and Ledger Accounts Select both the Print Differences Only and Print Invoices print commands otherwise running this report can take a long time User s Guide for Archiving for internal use only 4 12 To archive financial data Prerequisites You must start this session before any record of a particular year is archived by means of the Remove Fully Paid Sales Invoices tfacr2260m000 session and the Archive Purge Finance Transaction tfgld6205m000 session If a record of the specified tables archived the report of the Print Control Account Checklist tfacr2415m000 session will not be useful All archived records will be present on the report as Differences You can start this session after you archive one particular year in both the Remove Fully Paid Sales Invoices tfacr2260m000 session and the Archive Purge Finance Transaction tfgld6205m000 session The following session is advisable for the archiving session Remove Fully Paid Sales Invoices tfacr2260m000 Archive Purge Finance Transaction tfgld6205m000 Print debit and credit amounts by Document tfgld3410m000 Path BAAN Finance General Ledger Periodic Processin
108. pto521 tpptc125 User s Guide for Archiving for internal use only 3 41 To archive logistical data Labor Budget Lines tpptc130 Archived Deleted Budget Amounts of Charge Elements by tpptc510 Archived Deleted Version Subcontracting Budget Lines by Activity tpptc250 Archived Deleted History of Subcontracting Budget Lines by tpptc255 Archived Deleted Activity Sundry Costs Budget Lines by Activity tpptc260 Archived Deleted History of Sundry Costs Budget Lines by tpptc265 Archived Deleted Activity tpptc130 History of Labor Budget Lines Archived Deleted Equipment Budget Lines Archived Deleted EV Method Related Data Archived Deleted History of Equipment Budget Lines Archived Deleted Subcontracting Budget Lines Archived Deleted TP Budget Analysis Codes By Project Archived Deleted History of Subcontracting Budget Lines Archived Deleted Sundry Costs Budget Lines Archived Deleted History of Sundry Costs Budget Lines Archived Deleted Material Budget Lines by Activity Archived Deleted History of Material Budget Lines by Archived Deleted Activity Labor Budget Lines by Activity Archived Deleted History of Labor Budget Lines by Activity Archived Deleted Equipment Budget Lines by Activity Archived Deleted History of Equipment Budget Lines by Archived Deleted Activity tpptc250 tpptc260 User s Guide for Archiving for internal use only 3 42 To archive logistical data Tab
109. rational company and stored in the archive company by period If the user wants to add additional data to the archived period for an employee the user can add the data in the current operational company If this hours history period is archived again the existing data archived for that period will not be updated User s Guide for Archiving for internal use only 3 29 To archive logistical data This functionality is explained by new Help text that is available from Solution 126685 Ttihra3250m000 Archive Hours History 001 Year Period Archive Hours History up to Year 2002 Period 12 gt Close Save Defaults mCompany Company Number for Archives o1 b Archive Company Get Defaults Make Job m Options M Archive General Data Help M Texts M Overwrite Texts Invoked tables Periods Read HRA Parameters Read Hours History by Work Center Archived Deleted Hours History by Employee Archived Deleted Hours History by Machine Archived Deleted Capacity Flows between Work Archived Deleted Centers Archive Overall Budget tihra3225m000 BAAN Manufacturing Hours Accounting Hours Budgets Session objective You can use this session to archive budget data by work center and by employee How to use the session If you use budgets to record and compare your hours you can use this session to archive budgets by work center and employee User s Guide for Arc
110. rchive general ledger data in case general data is already archived in ACP ACR archive sessions This will improve the performance of this session Prerequisites The following sessions must be processed for the particular year that will be archived before you start the Archive Purge Financial Transactions tfgld6205m000 session The following archiving procedure with the pre actions and prerequisites must be executed in the following sequence Archive Disposed Fixed Assets tffas3300m000 B50_b only Archive and Purge Integration Transactions tfgld4210m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid sales invoices tfacr2260m000 Print Debit and Credit Amounts by Document tfgld3410m000 Close Year tfgld6203m000 oahwWHND Invoked tables Balance Analysis tfgld116 Read Open Items tfacp200 Read Open Items tfacr200 Read Companies Read Financial Companies Read End dates by Year Read Transaction types Read Documents Archived Batch Status Archived Transaction type Batch Archived Status Recurring Transactions Read Instructions Finalized Transactions Archived Finalization Run Number Archived Status tfoa116 tfacp200 tfacr200 User s Guide for Archiving for internal use only 4 21 To archive financial data Copy Balances to History Before Specified Year tfgld6206m000 Path BAAN Finance General Ledger Year End Processing Copy Balances to History Before Specif
111. relevant NOTE Solution 127419 which went General Availablity September 8 2002 must be installed before you delete delivered sales orders Archive delete Purchase Statistics tdpst0202m000 Path BAAN Order management Purchase Control Purchase Statistics Session obective This session archives or deletes the purchase statistics and purchase budgets for a specified range of years If you choose to archive the data the system transfers the data to the archive company that you specified in the Purchase Statistics Parameters tdpst0202m000 session User s Guide for Archiving for internal use only 3 7 To archive logistical data How to use the session First you must fill in the statistical years that you want to archive or delete The next option is the Transaction type which means what you want to do Archive the data or clear the data from the tables The default value is Archiving Next you can choose for each type of statistic whether or not the statistic must be Archived or Deleted All the check boxes are selected by default therefore clear the Turnover Order Intake Cancellations and Budgets check boxes if you do not want these statistics to be archived or cleared If the check box is cleared the data remains in the original tables The last two check boxes concern texts You can archive texts and you can choose to overwrite texts that are already present in the archive company Notice that the sort codes and layout
112. rnal use only To archive logistical data Tables archived and deleted when the Actual Budget check box is selected Budget Version tpptc500 Archived Deleted Time Phased Budget tpptc521 Archived Deleted History of Material Budget Lines tpptc125 Archived Deleted Baselines Archived Deleted Cost Surcharges by Project Archived Deleted Cost Surcharges by Cost Type Archived Deleted Cost Surcharges by Cost Component Archived Deleted History of Cost Surcharges by Project Archived Deleted History of Cost Surcharges by Cost Type Archived Deleted History of Cost Surcharges by Cost Archived Deleted Component Cost Surcharges by Item Archived Deleted Cost Surcharges by Labor Archived Deleted Cost Surcharges by Equipment Archived Deleted Cost Surcharges by Subcontracting Archived Deleted Cost Surcharges by Sundry Cost Code Archived Deleted History of Cost Surcharges by Material Archived Deleted History of Cost Surcharges by Labor Archived Deleted History of Cost Surcharges by Equipment Archived Deleted History of Cost Surcharges by Archived Deleted Subcontracting History of Cost Surcharges by Sundry Archived Deleted Cost Code Extensions Archived Deleted Budget Adjustments Archived Deleted Budget Adjustment Detail Lines Archived Deleted Elements Archived Deleted Element Relations Archived Deleted Element Relationship History Archived Deleted Material Budget Lines Archived Deleted tpptc500 tp
113. ry Hours spent Operation Times History by Item EBOM copy Data Hours Accounting by Employee Calculation Groups General Project Data Project Details Project Stages Project Parts Project Structure Budget Details Project Surcharges Project Cost Price Surcharge Bases 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 Routing Codes by Item Routing Operations Tooling by Operation Production orders Features Features by Family Families Classified Items ticst010 ticst021 ticst022 ticst030 tiedm120 tihra100 tipcs010 tipcs020 tipcs030 tipcs024 tipcs025 tipcs026 tipcs040 tipcs320 tipcs330 tipcs340 tipcs350 tipcs360 tipcs400 tipcs410 tipcs420 tipcs430 tipcs431 tipcs450 tirou101 tirou102 tirou110 tisfc001 tigrt001 tigrt002 tigrt003 tigrt040 To archive logistical data Archived Deleted 5 Archived Deleted 4 Archived Deleted 4 Archived Deleted 4 Deleted Archived Deleted 4 Archived Archived Updated Archived Archived Deleted 3 Archived Deleted 1 Archived Deleted 1 Archived Archived Deleted 2 Archived Deleted 2 Archived Deleted 2 Archived Deleted 2 Archived Deleted 2 Archived Deleted 1 3 Archived Deleted 3 Arc
114. s that you avoid customizing your software However because we are looking for long term operational data storage customizations must not be ruled out entirely An example is the requirement to show in one report the data from both the live company and the archive company In the current version this is not standard functionality but this can be important to manage your business What can be even more important if you are using customized software is the question are the archiving sessions included Do you take into consideration the fields and tables that you have customized Archiving plan After you define an archiving strategy that suits your requirements you can define the archiving plan In this plan you translate the strategy into a more operational level User s Guide for Archiving for internal use only 1 3 Archiving concept Archive environment Based on the current operational company structure the available disk space and the defined strategy you must decide how your archive environment must be set up How many companies do you need Do you want to store the archived data on an external medium Do you want one archive company for each fiscal year or one archive company for several years If you have enough space available and you want to archive data the right way your archive environment must be equally set up as the operational environment Therefore if you have a multi logistic single finance structure the
115. sion data is cleared by order line or by order If you selected By order you will always have the delivery data of the entire order at your disposal as long as not all items in the order have been delivered Prerequisites A sales order line can only be deleted if the following criteria are met The sales order history has been updated The sold to business partners open balance has been updated All the installments have been invoiced and the order has the status Closed The sales order has been invoiced and the EDI invoice has actually been sent The project has been archived or deleted for project related sales The backorder quantity is zero or the line has been cancelled The outbound advice has been fully processed User s Guide for Archiving for internal use only 3 6 To archive logistical data Invoked tables deleting order data Companies Read Business Partners Read Projects Read Departments Read SLS parameters Read Activities by Order type Read Sales Order types Read Sales Orders Deleted Sales Order Lines Deleted Linked Order Line Data Deleted Sales Order BOM Deleted Linked accessory Order Lines Deleted Order Lines Shipping Constraints Deleted related sets Linked Order line data for invoicing Deleted Installments schedules Deleted Order priority simulations Deleted Order line blocking Deleted Project Details Read NOTE This session invokes other sessions however these sessions are less
116. sion objective If an invoice is not paid completely but the remainder is so small that maintaining an open item does not make sense you can write off the payment difference in this session This only takes place for amounts equal or smaller than the values entered in the Max Amount to Be Written Off and Max Percentage to Be Written Off fields How to use the session Select the applicable invoices to be written off for payment differences Define the maximum amount and percentage including periods for posting In this session an option is available to simulate payment difference transactions first before actual transactions are created If the Adjust Tax for Deductions check box is selected in the CMG Parameters tfemg0100s000 session the tax in the remaining amount is also posted The ledger accounts for payment differences are stored by the Ledger Accounts by Financial Business Partner Groups tfacp0111s000 session or depending on the Ledger Account for Deductions by parameter in the CMG Parameters session by currency code in the Posting Data by Tax Code tfemg0150m000 session If this session the Write off Payment Differences tfacp2230m000 session is not included in the period closing procedure you can better run this session before the fully paid invoices are archived or purged You must enter a value in the Maximum Amount to Be Written Off and Maximum Percentage to Be Written Off fields The following session is recommended
117. sset Depreciation Data tffas008 Archived Deleted Fixed Asset Variable Depreciation Data tffas009 Archived Deleted Fixed Asset Locations tffas013 Read Business Information details tffas017 Archived Deleted Special Depreciation Master Data tffas018 Read Special Depreciation Amounts tffas019 Archived Deleted Logged Transaction tffas020 Archived Deleted Deprecation Error Log File tffas021 Archived Deleted Investments tffas100 Archived Deleted Disposals tffas101 Archived Deleted Maintain Costs tffas102 Archived Deleted Transferred Fixed Assets tffas103 Archived Deleted Periodical Depreciation and Revaluation tffas200 Archived Deleted Results Annual Depreciation and Revaluation tffas201 Archived Deleted Results Fixed Asset Performed Units tffas202 Archived Deleted Depreciation Parameters tffas203 Read Index Master Data tffas300 Read Indices tffas301 Read Insured Fixed Assets tffas501 Archived Deleted Fixed Asset Provider Data tffas800 Archived Deleted Documents tfgld018 Read Language Independent Text Data ttxt001 Read User s Guide for Archiving for internal use only 4 30 To archive financial data Path iBaan ERP 5 0c BAAN Finance Fixed Assets Management Periodic Processing History Purge In iBaan ERP 5 0c no archiving functionality is available to archive fixed asset data The History Purge tffam8208m000 session removes historical summary and asset data with related books and distributions wi
118. ssion as well However to be safe a good practice is to also copy the general data to the archive company The general data represent static data required to ensure the references of the archived data The process of copying the general data is usually performed each time an archive session is started and depending on the amount of general data to be copied this process can take a long time User s Guide for Archiving for internal use only 2 14 To create an archive company The following tables lists the general data that is required for the archive company te Masterdata tcmcs017 tcmcs046 temcs139 tccom135 tcibd010 1 1 Not applicable for iBaan ERP 5 0b Applicable for iBaan ERP5 0c 2 Applicable for iBaan ERP 5 0b Not applicable for iBaan ERP5 0c User s Guide for Archiving for internal use only 2 15 To create an archive company NOTE tf Masterdata ti Masterdata tibom030 tirpt001 ticpr100 tisfc720 tihra110 titrp001 tihra130 tipcs020 tirou107 titrp003 wh Masterdata whina200 whwmd310 whinh005 whwmd130 whwmd400 whinh010 whwmd200 whwmd410 whinh510 whwmd300 whwmd430 The following tables are not listed because these tables must not be copied from the operational company to the archive company Logistic Companies by Financial Company tfgld000 Financial Companies by Group Company tfgld001 Group Company Parameters tfgld003 Financial Companies tfgld004 To
119. ssion objective You can use this session to archive and purge posted integration transactions Transactions will be deleted from the Integration Lines Debit tfgld410 table the Integration Lines Credit tfgld417 table and the Integration References tfgld418 table How to use the session Select the company for which transactions must be Archive and Purged Transaction Origin and Financial Transaction must be determined followed by the transaction date until which you want the records to be archived purged If you want to archive transactions make sure the Copy to History check box is selected Ttfacp2250m000 Remove Fully Paid Purchase Invoices 001 r Selection Range From To Inv From Bus Partner o gt zzzzz gt b Close Invoice Transaction Type gt zb Invoice Document ob 99999999 P Save Defaults Invoice Period Payment in Period 0000 b o 0000 b o gt 2002 b fos gt 2002 b fos gt Options J Copy to History Print Removed Invoice History Company 000 Prerequisites Get Defaults Make Job a Help Check stock value by means of the Perform Inventory Valuation by Warehouse and Item whinal210m000 session Check WIP SFC by means of the Print Work in Process ticst0450m000 session Check WIP PCS the Print Project Work in Process tipcs3480m000 session User s Guide for Archiving for internal use only 4 14
120. t debit batch In the Batch Numbers for Direct Debit Procedure tfemg4521m000 session and the Print Batch Numbers for Direct Debit Procedure tfcmg4421m000 session the status of the direct debit batch is visible The status of the batch must be Removed Posted Sent You must run this session if batches exist with an incorrect date present with the following status Selected Composed Audited Assigned The payment batch must be selected and the payment batch must receive the status Sent For best results run the following sessions before the archiving session Remove Fully Paid Purchase Invoices tfacp2250m000 Remove Fully Paid Sales Invoices tfacr2260m000 The following session is advisable to run for the removing session Remove Posted Payment Batches tfemg1259m000 User s Guide for Archiving for internal use only 4 7 To archive financial data Bank Transactions tfcmg2100s000 Path BAAN Finance Cash Management Transaction Processing Maintenance Transactions Session objective To make sure that of all created payment batches the payment procedure is executed as far as possible you must perform the reconciliation by means of this session How to use the session By means of the Batch Numbers for Payment Procedure tfemg1251m000 session and the Print Batch Numbers for Payment Procedure tfemg1451m000 session the status of the payment batch is visible If the status of a batch is Paid run the Ban
121. the operational company Usually these tables will be copied to the archiving company by some archiving sessions User s Guide for Archiving for internal use only 2 12 NOTE To create an archive company For best results dump all the parameter tables and import those tables in the archive company anyway In this way the same environment is created in the archive company Solution 125202 from the Baan Knowledge Base describes an enhanced method to perform the procedure described in this chapter A copy of the solution is provided later in this chapter The reason for including this extensive description in this chapter is to provide a deep understanding of the process The following tables list the iBaan ERP parameters that can be dumped rather than initializing the parameters Table Table Description cfcec000 Configuration Environment tfgld450 Integration Parameters cfcmc000 Configuration Model tibom000 BOM Parameters cfcms000 Configuration Modeling ticpr000 CPR Parameters cfcvm000 Configuration View tiedm000 EDM Parameters Tinegerent paano On cfint000 Baan Applications tihra000 HRA Parameters mean amnes s cisli100 tipcf000 PCF Parameters Parameters cpcom000 Performance Parameters tipcs000 PCS Parameters cprpd000 CP Parameters tirou000 ROU Parameters ecedi000 EDI Parameters tirot000 RPT Parameters eciop000 Intuitive Order Entry tisfc000 SFC Parameters Parameters qmptc000 QM parameters titrp000 Tools Req
122. these sessions has processed data of a particular period you cannot compare the data from the various tables such as purchase orders integration transactions and purchase invoices The following sessions are recommended before you run archiving sessions Archive and Purge Integration Transactions tfgld42 10m000 Remove Fully Paid Purchase Invoices tfacp2250m000 Match Approve Purchase Invoices tfacp2507m000 Path BAAN Finance Account Payable Transaction Processing Maintenance Match Approve Purchase Invoices Session objective You can use this session to match incoming purchase invoices with purchase orders issued After matching with purchase orders the invoice must be approved How to use the session You can match and approve invoices while you enter the invoice by means of the Purchase Invoices tfacp1110s000 session or after you register invoices in the Match Approve Purchase Invoices tfacp2507m000 session Prerequisites The matching and approval of the purchase orders in finance must be up to date which you can do by means of the Match Approve Purchase Invoices with Orders tfacp2507m000 session The matching and approving session must be run as far as possible to receive the integration transactions Purchase Result transactions up to date and get the best result when running the Archive and Purge Integration Transactions tfgld4210m000 session User s Guide for Archiving for internal use
123. thout running the Period End tffam8205m000 session iBaan ERP only purges closed periods Session objective You can use this session to remove data that was not removed during the period end process You can also run this session to remove data that you restored beyond the normal history retention periods but which you do not want to retain until the next period end You can purge summary data detail data or both during this session When you run the Period End tffam8205m000 session iBaan ERP automatically purges historical data based on the history retention rules specified in the FAM Parameters tffam0100s000 session You can override the retention rules when you run the current session to remove restored historical data for a company If you restore historical data in iBaan ERP you must modify the history retention rules in the FAM Parameters tffam01000s000 session to retain the additional data You must also run the Period End tffam8205m000 session For assets subject to ADR or MACRS group tax reporting iBaan ERP does not purge data from the ADR books even if the retention periods are exceeded iBaan ERP purges the ADR books for these assets if all the assets in the vintage group account are disposed of How to use the session Select history retention year followed by retention periods which can be defined for assets capitalization adjustment depreciation transfer disposal and message logging separately You can p
124. ts Archived Labor Archived Trade Groups Archived Equipment Archived Subcontracting Archived Sundry Costs Archived Revenues Archived Third Party Types Archived tppamo46 Third Parties tppdm046 Archived User s Guide for Archiving for internal use only 3 38 To archive logistical Responsibilities tppdm048 Archived Employees by Responsibility tppdm049 Archived Competitors tppdm051 Archived Appointment Types tppdm053 Archived Business Sectors tppdm055 Archived Sufferance Tax tppdm057 Archived Financing Methods tppdm059 Archived Project Acquiring Methods tppdm063 Archived Project Groups tppdm065 Archived Wage Rates tppdm067 Archived Document Types tppdm069 Archived Categories tppdm075 Archived Phases tppdm085 Archived Standard Elements tppdm090 Archived Cost Components ttcmcs048 Archived Revenue Codes of Standard Elements tppdm141 Archived Revenue Codes of Progress Invoicing Elements tppdm142 Archived Revenue Codes Cost Plus General and by Cost tppdm143 Archived Type Revenue Codes Cost Plus Material tppdm144 Archived Revenue Codes Cost Plus Labor tppdm145 Archived Revenue Codes Cost Plus Equipment tppdm146 Archived Revenue Codes Cost Plus Subcontracting tppdm147 Archived Revenue Codes Cost Plus Sundry Costs tppdm148 Archived Price Fluctuations tppdm151 Archived Index Tables of Price Fluctuations tppdm152 Archived Financial Result Types tppdm155 Archived Standard Surcharges General and by Cost Type tppdm170
125. uction variant still exists in one of these tables the variant will not be archived Prerequisites Prior to archiving the program performs checks whether the production variant still exists in one of the following tables Sales Order Lines Sales Order History Lines Sales Quotation Lines Sales Quotation History Lines Sales Contract Lines Sales Contract History Lines Budgets Projects If the production variant still exists in one of these tables it will not be archived In other words before the product variants can be archived no link must exist between the product variants and the tables listed previously User s Guide for Archiving for internal use only 3 34 To archive logistical data To archive the product variants in case of existing references the following sessions must be run successfully Process Delivered Sales Orders tdsls4223m000 Print and or Delete Sales Order History tdsls5201m000 with the Delete Order History check box selected Process Quotations tdsls1200m000 Print and or Delete Sales Quotation History tdsls1203m000 with the Delete Quotation History check box selected Archive Projects tipcs2260m000 to archive both ti projects and ti budgets Archive Projects tppdm7820m000 for tp projects Invoked tables Sales Quotation Lines read Sales Quotation Line History read Sales Order Lines read Sales Order Line History read General Item Data read Item Producti
126. urge summary details or both User s Guide for Archiving for internal use only 4 31 To archive financial data Invokes tables Period Status Read Asset Master Table Deleted Depreciation account Deleted summary Transaction Summary Deleted Periodic Book value Deleted summary Error log Deleted Archive and or Delete GRNI Reconciliation tfacp1238m000 Path BAAN Finance Accounts Payable GRNI Reconciliation Maintenance Archive and or Delete GRNI Reconciliation Session objective Use the Archive and or Delete GRNI Reconciliation tfacp1238m000 session to archive and or delete all entries from the interim table tfacp135 up to the fiscal year period specified on the form This process does not archive or clear data from any other table The session ensures that fully accepted and finalized purchase orders in the Finalize Accepted GRNI Entries tfacp1239m000 session no longer appear on the reports of the Print Receivable Invoice Specifications Financial tfacp1435m000 session For more information about this session refer to the GRNI Reconciliation User Manual which is available under solution 124194 on the Baan Support Web site How to use the session In the Selection section you can enter the company numbers of which you want GRNI Reconciliation data to be archived or deleted The fiscal period is the period up to which you want to archive the data User s Guide for Archiving for internal use only 4 32
127. ve Inventory Transactions by Item and Warehouse whinr1210m000 Path BAAN Warehousing Inventory Reporting Inventory Transactions Session objective You can use this session to archive and or delete inventory transactions by item and warehouse The relevant tables that this session invokes are whinr110 and whinr1 16 How to use the session Choose whether you want these inventory transactions to be Archived Deleted or Both Next specify a date up until which you want to archive or delete the data followed by the particular archive company This session also enables you to archive or delete records for specific items only You can run this session multiple times each year and does not have any prerequisites that must be observed For best results however do not archive or delete recent inventory transactions When you archive the inventory transactions by item and warehouse the specified date will be written to the Inventory Reporting INR Parameters as the last archiving date You cannot specify an inventory valuation before this date The inventory will be valued in the Perform Inventory Valuation by Warehouse and Item whinal210m000 session Prerequisites None applicable Invoked tables Companies tccom000 Read Inventory Reporting Parameters whinr000 Updated Item Inventory by Warehouse whwmd215 Updated Inventory Trans by Item and whinr110 Archived Deleted Warehouse Inventory Receipt Transactions w
128. ved deleted with the Archive Production Orders ticst0250m000 session With that session the SFC order itself will be archived and not the related HRA records Those records will be archived with the Archive Hours Accounting tihra1215m000 session User s Guide for Archiving for internal use only 3 28 To archive logistical data Invoked tables Hours Accounting by tihra100 Archived Deleted Employee General Project Data tipcs020 read Project Details tipcs030 read Production Orders tisfc001 read Archive Hours History tihra3250m000 BAAN Manufacturing Hours Accounting Hours History Session objective To move historical hours accounting to the archive company How to use the session With this session you can archive the hours accounting history that has been previously updated by processing the hours accounting HRA records related to PCS Projects will not be archived with the Archive Project tipcs2260m000 session but with the Archive Hours History tihra3250m000 session This session enables you to archive data up to a particular period For more information refer to the periods in Baan Common Data Calendars and Periods Periods The hours history is stored in the tables by period Therefore archived hours history data is also archived by period After the user archives the hours history from the current operational company to the archive company the hours history is deleted from the current ope
129. will be archived This session will not archive the costing history of customized items You can use this session during the year and this session does not depend on any archiving prerequisites You can choose to archive also general data with this session Tticst2250m000 Archive Costing History 001 Oo x Selection Range From To Production Order b 222222222 b Close Save Defaults Settings Company Number for Archives 901 gt Archive Company For Comp 0 Get Defaults Make Job Archive Options IV Archive General Data Help M Texts M Overwrite Texts Invoked tables Production Order History Material ticst021 Archived Deleted Usage Production Order History Hours ticst022 Archived Deleted Spent Operation Times History by Item ticst030 Archived Deleted Production Orders tiscf001 Read User s Guide for Archiving for internal use only 3 21 To archive logistical data Archive Projects tipcs2260m000 Path BAAN Manufacturing Project Control Project Data Status Handling Session objective This session is designed to archive closed projects and project related data to the archive company How to use the session Depending on the selected check boxes on the form blocks of data information will be archived The project code will not be deleted because particular references with other modules in iBaan ERP must be retained The project code can still be found in the Pro
130. y 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 lt pack_comb gt define package combination lt pattern gt pattern to specify tables for which bdbpost will be done wildcards allowed q lt output file gt Redirect terminal output to output file r lt rows transaction gt The number of inserted rows per transaction u Short usage U Usage V v Version information Initialize Parameters tcmcs0295m000 Path BAAN Common Data Common Parameters Instruction in archive company Before you further maintain the archive company you must initialize the parameters in the archive company This step will default all parameters that you did not already create in one of the previous steps The existing parameter tables will not be overwritten Ttcmcs0295m000 Initialize Para Package Close Module Make Job Parameter Help User s Guide for Archiving for internal use only 2 24 NOTE NOTE NOTE To create an archive company Logical Tables ttaad4120m000 Path BAAN ERP Tools Database Management Database Definitions and Directories Instruction in operational or 000 company To link the archive company to the operational company the Companies tccom000 table must be shared You can share this table by means of the Logical Ta
131. you created in the previous section You must also specify a file name for the error log file that will be created when reading in the dump 8ttaad4227m000 Create Table from Sequential Dump 000 Details Files M Create Tables for Different Company Company foot gt bSOcspoz Options M Append if Table Exists MV Overwrite Duplicate Records from Dump I Delete Existing Tables I Create Rows before Index I Disable Domain Constraints I Ignore Referential Integrity Constraints I ttaad4227m000 Create Table from Sequential Dump 000 Details Files m Format I Specify Field Separators of Seq File m J Sequential File has Fixed Record Length Directory for Searching Table Files Pattern to Match Table Names m Files J File to Store Table Names not Created _ Name of the Dump File ftemcs010 001 Name of the Error File ftcmeso10 error User s Guide for Archiving for internal use only 2 10 NOTE To create an archive company You must select the Ignore Referential Integrity Constraints check box If you do not select this check box the result can be an error 606 when you create the table from the sequential dump As a result the system can return the error message bdpost6 2 error ttaad42274 Create Table fr EG amp Error in running bdbpost6 2 OK In case of this type error the error file in the home directory shows the exact error message which can look
132. z2 gt Order E n ZZZZZZZZZ Trans Status Junposted frosted x User s Guide for Archiving for internal use only 4 4 To archive financial data How to use the session When you run this session select the Transaction status from the Unposted to Error The session will print all records which have one of these statuses and are therefore not posted to finance To perform further analysis of erroneous transactions you can use the sessions listed previously The following session is recommended for the archiving sessions Archive and Purge Integration Transactions tfgld42 10m000 Post integration transactions to finance transactions tfgld4201m000 Path BAAN Finance General Ledger Integration with other Modules Post integration Transactions to Finance Transactions The following session is recommended for the archiving session Archive and Purge Integration Transactions tfgld42 10m000 Session objective Posting integration transactions originating from other Baan modules to finance transactions How to use the session Select all the transactions from the original company logistic to be posted to Finance To ensure that all integration transactions are posted to finance you must run this session Prerequisites When integration transactions are posted before year end closure verify that you selected the Posting to Next Open Period Allowed check box in the tfgld4150m000 sessio

User`s Guide for Archiving (for internal use only)

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