archiving 05

Archiving Baan IV 1

Enhanced Support Services EMEA

Archiving Baan IV

Archiving Baan IV 2

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Enhanced Support Services EMEABaan Global Support

In cooperation withTechnical ConsultingBaan The Netherlands

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The information in this document is subject tochange without notice. No part of this documentmay be reproduced, stored or transmitted in anyform or by any means, electronic or mechanicalfor any purpose, without the express writtenpermission of Baan Global Support EMEA.

Baan Global Support EMEA assumes no liabilityfor any damages incurred, directly or indirectly,from any errors, omissions or discrepanciesbetween the software and the informationcontained in this document.

Document Information

Code: Enhanced Support Services EMAGroup: User DocumentEdition: 1Date: August, 2000

Archiving Baan IV 3

TABLE OF CONTENTS.............................................................................................................................. 3

1 INTRODUCTION................................................................................................................................. 6

2 ARCHIVING STRATEGY.................................................................................................................. 7FIRST STEP: WHAT DO YOU NEED TO STORE? ............................................................................................... 7SECOND STEP: WHAT ARE THE LEGAL REQUIREMENTS? ............................................................................... 7THIRD STEP: MATCH REQUIREMENTS WITH TECHNICAL POSSIBILITIES OF BAAN.......................................... 7NEXT STEPS ................................................................................................................................................. 8

3 TECHNICAL SETUP........................................................................................................................... 9THE PLACE AND FUNCTION OF CREATING THE ARCHIVE COMPANY NUMBER................................................ 9PREPARATIONS ............................................................................................................................................ 9PROCEDURE (PART I) ................................................................................................................................... 5

Maintain Companies (ttaad1100m000) .................................................................................................. 6Convert to RTDD. ................................................................................................................................... 6Assign Tables to Database (ttaad4111m000) ......................................................................................... 6Convert to RTDD .................................................................................................................................... 7Maintain Table Directories (ttaad4115m000) ........................................................................................ 7

CHECK / CREATE SPACES IN RDBMS ...................................................................................................... 8Update _storage file ............................................................................................................... 8

LOGICAL TABLE LINKING / LINK ARCHIVE COMPANY TO LIVE COMPANY.................................................. 9Conversion to RTDD............................................................................................................................. 10

LOGOUT / LOGIN........................................................................................................................................ 10Create Tables (ttaad4230m000) ........................................................................................................... 10

PROCEDURE (PART II)................................................................................................................................ 11PARAMETERS ............................................................................................................................................. 11FINANCE DATA .......................................................................................................................................... 11EMPLOYEE DATA....................................................................................................................................... 11GENERAL DATA......................................................................................................................................... 11CHECK ARCHIVE GENERAL DATA? ........................................................................................................... 11

Maintain Companies (tccom0100m000) ............................................................................................... 12REPAIR COMPANY NUMBER FOR ARCHIVE COMPANY............................................................................... 12

Maintain Company Parameters (tfgld0103m000) ................................................................................ 12Maintain Group Company Parameters (tfgld0101m000) ..................................................................... 13Maintain Periods (tfgld0105m000)....................................................................................................... 13Maintain Period Status (tfgld0107m000).............................................................................................. 13

MAINTAIN COMPANY PARAMETERS IN LIVE COMPANY (TFGLD0103M000)............................................. 14Add archive company number to some sessions in the Live Company ................................................. 14Purchase Statistics (tdpst0100m000).................................................................................................... 14Sales Statistics (tdsst0100m000)........................................................................................................... 14

ARCHIVE BUDGETS, TIPCS0260M000......................................................................................................... 18

4 ARCHIVING LOGISTICS................................................................................................................ 18PREREQUISITES FOR THE ARCHIVING, COMPRESSION AND REMOVING SESSIONS....................................... 19

Backup of the data ................................................................................................................................ 19Important for the following Archiving sessions is: ............................................................................... 19Archiving company number .................................................................................................................. 20Session Process delivered purchase orders (tdpur4223m000) ............................................................. 20Session Process delivered sales orders (tdsls4223m000) ..................................................................... 20Session archive production orders (ticst0250m000)............................................................................. 21Session Process/delete delivered replenishment orders (tdrpl2126m000)............................................ 21

Table of contents

Archiving Baan IV 4

Correction program tpcor4110 Making it possible to delete tfgld410 project records ........................ 21Session Customer statistics (tfcmg3200m000)...................................................................................... 22The to archive year should be closed.................................................................................................... 22Closed years that can be archived ........................................................................................................ 22

ARCHIVE PRODUCTION ORDERS, TICST0250M000 ..................................................................................... 22ARCHIVE COSTING HISTORY, TICST2250M000........................................................................................... 23ARCHIVE HOURS ACCOUNTING, TIHRA1215M000...................................................................................... 24ARCHIVE HOURS HISTORY, TIHRA3250M000 ............................................................................................. 25ARCHIVE OVERALL BUDGET, TIHRA3225M000.......................................................................................... 26ARCHIVE PRODUCT VARIANTS, TIPCF5290M000........................................................................................ 27ARCHIVE ENGINEERING ITEM DATA, TIEDM1250M000 .............................................................................. 29ARCHIVE PROJECTS, TIPCS2260M000 ........................................................................................................ 30PROCESS DELIVERED PURCHASE ORDERS, TDPUR4223M000...................................................................... 33

Processing Purchase order data........................................................................................................... 33Deleting Purchase order data............................................................................................................... 33

PROCESS DELIVERED SALES ORDERS, TDSLS4223M000 ............................................................................. 35ARCHIVE/DELETE PURCHASE STATISTICS, TDPST0202M000 ..................................................................... 38ARCHIVE/DELETE SALES STATISTICS, TDSST0202M000 ............................................................................ 40ARCHIVE WAREHOUSE TRANSACTIONS BY ITEM, TDINV1201M000 .......................................................... 41ARCHIVE INVENTORY TRANSACTIONS BY ITEM, TDINV7210M000............................................................ 42ARCHIVE ITEM ISSUE BY PERIOD/WAREHOUSE, TDINV7250M000/TDINV7260M000................................. 44ARCHIVE STOCK HISTORY BY LOCATION, TDILC3211M000........................................................................ 45ARCHIVE PROJECTS, TPPDM7820M000...................................................................................................... 46

Tables archived when General Data is set to Yes ........................................................................ 48Tables archived when General Project Data is set to Yes ........................................................... 51Tables that are archived when Planning Data is set to Yes ......................................................... 52Tables that are archived when Actual budget is set to Yes .......................................................... 52Tables that are archived when Actual budget history is set to Yes .............................................. 53Tables that are archived when Actual budget history is set to Yes .............................................. 53

PRE ACTIONS FOR THE FINANCE ARCHIVING, REMOVING OR COMPRESSION SESSIONS ............................... 55

5 ARCHIVING FINANCE.................................................................................................................... 55Session Delete Fixed Assets (tfgld6101m000) ...................................................................................... 55Correction program otfcor0260 Recalculate Open Entries (tfacp200/tccom021)................................ 55Important for Correction program otfcor0261 recalculate open entries (tfacr200/tccom011) ........... 56Correction program otfcor0261 recalculate open entries (tfacr200/tccom011).................................. 56Session select values for receivable invoices specification (tfacp1235m000) ...................................... 56Session Match/approve purchase invoices with orders (tfacp1130m000) ............................................ 57Session print integration transactions (tfgld4410m000)....................................................................... 58Session print debit and credit totals for integration transactions (tfgld4411m000) ............................. 59Session post integration transactions to finance transactions (tfgld4210m000) .................................. 60Session Compose payments (tfcmg1240m000) ..................................................................................... 60Session Process Direct Debits (tfcmg4240m000) ................................................................................. 61Session Maintain Bank Transactions (tfcmg2100s000) ........................................................................ 61Session Write off payment differences (tfacp2230m000) ...................................................................... 62Session Write off currency differences (tfacp2240m000)...................................................................... 63Session Control account checklist (tfacp2415m000) ............................................................................ 63Important for Session Control account checklist (tfacp2415m000)...................................................... 64Session Write off payment differences (tfacr2240m000)....................................................................... 64Session Write off currency differences (tfacr2250m000) ...................................................................... 65Session Control account checklist (tfacr2415m000)............................................................................. 66Important for Session Control account checklist (tfacr2415m000) ...................................................... 67Session print debit and credit amounts by document (tfgld3410m000) ................................................ 67

ARCHIVE DISPOSED FIXED ASSETS (TFFAS3300M000) .............................................................................. 68ARCHIVE/PURGE INTEGRATION TRANSACTIONS (TFGLD4210M000).......................................................... 69REMOVE FULLY PAID PURCHASE INVOICES (TFACP2250M000) ................................................................. 71SESSION REMOVE FULLY PAID SALES INVOICES (TFACR2260M000).......................................................... 73ARCHIVE / PURGE FINANCE TRANSACTIONS (TFGLD6205M000) ................................................................ 74COPY BALANCES TO HISTORY BEFORE SPECIFIED YEAR (TFGLD6206M000).............................................. 75ARCHIVE / PURGE TAX TRANSACTIONS (TFGLD6207M000) ...................................................................... 77

Archiving Baan IV 5

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

6 APPENDIX.......................................................................................................................................... 88APPENDIX 1 ............................................................................................................................................... 88

Archiving Baan IV 6

Time is spent on developing procedures for entering data into an ERP system. Time is spent on developingprocedures for archiving of manuals, specs, drawings. But do we spend time on procedures to store historicelectronic data?

The answer to this question is in many cases no or insufficient or too late.

This document is written to create awareness on archiving, not as a technical solution to create diskspace,but as an integral part of your business processes.

What you are reading is version 0.5 of this document. It is made limited available to customers that haveattended Arhiving Workshops or that we have assisted describing and implementing there archivingprocesses.

We start this document with a chapter on Strategy. This, in our view, should be the starting point in anydiscussion around archiving. Chapter 3 will describe the technical setup of an archiving envirronment. Thefollowing chapters described the archiving sessions (including related purge sessions) in detail. We havetried to not only give a generic description, but also related tables, prerequisites and concequences ofarchiving.

We would like to ask you, as our first external readers, for feedback on this document in order to tailor it tothe need of our customers. Please send your feedback to [email protected] with subject FeedbackArchiving 0.5.

Release planning of this document:* October 2000: version 1.0 available* October 2000: version 0.5 of Archiving Baan V ERP available* Januari 2001: version 1.0 of Archiving Baan V ERP available

Thank you in advance for your feedback!

Baan Global Support / Enhancend Support Services, August 2000

1 Introduction

Archiving Baan IV 7

During the lifecycle of a system the operational data of the system will increase. Especially the dynamicdata like orders (sales, purchase, shop floor, etc), projects, invoices and your integration transactions willincreasingly demand disk space and could have a negative effect on the performance for your end-users.The answer looks simple, just remove data out of your life environment! Technically this is possible, but isthis also in line with your companies strategy regarding operational data?

Its not only your companies strategy towards operational data storage, but there are also legal requirements,which are different in every country. Also this effects, what you can and cannot do. (example tax-accounting)

Archiving is not a separate function; it is a solid component of your companies business processes. Itshould be carefully considered, deleting operational data from your system without thoughts is likeshredding e.g. the drawings of your products just to get some more space.

Although the most archiving sessions within standard Baan are moving data from a live company to anarchive company, it will influence the usage of this data. Closely related to archiving sessions, there aresessions that really only delete data from your live company. They are also described in this document.

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

Second step: what are the legal requirements?Legal requirements in most countries are applicable for financial data. Tax authorities might requirefinancial data to be stored for a certain number of years. Also in specific lines of business (e.g. aerospaceand defence) governments have their specific legal requirements, which will influence your archivingstrategy.

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

2 Archiving Strategy

Archiving Baan IV 8

Next stepsYou have decided what to store and when, (it is convenient to make a matrix for this, see appendix 1) whatyou want to do with the stored data and matched your requirements with the functionality of your softwareset-up.You can now embed the archiving sessions into your process flows and if required define function designsfor modified report and/or sessions.

By defining your storage and reporting needs you have also created the framework of the technical set-up ofthe archiving environment. In most situations it will be an environment, which is identical to the liveenvironment. E.g. if your live environment is single logistics - multi finance, your archive company willhave the same structure. There are exceptions to this rule:* If you want to use your archive as a semi-thrash can, it is not necessary to build a complete structure;

just one company is sufficient.* If you have the need for additional archives (e.g. per year or if you are reusing order series but want to

store all data), your archive structure can look at lot more complex than your live environment.Order series is an important issue to think about before you archive.

It is very important to finish these steps before you actually start running archiving sessions. In some casesthe process is irreversible, so unless you restore your backup you can loose valuable data. It is thereforehighly recommendable, that you create a test environment, in which you can simulate the archivingactivities and study the effects, before you start in your live environment.

This document is written to give you guidance, it will not cover all the unique situations that can occur inpractice nor can it cover all your business questions. It is therefore possible that one of our archivingspecialists will assist you defining your strategy, setting up the environment and running the sessions for thefirst time, to explain how they work in detail.

Archiving Baan IV 9

The place and function of creating the archive companynumberWithin the archive procedures, data is moved or copied to another company. At least one separatearchiving company must be created for each live company. If it is a policy to archive thetransactions by (financial) period, quarter or year, you can create an archive company for that particularperiod. It may be useful to define separate archive company numbers for logistic and financialtransactions. A disadvantage of this method can be the loss of relationships between logistic andfinancial transactions.

If you maintain the data in an archiving session, the Company Number For Archives field defaults to000. The system takes the history company number as specified from the Maintain CompanyParameters (tfgld0103m000) session. The company numbers you choose must be defined in tabletccom000 and linked to the operational company via the Assign Logical Tables session (ttaad4120).The most used convention is to use a company number beginning with 9 and having the same last twodigits as the operational company.

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

3 Technical Setup

Archiving Baan IV 5

Procedure (Part I)

MaintainCompanies

(ttaad1100m000)Convert to RTDD

Assign Tables toDatabase

(ttaad4111m000)

Convert to RTDD(ttaad4113s000)

Set Audit forMandatory Tables(ttaad4211s000)

Maintain TableDirectories

(ttaad4230m000)

Update_storage

Create Tables(ttaad4230m000)

Bbase /RDBMS ?

Define LogicalTable Linking

LinkArchive Company

toLive Company

Bbase

Log out / Login

Convert to RTDD

Conversion toRTDD

Start

1

Check / Create"spaces" in

RDBMS

RDBMS

Archiving Baan IV 6

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

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

Assign Tables to Database (ttaad4111m000)This step is merely a check. Mostly, these settings are already set as general as possible.

Baan Software needs to know in which format the data must be written. So it is necessary to assigntables to databases, because a database defines the format. A database can be for example Baan Base(also commonly known as B-Isam), Oracle 7.0, with or without Audit. Parameter tables are supposed tobe used together with Audit. The audit files reside in the directory as specified in the sessionttaad4116m000 Maintain audit file directories and through a conversion to RTDD in the file$BSE/lib/auditdef6.1. Mostly this is set correctly.

Archiving Baan IV 7

Switch audit on for the parameter tables (ttaad4211s000)Within BAAN IV it is mandatory to audit parameter tables. Changing parameters can have atremendous effect on procedures within a company. When audit is switched on for those tables alldatabase actions done on those parameter tables are stored in audit files. When something goes wrongin a daily procedure, the audit file can be checked to see whether a parameter has been changed and bywhom.

Most of the times these settings are specified for all companies instead having each company have itsown specifications. But its good to check it out.If necessary, you can start the sub session (ttaad4211s000) from the session ttaad4111m000)

Note : This session does not load any customised parameter tables.

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

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

Archiving Baan IV 8

Check / Create spaces in RDBMSIf your system is running a RDBMS you may want to create spaces for your Archive Company(ies)in order to be able to store your Archive Data separately from the Live data. You are referred to yourRDBMS documentation for creating the spaces. Within Baan there is a so called Storage File whichcontains information about where to store the data of certain companies. See the table below for a listof Spaces-terminology and the Storage-file for the Baan Software to be updated.

RDBMS Spaces Storage-FileOracle tablespaces ${BSE}/lib/ora/ora_storageInformix dbspaces ${BSE}/lib/informix/inf_storageDB2 collection ${BSE}/lib/db2/db2_storageSQL Server filegroup ${BSE}/lib/msql/msql_storageSee also the next step Update storage file.

Update _storage fileBaan Software makes use of a so-called Storage-file. This is a file in which an Administrator specifieswhere the Data is stored within the RDBMS. Below youll find an example of an ora_storage file.Since this file is read sequentially, we urge you to always put the specific settings at the top of thefile, and the general settings at the very bottom!

Example:*:199:T:group:0214:5:PCTFREE 5 TABLESPACE datarch INITRANS 3*:199:I:group:0214:5:PCTFREE 5 TABLESPACE idxarch INITRANS 3*:*:T:group:0214:5:PCTFREE 5 TABLESPACE datoper INITRANS 3*:*:I:group:0214:5:PCTFREE 5 TABLESPACE idxoper INITRANS 3

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

Archiving Baan IV 9

Logical Table Linking / Link Archive Company to LiveCompanyWhen your Baan System is running in a multi site set up, there will be Logical Table Linking. This is away of sharing data across your companies.Since you have an archiving company for every live company, make sure that the Logical TableLinking for your Archive Companies is set up likewise as it is between the Live Companies.

Example: tccom000 links

Where the group finance company live has the physical tccom000 table,And the rest has the logical link.

Between the Archive Companies and the Live Companies you cant have any Logical Links becauseof referential problems thatll occur when you do so. There are some exceptions though: tccom000 Company Data (This is to link Archive to Live) tttxt004 Text Windows tttxt005 Text Groups tttxt007 Default Text Group for Users by Text Field tttxt008 Default Text Group for Users

Please note that the existing logical links WITHIN the live companies, can also be set up for thearchiving companies, as long as these links are not between LIVE and ARCHIVE other than abovementioned.

Groupfinancecompany live

Groupfinancecompanyarchive

Logisticscompanieslive

Logisticscompaniesarchive

Archiving Baan IV 10

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

Logout / LoginYou need to logout and login again. This is important because the bshell-process will read several filesjust once at start-up. And so far in this procedure you have changed a couple of those files.Create Tables (ttaad4230m000)After the table directories are defined or the Storage-file is updated. Now its possible to create thetables of your new archive company. Select the whole range; the Logical Table Linking will take careof creating just the tables you really need.


Procedure (Part II)ParametersCopy the parameters from your Live-Company into the Archive-Company that belongs to it. Wevecomposed a file called params in which all necessary tables are listed. Here are some examples to copythe parameters:

$ bdbpre6.1 I params C 200 > params200.dmp$ bdbpost6.1 R f n m c 199 < params200.dmp

the files params, finance, employee and general can be downloaded from the Baan Support site.Solution number 103412

Finance DataCopy some Finance Data from your Live-Company into the Archive Company that belongs to it.Weve composed a file called finance in which all necessary tables are listed. Here are some examplesto copy the Finance Data:

$ bdbpre6.1 I finance C 200 > fin200.dmp$ bdbpost6.1 R f n m c 199 < fin200.dmp

Employee DataCopy some Employee Data from your Live-Company into the Archive Company that belongs to it.Weve composed a file called employee in which all necessary tables are listed. Here are someexamples to copy the Employee Data:

$ bdbpre6.1 I employee C 200 > empl200.dmp

$ bdbpost6.1 R f n m c 199 < empl200.dmp

General DataCopy some General Data from your Live-Company into the Archive Company that belongs to it.Weve composed a file called general in which all necessary tables are listed. Here are some examplesto copy the General Data:

$ bdbpre6.1 I general C 200 > gen200.dmp$ bdbpost6.1 R f n m c 199 < gen200.dmp

Check Archive General Data?If you want to check some General Data, you can use the following sessions:

Session Code Description Table

tcmcs0110m000 Maintain Countries tcmcs010

tcmcs0146m000 Maintain Languages tcmcs046

tcmcs0102m000 Maintain Currencies tcmcs002


Maintain Companies (tccom0100m000)

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

Repair Company Number for Archive CompanyEarlier in this procedure youve copied some Finance Data. So, in your Archive Company there aresome tables now who refer to Live company. This should be changed by running the session RepairCompany Number (tfgld9004m000) in your Archive Company. Mind the company structure.Maintain Company Parameters (tfgld0103m000)Take the next step in the procedure through the Maintain Company Parameters session. Most of thefields can be left empty.


Maintain Group Company Parameters (tfgld0101m000)With the Maintain Group Parameters session you can define the parameters for the group company.This includes some data applicable to all underlying companies, such as descriptions of the dimensions,the number of fiscal periods and the multi company structure, if required.

Maintain Periods (tfgld0105m000)In the previous session the number of fiscal periods and tax periods are defined. With the MaintainPeriods session the start and end dates have to be defined

Maintain Period Status (tfgld0107m000)The Maintain Period Status session makes it possible to indicate for each module (Accounts Payable,Accounts Receivable, Cash Management, and General Ledger) in what periods entries can and cannotbe made.


Maintain Company Parameters in LIVE company(tfgld0103m000)Using this session you specify your Archive Company, also called History Company.

Add archive company number to some sessions in the Live CompanyTo add the created archive company number as a default to Maintain SST parameters (tdsst0100m000) session Maintain PST parameters (tdpst0100m000) session

Purchase Statistics (tdpst0100m000)Go to the fourth form of this session and change the field: Archiving Company Number. Mind yourCompany structure. Here you specify where to archive the Purchase stuff.

Sales Statistics (tdsst0100m000)Go to the fourth form of this session and change the field: Archiving Company Number. Mind yourCompany structure. Here you specify where to archive the Sales Statistics.


Tables to be copied

Here is a list of tables to be copied from Live Companies into Archive Companies.General Data Employee Data Parameters Financetcmcs002 tccom001 cpcom000 tffst000 tpptc000 tfgld000tcmcs010 tcmcs001 cprpd000 tfgld003 tracs000 tfgld001tcmcs046 tcmcs003 pspmg000 tfgld004 trcde000 tfgld005

tcmcs010 tccom000 tfgld450 trdrp000 tfgld006tcmcs045 tccom999 tgeis000 trecs000 tfgld007tcmcs046 tcedi000 tibom000 trhec000tdilc001 tcmcs000 ticpr000 trpac000tdilc008 tcmcs002 ticrp000 trtcd000tihra110 tcmcs095 tiedm000 trtco000ticpr050 tdcms000 tihra000 trtfc000tirou001 tdilc000 tiitm000 trtfm000tppdm016 tdinv000 timps000 trtoc000tppdm067 tdltc000 timrp000 trtod000

tdpst000 tipcf000 trtoh000tdpur000 tipcs000 trtop000tdrpl000 tirou000 trtrc000tdsls000 tirpt000 trwoc000tdsls600 tisfc000 trwrc000tdsmi000 tpbop000 tssma000tdsst000 tphrs000 tuxch001tfacp000 tpism000tfacr000 tppbs000tfcal000 tppdm000tfcmg000 tpppc000tffas001 tpprc000tffas002 tppss000


Options bdbpre6.1

-s : Suppress messages-r : Recover Isam Table (Only for BISAM, BTAM)-K/-k : Backup/Drop table after creating dump-d : Database Driver type B(isam) (b)T(am) O(racle) I(nformix) S(ybase) D(B2) M(SQL-Server) N(onStop SQL) - remote system (name is ) [] - driver name [ specification ]-N : Table name (list) (ex: ttadv200)-I : File with table names-E file : Redirects errors to file-O file : Redirects output to file-C : Company number for given table (2 formats) 1. specific company number (ex: 000 001 ...) 2. Range of company number (ex: 001-999)-t : Seperator (Default: \0)

Creates individual ASCII File (.S) of Isam Tables-x : To create ASCII File with fix length record and without seperator-y : Skip out-of-domain records for fixed length dumps (-x)-z : Nullify out-of-domain records for fixed length dumps (-x) Creates individual ASCII File (fix length) (.F) of Isam Tables-o : Directory name to create seq file (.S or .F) Only useful when -t or -x is used-p : define package combination-q : Redirect terminal output to file output-file-u : Short usage-U : Usage-V/-v : Version information


Options bdbpost6.1

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

Required patches for releases before BIVc4Last modification date : 29 May, 2000

The list of required patches are:

Solution 4044

Solutions 75283, 20008, 100013 (in that order)

Solutions 7585, 77466, 100727 (in that order)

Solution 81837

Solution 82055

Solution 8239

Solutions 20202, 82317 (in that order)

Solution 12073


Archive budgets, tipcs0260m000SESSION OBJECTIVEWith this session you can move budget data to an archive company after which the data is deleted fromthe original table. With this session you are also able to retrieve archived budget data from the ArchiveCompany

HOW TO USE THE SESSIONIn the first form field you enter the range of budget codes you want to archive or to retrieve data for. Inthe second form field you enter the company number where to archive to or where to retrieve data.Furthermore you can choose for the options to archive general data and texts. If youve selected Yesin the form field Retrieve Budget Data, then the form field Archive General Data is set to No andcan not be changed.

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

INVOKED TABLES

Activities tdsmi200 ReadSales Quotation Lines tdsls002 ReadSales Quotation Lines History tdsls011 Read

4 Archiving logistics


Budgets tipcs001 Archived/deletedRestored

Calculation Parts tipcs002 Archived/deletedBudget Parts tipcs005 Archived/deletedBudget Calculation Codes tipcs100 Archived/deletedMaterial Sheets tipcs110 Archived/deletedRouting Sheets tipcs120 Archived/deletedOperation rates by Budgets tipcs130 Archived/deletedSubcontracting rates by Budget tipcs131 Archived/deletedCostprice Surcharges by Budget tipcs140 Archived/deletedCostprice Surcharge Bases by Budget tipcs141 Archived/deletedCostprices by Calculation Part tipcs150 Archived/deletedCosstprices by Budget tipcs160 Archived/deletedProjects tipcs020 Read/Cleaned up fieldsProduct Variant IDs tipcf500 Archived (reference)Product Variant Structure tipcf510 Archived (reference)Options by Product Variant tipcf520 Archived (reference)Sales Price Structure by Product Variant tipcf530 Archived (reference)

Prerequisites for the Archiving, Compression andRemoving sessionsBackup of the dataMandatory for the archiving session:* Archive Disposed Fixed Assets (tffas3300m000)* Archive and Purge Integration Transactions (tfgld4210m000)* Remove Fully Paid Purchase Invoices (tfacp2250m000)* Remove Fully Paid Sales Invoices (tfacr2260m000)* Archive / Purge Finance Transaction (tfgld6205m000)* Copy Balances to History before specified year (tfgld6206m000)* Archive / Purge Tax Transactions (tfgld6207m000)

Mandatory for the removing and compressing sessions:* Archive and Purge Integration Transactions (tfgld4210m000)* Purge and Compress Integration Transactions (tfgld4220m000)* Compress Integration Transactions (otfcor0217)

Before the real archiving starts in the finance package there should be a backup of the data beforingarchiving, removing or compressing is started. This backup should be stored and not be used again foranother backup.

Important for the following Archiving sessions is:* Archive Disposed Fixed Assets (tffas3300m000)* Archive and Purge Integration Transactions (tfgld4210m000)* Remove Fully Paid Purchase Invoices (tfacp2250m000)* Remove Fully Paid Sales Invoices (tfacr2260m000)* Archive / Purge Finance Transaction (tfgld6205m000)* Copy Balances to History before specified year (tfgld6206m000)* Archive / Purge Tax Transactions (tfgld6207m000)

If an archiving session is started and there is given a range which contains a lot of records, the systemwill need disk space to store a temp file. There must be done a check on the free disk space of thesystem.


Archiving company numberMandatory for the archiving session:* Archive Disposed Fixed Assets (tffas3300m000)* Archive and Purge Integration Transactions (tfgld4210m000)* Remove Fully Paid Purchase Invoices (tfacp2250m000)* Remove Fully Paid Sales Invoices (tfacr2260m000)* Archive / Purge Finance Transaction (tfgld6205m000)* Copy Balances to History before specified year (tfgld6206m000)* Archive / Purge Tax Transactions (tfgld6207m000)

In the session Maintain company parameters (tfgld0103m000) should be registered the companynumber AF the Archive Company on the line:History company:If no company number is present on the field History company, in the session Maintain companyparameters (tfgld0103m000), it will not possible to fill in a archiving company number any archivingsessionIf no company number is present on the field History Company in the session Maintain companyparameters (tfgld0103m000) and a particular archiving session is started in the finance package, thedata of the given range in that particular archiving session, will be deleted from the tables.

Session Maintain Integration Parameters (tfgld4510m000)Mandatory for the compression session:* Archive and Purge Integration Transactions (tfgld4210m000)* Purge and Compress Integration Transactions (tfgld4220m000)* Compress Integration Transactions (otfcor0217)

On the line Compress code for Cost Price Component can be defined a Cost price component. ThisCost price component will receive the compressed integration transactions.We strongly advice to define a special Cost price component for the Compressed integrationtransactions. This Cost price component must only be used for the compressing and not for the realCost calculation.It will now be visable if an integration transaction is compressed, this based on the special defined Costprice component.If the line Compress code for Cost Price Component is blank, the compressed integration transactionswill have no Cost price component.

Session Process delivered purchase orders (tdpur4223m000)Mandatory for the archiving session:* Archive and Purge Integration Transactions (tfgld4210m000)

The purchase integration transactions will only be deleted if the order is not present anymore in thetables tdpur040 till tdpur046In this session the line Delete order data must be set on Yes. And on the line End data must beregistered a data. The session will delete all closed purchase orders till the entered data, in thementioned tables.

Session Process delivered sales orders (tdsls4223m000)Mandatory for the archiving session:* Archive and Purge Integration Transactions (tfgld4210m000)

The sales integration transactions will only be deleted if the order is not present anymore in the tabletdsls040 till tdsls049.In this session the line Delete order data must be set on Yes. And on the line Delete up to (data)must be registered a data. The session will delete all closed sales orders till the entered data, in thementioned tables.


Session archive production orders (ticst0250m000)Mandatory for the archiving session:* Archive and Purge Integration Transactions (tfgld4210m000)

If the production is not closed and archived, the session will not archive the production integrationtransactionsVia the session Archive production orders (ticst0250m000), the production orders of the to archiveintegration transactions, must be archived. The pre-requisites of this session should be consider

Session Process/delete delivered replenishment orders (tdrpl2126m000)Mandatory for the archiving session:* Archive and Purge Integration Transactions (tfgld4210m000)

The replenishment integration transactions will not be archived, if they are not deleted and archived.

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

Correction program tpcor4110 Making it possible to delete tfgld410project recordsMandatory for the archiving session:* Archive and Purge Integration Transactions (tfgld4210m000)

To be able to archive project integration transactions (tp) the correction program otpcor4110 Makingit possible to delete tfgld410 project records should first be started. If this not done no projecttransactions will be archived. This correction program is deleting the project number in the tabletfgld410 of records of Projects with the status Closed, archived or deleted.


Session Customer statistics (tfcmg3200m000)Mandatory for the session:* Remove Fully Paid Sales Invoices (tfacr2260m000)Before starting the session Remove fully paid invoices sales invoices (tfacr2260m000), the sessionUpdate Customer statistics (tfcmg3200m000) must be started to update the Customer statistics. If thissession is processed, the status in the table tfacr200 on the field Statistics updated (tfacr200.stat) is setto Yes (1.) If this session Customer statistics (tfcmg3200m000) is not done, no fully paid invoices willbe archived or deleted. This, because the session Remove fully paid invoices sales invoices(tfacr2260m000) is checking on the status of the field tfacr200.stat. The field tfacr200.stat should havethe status Yes (1.)We strongly advise to run this session Customer statistics (tfcmg3200m000) in the period closingprocedure, before closing a period.If the session Customer statistics (tfcmg3200m000) is run, the start date should be the first year andperiod of the particular company.

The to archive year should be closedThis is mandatory for the session:* Archive / purge finance transactions (tfgld6205m000)

It is not possible to archive the data of the current year. Before any archiving of a particular year can bedone, the year should be closed via the normal Year-end procedure.

Closed years that can be archivedThis is check will be done for the session:* Archive / purge finance transactions (tfgld6205m000)It will not possible to archive a year which falls in the range of the current year, see session Maintaincompany paramaters (tfgld0103m000) on the line Actual year and the to store years, defined in thesession Maintain group company parameters (tfgld0101m000) on the line Numbers of years to store.For example if the current year is 2000 and the numbers of years to store is 2, than till the year 1997can be archived. When trying to archive the year 1998 a warning will be given and it will not bepossible to archive that year.

Archive production orders, ticst0250m000SESSION OBJECTIVEWith this session you can write data of closed production orders to an archive company.

HOW TO USE THE SESSIONIn the first formfield of this session you enter the production order up to which you want the data to bearchived. Only productionorders for standard items (anonymous), which have the status closed, willbe archived when running this session.


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

PREREQUISITES-Production orders for standard items must have status closed-In case of subcontracting, the purchase order linked to the operation must have been processed anddeleted via tdpur4223m000

INVOKED TABLESProduction Orders tisfc001 Archived/deletedReceipts tdpur045 ReadProduction Planning by Order tisfc010 deletedUtilization by week tisfc011 deletedUtilization by day tisfc012 deletedProduction schedules tirpt100 deletedEstimated and actual material cost ticst001 Archived/deletedEstimated and actual hours tisfc002 Archived/deletedHours Transactions tihra100 Archived

Archive costing history, ticst2250m000SESSION OBJECTIVETo archive historical costing data of closed production orders

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


PREREQUISITESNot applicable

INVOKED TABLES

Production Order History (Material usage) ticst021 Archived/deletedProduction Order History (Hours spent) ticst022 Archived/deletedOperation Times History by Item ticst030 Archived/deleted

Archive hours accounting, tihra1215m000

SESSION OBJECTIVETo archive hours accounting by employee.

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


PREREQUISITES-Hours transactions must have been processed (table field tihra100.htpr = yes)-If linked to a project, the project must have the status Archived-If the hours transaction is of type Production, Production batch or Service, the related orders musthave the status ArchivedOnly hours transactions who meet these prerequisites are archived.

INVOKED TABLES

Production Orders tisfc001 ArchivedProduction Batches pspmg001 ArchivedProjects tipcs020 ReadHours Accounting tihra100 Archived/deleted

Archive hours history, tihra3250m000SESSION OBJECTIVEThis sessions objective is to move historical hours accounting to the archive company.

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



INVOKED TABLES

Period table tihra300 ArchiveHours history by Workcenter tihra350 Archive/deleteHours history by Employee tihra360 Archive/deleteHours history by Machine tihra370 Archive/deleteCapacity flows between Workcenter tihra380 Archive/delete

Archive overall budget, tihra3225m000

SESSION OBJECTIVEThis session is used to archive budget-data by Workcenter and by Employee.

HOW TO USE THE SESSIONIn the first two fields of the form you enter the year and period upto which you want to archive budgetdata. The year must precede the current year.In the second form field you enter the number of the archive company in which the data should bestored.In the next fields you indicate whether general data (i.e. work centres, tasks) and texts should bearchived too. General data should be archived regularly, as these data are used in the archivingcompany for referential reasons. When general data has been archived lately, you could select No inorder to gain performance.



INVOKED TABLES

History Periods tihra300 ArchivedHours budget by Work center tihra310 Archived/deletedHours budget by Employee tihra320 Archived/deleted

Archive product variants, tipcf5290m000SESSION OBJECTIVETo store Product Variant data in an archiving company.

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


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

INVOKED TABLES

Sales Quotation Lines tdsls002 readSales Quotation History Lines tdsls011 readSales Order Lines tdsls041 readSales Order History Lines tdsls051 readCalculation Parts tipcs002 readCustomized Items tipcs021 readProduct Variant IDs tipcf500 archived/deletedProduct Variant Structure tipcf510 archived/deletedOptions tipcf520 archived/deletedSales Price Structure tipcf530 archived/deleted


Archive engineering item data, tiedm1250m000

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

HOW TO USE THE SESSIONWhen executing this session, all engineering data linked to the selected items will be archived to thearchive company. Be aware that Engineering Change Order (ECO) data will not be archived and thatexisting links to Engineering Item revisions will be lost.

In the form you can first enter a selection for engineering items and engineering revisions. If you justwant to archive up to a certain date you can leave these selections open. In the third form field youenter the date up to which you want the Engineering Item data to be archived. A date in the future canbe entered here so be aware to fill this field correctly!Next field you fill with the number of the archiving company. Be sure to enter the correct companynumber here; the system will ask for a confirmation of the correct company number, but as it checks ontable ttaad100 companies you could enter also a non-archiving company.In the next field you can select Yes or No for archiving general data via function itiitm0210.Depending on the frequency of archiving and on the number of changes in static data, general datashould be archived.In the last two form fields you can choose to archive texts and to overwrite existing texts.



INVOKED TABLESEngineering Item Groups tiedm001 ArchivedDrawing Sizes tiedm002 ArchivedDrawing locations tiedm003 ArchivedEngineering Items tiedm010 ArchivedEngineering Item Revisions tiedm100 Archived/ClearedEng. Item / Item relationships tiedm101 Archived/ClearedEngineering BOMs tiedm110 Archived/ClearedEBOM copy data tiedm120 ClearedCustomized Items tipcs021 Archived

Archive projects, tipcs2260m000SESSION OBJECTIVETo store project data in an archiving company or to retrieve project data from it.

HOW TO USE THE SESSIONWith this session you can move project data from closed projects to an archive company. The archivedproject data from the original files is then deleted, except for the project code (tipcs2101m000) becauseof references with other parts of BAAN IV. Customised Items are also not deleted because this data isrequired for rebuilding statistics in Purchase and Sales.If project data from the archive file is retrieved, the project data in the Archive Company is not deleted.

If project data is archived then the link between the archived product variant and the customised item(tipcs2121m000) will be removed. Also the EBOM-copy data for a project (tiedm1220m000) is deletedduring the archiving process.

In the first form field you can make a selection of Projects you want to archive or retrieve, next youenter the number of the company you want to store data in or retrieve data from. Make sure you enterthe correct company number here; Baan WILL asks for confirmation.In the next form field you choose for archiving or retrieval of data; select No if you want to archiveproject data. Furthermore you can choose to archive general data.

In the lower half of the form are several fields where you can select Yes or No. Per field you candetermine whether or not you want to archive or retrieve specific parts of project data. Be aware thatwhen archiving and No is selected for a specific part, that the data is deleted from the original table.


PREREQUISITES-The project must have status Closed-Project Financial Integration Transactions must be posted in the Finance-package-Purchase orders linked to the project should be processed in purchase statistics-Sales orders linked to the project should be processed in sales statistics-No subcontracting orders (PUR) should be present

INVOKED TABLES

Purchase Orders tdpur040 archivedPurchase Order Lines tdpur041 archived (4)Specific Addresses tdpur042 archivedReceipts tdpur045 archivedPurchase Invoices tdpur046 archivedSales Orders tdsls040 archivedSales Order Lines tdsls041 archived (4)Specific Addresses tdsls042 archivedDeliveries tdsls045 archivedProduction Orders tisfc001 archived\deleted (4)Estimated and Actual Material Costs ticst001 archived\deletedEstimated and Actual Hours ticst002 archived\deletedHours Accounting by Employee tihra100 archived\deleted (4)Working Time Tables tihra110 archivedConversion Factors tiitm004 archivedBudgets tipcs001 archivedBudget Calculation Codes tipcs100 archivedProjects tipcs020 archived\updatedCustomized Items tipcs021 archived\updated (1)Cust. Bills of Material tipcs022 archived\deleted (1)Cust. Routings tipcs023 archived\deleted (1)Project Stages tipcs024 archivedProjects Parts tipcs025 archived\deleted (1)


Project Structure tipcs026 archived\deleted (1)Operation Rates by Project tipcs300 archived\deleted (2)Subcontracting Rates by Project tipcs310 archived\deleted (2)Cost Price Surcharges by Project tipcs320 archived\deleted (2)Cost Price Surcharge Bases by Project tipcs330 archived\deleted (2)General Project Costs tipcs340 archived\deleted (2)Cost Prices by Customized Item tipcs350 archived\deleted (2)Cost Prices by Project tipcs360 archived\deleted (2)Activities by Project tipcs400 archived\deleted (1)Activity Relationships tipcs410 archived\deleted (3)Module Planning by Project tipcs420 archived\deleted (3)Capacity Load Table Codes tipcs430 archived\deleted (3)Capacity Load Tables tipcs431 archivedRough Capacity Utilization by Project tipcs450 archived\deletedPlanned PRP Warehouse Orders tipcs530 archived\deleted (4)Inventory Transactions by Cust. Item tipcs700 archived\deleted (4)Integration Transactions tfgld410 archived\deletedPosted Integration Trans.-credit lines tfgld417 archived\deletedIntegration references tfgld418 archived\deleted (5)Chart of Accounts for Financial ProjectTransactions

tipcs850 archived\deleted (5)

Product Variant IDs tipcf500 archivedProduct Variant Structure tipcf510 archivedOptions by Product Variant tipcf520 archivedSales Price Structure by Product Variant tipcf530 archivedClassified Items I tigrt040 archived\deleted (1)Classified Items II, for Searching tigrt041 archived\deleted (1)Lots tdltc001 archived (1)Values of Variable Lot Features by Item tdltc012 archived\deleted (1)Lot Transactions for Lot tracking tdltc102 archived\deleted (1)PRP Warehouse Orders (LTC) tdltc109 archived\deleted (1 + 4)Purchase Order History Lines tdpur051 readSales Order History Lines tdsls051 readEBOM-Copy Data tiedm120 deleted (1)

The numbers behind the tabletransaction refer to the choice-fields in the lower half of the form:1 = Archive Project Structure2 = Archive Project Calculation3 = Archive Project Master Schedule4 = Archive Project History5 = Archive Financial Project Data

NB: Business Impact :The project code (tipcs2101m000) is not deleted because of references with other parts of BAAN IV.Customized Items are not deleted because this data is required for rebuilding statistics in Purchase andSales.

NOTE that Archiving project history will archive/delete the project related SFC orders.


Process delivered purchase orders, tdpur4223m000

SESSION OBJECTIVEWith this session you can clear all operational data of purchase orders. Operational (detailed) data isdeleted from the tables and turnover data will be written to the history tables.

HOW TO USE THE SESSIONThe operational data will only be cleared from the tables if you select yes on the first field, DeleteOrder data.If you delete order data you will lose the details on the order header, order lines, specific addresses, andreceipts. In stead of the details you have a more general look on the data by viewing the history.Deleting the order data is an irreversible process.The system comes up with no by default, in which case the order data will only be processed (writtento the history), not deleted. After this you can enter the date up to which you want the Purchase ordersbe processed or deleted. If the Finance-package is implemented, it is advised NOT to remove orderdata within a fiscal year that has not yet been closed.The reason for not removing within the fiscal year is that the GRINYA process uses this information.GRINYA= Goods Received Invoice Not Yet Approved.Furthermore it is recommendable to check if the logistical balance for not invoiced receipts matches thebalance of the GRINYA accounts for the periods up to which you want to delete Purchase order data.

Successively the following steps are executed by this session:

Processing Purchase order data-Updating the order history

The turnover data is written to the order history. This happens only if the parameter LogPurchase Order History in the session Maintain Purchase Order History Parameters,tdpur5100m000 is set to Yes

-Updating the data on the related contractLowering the called quantity and amount, raising the invoiced quantity and amount. Writingthe turnover to the contract history. This is only done if the parameter Log Turnover onContract in the session Maintain Purchase Contract Parameters, tdpur3100m000 has beenset to Yes. This step will allow you to see which order has called off a quantity for acontract

-Updating the average/latest purchase priceIf the Finance-package has been implemented, this is done during the invoice matchingprocedure you can carry out after approving the invoice in the session Approve ReceivedPurchase Invoices, tfacp1104m000.

-Updating the order price in the purchase order historyIf the Finance-package has been implemented, the order price is corrected in the order historyin case the price paid differs from the price on the order line.

-Updating the supplier's open balance-Updating the Tax data for the EU-Processing Sales deliveries for Direct Purchase orders

Deleting Purchase order dataIf you indicate that the order data is to be deleted, the following data will be cleared up to the entereddate:-Invoice data-Receipt lines-Order specific BOM lines-Purchase order lines to work-in-process-Purchase order lines-Specific Delivery address-Specific Postal address-Inbound data (if ILC is implemented)


-Purchase order heading-Inspection data-Approval data

Depending on the parameter Delete Order Data if Received Completely in the session MaintainPurchase Order Parameters, tdpur4100m000, data is cleared by order line or by order. If you select thesecond option, you will always have the receipt data of the entire order at your disposal, as long as notall items to be delivered have been received.

PREREQUISITESA purchase order line can only be deleted if the following criteria are met:-Backordered quantity is 0 or line has been cancelled-Order history has been updated-Purchase invoice matching procedure has been carried out (if Finance-package is implemented)-Project has been archived or deleted (for project related purchases)-Inbound advice has been fully processed-There is no longer a link with a transportation order (in the package Transportation the link betweentransportation and purchase order is cleared when the transportation order has been processed)-Invoice date must lie before the date entered on the screen; if the invoice is not printed, the receipt dateis used.

INVOKED TABLESCompanies tccom000 ReadAdditional Statistical Information sets tccom705 ReadImport/Export Statistics tccom710 UpdateLink (BOM/Material, Routing/Operations) tcqms012 ClearedOrder specific Inspections tcqms049 ClearedOrder specific Inspection Data (Header) tcqms050 ClearedOrder specific Inspection Data (Lines) tcqms051 ClearedInventory Data by Location and Lot for Inspection tdilc111 ClearedInbound data tdilc402 Cleared


Items tiitm001 ReadPCS parameters tipcs000 ReadCurrencies tcmcs002 ReadOrder Steps tcmcs039 ReadOrder Types tcmcs042 ReadProjects tipcs020 ReadCustomized Items tipcs021 ReadPurchase Orders tdpur040 ClearedPurchase Order Lines tdpur041 ClearedSpecific Addresses (P.O.) tdpur042 ClearedReceipts tdpur045 Updated/ClearedPurchase Invoices tdpur046 ClearedPurchase Order Bills of Material tdpur047 ClearedPurchase Receipts for Posting to Work-in-Process tdpur048 ClearedPurchase Contracts tdpur300 ReadPurchase Contract Lines tdpur301 UpdatedPurchase Contract Line History tdpur306 UpdatedSales Orders tdsls040 ReadSales Order Lines tdsls041 UpdatedDeliveries tdsls045 UpdatedS.O. Bills of Material tdsls047 ReadWarehouses tcmcs003 ReadCountries tcmcs010 ReadFinancial Companies tfgld004 ReadEnd dates by Year tfgld006 ReadOther tables i.e. tdpur050, tdsls051, tdsls300 are updated by functions called from this program scriptof tdpur4223

NOTE 1.Purchase Order History is not deleted by this session. If necessary, the Purchase Order History can bedeleted using session tdpur5201m000 Print/Delete P.O.History. Be aware that history-records areused for updating Purchase Statistics. If records are deleted, a full update of the Purchase Statisticswill become impossible. So before you delete P.O.History, run a full update of the Purchase Statisticsvia session tdpst0201m000.

NOTE 2.This session is not a real archiving session: data of purchase orders is not stored in an archivingcompany. The session is mentioned here, as this session is crucial in the archiving process and in somecases.

Process delivered sales orders, tdsls4223m000

SESSION OBJECTIVEBy executing this session, you can process and delete the data of delivered Sales Orders from thetables.

HOW TO USE THE SESSIONIn the first field you enter whether or not you want to process the data of the delivered Sales Order.Select Yes, which is coming up by default, if you want to. Also select Yes on the next field DeleteOrder data if you want the operational (detailed) data to be deleted. After you have selected Yes, youcan enter a date up to which you want Order data to be processed and deleted.If you delete order data you will lose the details on the order header, order lines, specificaddresses, bill of lading, and deliveries. In stead of the details you have a more general lookon the data by viewing the history. Deleting the order data is an irreversible process.

If the Finance-package is implemented, it is advised NOT to remove order data within a fiscal year thathas not yet been closed.


The session carries out the following actions:-Generating financial transactions-Updating the customers open balance-Updating the data on the related Sales contract-Generating EU transactions-Updating the Sales order history-Deleting the Sales order data

If you indicate that the order data is to be deleted, the following data will be removed from the tablesup to the entered date:-The Sales Order header and lines-Bill of lading data-Outbound data (if ILC is implemented)

Depending on the parameter Book Costprice Immediately of projects related to processed salesorders, session Calculate Cost Prices by Project tipcs3250m000 will be started automatically tocalculate the estimated/actual cost price by project in order to calculate and post the costs of goods soldfor such projects.

Depending on the parameter Method of Deleting Order Data in the session Maintain Sales OrderParameters, tdsls4100m000, data is cleared by order line or by order. If you select the second option,you will always have the receipt data of the entire order at your disposal, as long as not all items to bedelivered have been shipped.


PREREQUISITESSales order lines are only deleted if the following criteria are met:-There is no backorder quantity-Financial transactions must have been created and the turnover history updated-The project for project-related sales must have been archived-If the Sales order is an instalment order, the customer must have been invoiced for all instalments, andthe order must have the status "Closed"-For the orderliness is no RPL-order present

INVOKED TABLESThe following tables are used when processing and deleting Sales Order DataMaintain Statuses Tcmcs096 UpdateLate Payment Surcharges Tcmcs011 ReadTerms of payment Tcmcs013 ReadOrdersteps Tcmcs042 ReadInvoice methods Tcmcs055 Read

Parameters Tcmcs095 ReadTaxcodes by country Tcmcs036 ReadCustomers Tccom010 ReadAdditional Statistical Information Sets Tccom705 ReadCOM Parameters Tccom999 ReadImport-/Exportstatistics Tccom710 UpdateSales Listing Data Tccom700 UpdateSales deliveries Tdsls045 Read/update/deleteDelivered SO to be processed Tdsls049 UpdateSales Order Headers Tdsls040 Read/update/DeleteSales Order Lines Tdsls041 Read/update/DeleteSales Parameters Tdsls000 ReadInstallment Schedules Tdsls048 ReadSales Order Bill of Material Tdsls047 Read/deleteSales Order Line History Tdsls051 Update


Sales Contract Lines Tdsls301 UpdateSales Contract Lines History Tdsls306 UpdateOrder priority simulations Tdsls026 DeleteSpecific Addresses Tdsls042 DeleteBill of Lading Data Tdsls043 DeleteOutbound Data Tdilc401 Read/deleteLots Tdltc001 ReadILC Parameters Tdilc000 ReadDRP Parameters Trdrp000 ReadIntegration Transactions Tfgld410 UpdateAdditions to Integration Transactions Tfgld415 UpdateProjects Tipcs020 Read/updateCostprizes by Cust. Item Tipcs350 ReadPCS Parameters Tipcs000 ReadItem data Tiitm001 ReadStandard Costprizes by Item Ticpr300 ReadCostprize components Ticpr010 ReadPCF Parameters Tipcf000 Read

NOTE 1.The Sales Order History in table tdsls050 and tdsls051 is not deleted by running this session. Ifnecessary, the S.O.History can be deleted by executing session tdsls5201m000 Print Delete Sales OrderHistory.Business impact can be that when deleting sales order history, you will lose information on the productvariants that were sold. This information on product variants might be needed for your business to runthe session tipcf6410m000 (Print product variant statistics), to get a good overview on what option setsare popular in demand.Before the S.O.History is deleted, the Sales Statistics should be fully updated. After deleting thehistory records this will not be possible anymore!

NOTE 2.This session is not a real archiving session: data of sales orders is not stored in an archiving company.The session is mentioned here as this session is crucial in the archiving process and in some casesmandatory in order to be able to archive other data.

Archive/delete Purchase Statistics, tdpst0202m000

SESSION OBJECTIVEWith this session you can archive and/or delete the Turnover, Order Intake, Cancellations Statisticsand/or the Purchase Budgets. The data will be deleted from the tables and transferred to the tables inthe Archive Company where the Purchase statistics can be displayed/printed

HOW TO USE THE SESSIONFirst you fill in the statistical year(s) you want to archive/delete. After this you can choose for everytype of statistic whether or not it should be archived/deleted. So type Yes for Turnover, Order Intake,Cancellations and Budgets if you want these statistics to be archived or cleared.The next option is the Transaction type, meaning what you want to do: Archive the data or clear thedata from the tables. The system comes up with Archiving by defaults.The next two fields concern texts. You can archive texts and you can choose for overwriting texts thatare already present in the Archive Company.

You can display the archived purchase statistics and budgets in the Archive Company, which is filled inthe field "Archiving Company Number" in the Purchase Statistics Parameters (tdpst0100m000)session. After archiving the statistics it is necessary to create new sort codes and layout codes in theArchive Company in order to view the statistics. This can be done in the Maintain Purchase StatisticsSort Codes (tdpst0194m000) session and in the Maintain Purchase Statistics Layout Codes(tdpst0196m000) session.


The session Archive/Delete Purchase Statistics tdpst0202m000 activates an included functiontiitm0210 Archive General Data Industry that takes care of archiving item data, units and unit sets andother general data into the Archive Company.

PREREQUISITES

INVOKED TABLESPur. Statistics Master file (Turnover) Tdpst010 Archived/clearedPur. Statistics Master file (Order Intake) Tdpst015 Archived/clearedPur. Statistics Master file (Cancellation) Tdpst018 Archived/clearedPur. Statistics Compression (Turnover) Tdpst020 ClearedPur. Statistics Compression (Order Intake) Tdpst025 ClearedPur. Statistics Compression (Cancellation) Tdpst028 ClearedPur. Statistics Sort file Tdpst030 ClearedPurchase Budgets Tdpst050 Archived/clearedPurchase Statistics Sort Codes Tdpst094 ReadPur. Stat. Discount Type (Turnover) Tdpst110 Archived/clearedPur. Stat. Discount Type (Order Intake) Tdpst115 Archive/clearedPur. Stat. Discount Type (Cancellation) Tdpst118 Archive/clearedPur. Stat. Compression for Disc. Type (Turnover) Tdpst120 ClearedPur. Stat Compression for Disc. Type (Order Intake) Tdpst125 ClearedPur. Stat. Compression for Disc. Type (Cancellation) Tdpst128 ClearedPurchase Budgets by Discount Type Tdpst150 Archived/cleared

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


Archive/delete Sales Statistics, tdsst0202m000

SESSION OBJECTIVEWith this session you can archive and/or delete the Turnover, Order Intake, Cancellation statisticsand/or the Sales Budgets. The data will be deleted from the tables and transferred to the tables in theArchive Company where the Sales Statistics can be displayed/printed

HOW TO USE THE SESSIONFirst you fill in the statistical year(s) you want to archive/delete. After this you can choose for everytype of statistic whether or not it should be archived/deleted. So type Yes for Turnover, Order Intake,Cancellations and Budgets if you want these statistics to be archived or cleared.The next option is the Transaction type, meaning what you want to do: Archive the data or clear thedata from the tables. The system comes up with Archiving automatically.The next two fields concern texts. You can archive texts and you can choose for overwriting texts thatare already present in the Archive Company.

You can display the archived Sales Statistics and budgets in the Archive Company, which is filled inthe field "Archiving Company Number" in the Sales Statistics Parameters (tdsst0100m000) session.After archiving the statistics it is necessary to create new sort codes and layout codes in the ArchiveCompany in order to view the statistics. This can be done in the Maintain Sales Statistics Sort Codes(tdsst0194m000) session and in the Maintain Sales Statistics Layout Codes (tdsst0196m000) session.

The session Archive/Delete Sales Statistics tdsst0202m000 activates an included function tiitm0210Archive General Data Industry which takes care of archiving item data, units and unit sets and othergeneral data into the archive company



INVOKED TABLESSales Statistics Master file (Turnover) Tdsst010 ArchivedSales Statistics Master file (Order Intake) Tdsst015 ArchivedSales Statistics Master file (Cancellation) Tdsst018 ArchivedSales Statistics Compression (Turnover) Tdsst020 ClearedSales Statistics Compression (Order Intake) Tdsst025 ClearedSales Statistics Compression (Cancellation) Tdsst028 ClearedSales Statistics Sort file Tdsst030 ClearedSales Budgets Tdsst050 ArchivedSales Statistics Sort Codes Tdsst094 ReadSales Stat. Discount Type (Turnover) Tdsst110 ArchivedSales Stat. Discount Type (Order Intake) Tdsst115 ArchivedSales Stat. Discount Type (Cancellation) Tdsst118 ArchivedSales Stat. Compression for Disc. Type (Turnover) Tdsst120 ClearedSales Stat Compression for Disc. Type (Order Intake) Tdsst125 ClearedSales Stat. Compression for Disc. Type (Cancellation) Tdsst128 ClearedSales Budgets by Discount Type Tdsst150 Archived

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

Archive Warehouse Transactions by Item, tdinv1201m000

SESSION OBJECTIVEThis session is used to archive Inventory transactions, which originate from Warehouse orders.

HOW TO USE THE SESSIONThis session will archive the inventory transactions from the Warehouse Orders by Item table(tdinv100). If Inventory Location Control (ILC) is implemented, this session will also archive recordsfrom the table Warehouse Order Transactions by Lot and Location (tdilc102) and from the tableWarehouse Order Transfers by Lot and Location (tdilc103).

In the first field of this session you determine up to which date you want to archive the Inventorytransactions. Make sure not to archive data that is in the near past, as this action will delete recordsfrom the table and you still may need those recent data.In the second field the company number for Archiving should be entered, so the company number towhich the data should be copied.

If you want text to be archived as well, select Yes in the third field. If you want text that is alreadypresent in the Archiving company to be overwritten by the actual data, select Yes in the fourth fieldof this session


PREREQUISITES-Warehouse order must have the status closed

INVOKED TABLESWarehouse orders by Item Tdinv100 ArchivedWarehouse order Transactions by lot and location Tdilc102 Archived (if transactiontype =

inventory transfer)Warehouse order Transfers by lot and location Tdilc103 Archived (if transactiontype =

inventory transfer)

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

Archive Inventory Transactions by Item, tdinv7210m000

SESSION OBJECTIVEThis session is used to archive Inventory Transactions by item

HOW TO USE THE SESSIONInventory transactions by item are changes in the items inventory and result from for example receiptson purchase orders, deliveries on sales orders and issue of receipt on production orders. All theseinventory transactions are stored in table tdinv700 Inventory Transactions by Item.

This session tdinv7210m000, Archive Inventory Transactions by Item, will remove inventorytransaction from this table tdinv700 up to a certain date. The Historical Inventory Balance and Date ofHistorical Inventory Balance fields in the Maintain Items by Warehouse session (tdinv0101m000)(table tdinv001) are updated by this session.


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


INVOKED TABLES

Companies Tccom000 ReadStatuses Tcmcs096 UpdateItem data by Warehouse Tdinv001 Update (historical stock balance)Inventory Transactions by Warehouse Tdinv700 Archived

This object otdinv7210 uses the functions itiitm0210, itcmcs008 and itfgld0026. These functions(includes) ensure the copying of actual general data to the archiving company, so that references arepresent to support the table tdinv700 in the Archiving company.

NB. Business Impact: Table tdinv700 is used in the Inventory valuation and in the MPS-forecastcalculation. Be aware that after running this archiving session, the data is no longer available in theoperational system to perform such analysis.If you use MPS forecasting, be aware that archiving will remove historical inventory data, which is thebasis for forecasting.


Archive Item Issue by Period/Warehouse,tdinv7250m000/tdinv7260m000

SESSION OBJECTIVEObjective of these sessions is to archive the item issue by period and the item issue by warehouse andperiod.

HOW TO USE THE SESSIONDepending on the parameter setting in the INV-parameters, tdinv0100m000, the issue of an item islogged in two separate tables. If the parameter Item Issue History is set to Yes , item issue by periodwill be logged in tale tdinv750. If the parameter Item Issue History by Warehouse is set to Yes ,item issue by warehouse and period will be logged in table tdinv760. These historical data can bearchived using the mentioned sessions.

In session tdinv7250m000, Archive Item Issue History by Period, you have to choose up to whichyear you want to archive the item issue history. Make sure not to archive recent data. After this choiceyou select the company number to which you want the issue data to be archived. Theres also theoption to archive text.In session tdinv7260m000, Archive Item Issue by Warehouse, youll find the same form fields andoptions as in tdinv7250m000. The difference between those two is the tables they invoke



INVOKED TABLES

Companies Tccom000 Read (both)Item Issue by Period (history) Tdinv750 Read/delete (tdinv7250)Item Issue by Warehouse (history) Tdinv760 Read/delete (tdinv7260)

In both sessions the functions tiitm0210, tcmcs008 and tfgld0026 are executed. These functions(includes) ensure the copying of actual general data to the archiving company, so that references arepresent to support the tables tdinv750 and 760 in the Archiving company.

NB. After archiving the Item Issue data, running specific sessions might lead to different results. Forexample the Perform ABC-analysis by Item (tdinv6210m000) and the Perform Slow moving Analysisby Item (tdinv6220m000) make use of the data stored in tables tdinv750 and tdinv760. It is best toperform these analysis before archiving this data.Also performing history analysis to calculate demand forecast by item (session tdinv4230m000) will beeffected by this archiving session, run the calculation before archiving if you use demand forecasting.

Archive stock history by location, tdilc3211m000SESSION OBJECTIVEBy using this session the user is able to archive or delete the inventory transactions done for locationswithin warehouses.

HOW TO USE THE SESSIONTo archive the history of inventory transactions by locations, the module Inventory Location Controlmust be implemented and the parameter Log Physical Inventory Transactions by Location in thesession Maintain ILC-parameters must be set to yes. If this is field is set to No, Baan will notbuilt up any records of inventory history by location, which makes it impossible to archive.

In the first field of the session form you can choose if you want the stock history data to be de

archiving 05

Documents

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match requirements

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table of contents

technical setup

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