ARCHIVING

Why Archive – To increase the efficiency of the system. Reports take less time to run, updates of system tables and files are a lot faster, and enquiries are also improved.

When to Archive – Prior to archiving it is a good idea to do a system backup. It is a good idea to run the archive routines prior to running the year-end. It is not a must to archive, but if your system has a lot of data on it, and is not running efficiently, then it is a good idea to archive. It is suggested that you hold no more than a year and a half’s data in the live system.

What happens to Archived Data? – Archived data is still available to the user, but for enquiries only. The data is stored in a separate area from the main data, and can be accessed at any time. The data is not lost, but you will not be able to carry out any changes to it.

There is an archive function in most modules of CS/3 and Enterprise, although most organisations only the five major modules. These are N/L, A/R, A/P, POP, and SOP.

N/L Archive – The option allows you to select transactions by age, and to archive them to a directory defined in system key NLARCHDIR. (You can subsequently copy this data to disk or tape, and delete archive records you do not wish to immediately enquire on.)

You need to specify a unique name for the archive file, this file name will also need to be specified for any subsequent enquiries. It is a good idea to have a predefined file structure policy, that all system users are familiar with.

You can specify at the time of archive the number of periods of data to be retained on the system. The details of the transactions to be archived are deleted from the Transaction file, but can be retained in summary form if you choose. Summarised transactions may be archived at a later date and are then deleted from the current Transaction file. You can of course continue to create summary records.

Note – Archiving Periods, are the periods you do not want archived, e.g. if you wish to keep the last 2 years transactions you enter 26, assuming you are in period one and have a 12 period calendar. This number includes your adjustment periods as well.

There is a separate option available for enquiry on just the archived transactions. This programme works in the same way as the normal Transaction Enquiry program, but you must specify the directory path, were the archived files are held.

A/R Archive – The option archives closed transactions prior to and up to a given date. The archive program will remove those transactions from the current A/R transaction file and copy them to a pre-defined directory designated in system key SLARCHDIR, although this can be overridden from within the archive program.

You need to specify a unique name for the archive file, this file name will also need to be specified for any subsequent enquiries. It is a good idea to have a predefined file structure policy, that all system users are familiar with.

At the end of the archive process a report is spooled which shows all items that have been archived, and the reasons why any transactions could not be archived.

There is a separate option available for enquiry on just the archived transactions. This programme works in the same way as the normal Transaction Enquiry program, but you must specify the directory path, were the archived files are held.

A/P Archive – The process is identical to that described in A/R Archive above, the designated directory is held in system key PLARCHDIR.

POP Archiving – is carried out using the Remove Completed Orders option on the Housekeeping Menu.

For archiving to be carried out system key POARCHIVE needs to be set to YES – if this key is not set to YES the system will delete completed orders and will not archive. It is a good idea to do a system backup prior to commencing the archive process.

The archive directory address is controlled by system key POARCHDD.

The program will delete and archive all fully invoiced orders marked for deletion, up to and including the specified cut-off date. It will request conformation of the archive directory, and the archive set name.

You need to specify a unique name for the archive file, this file name will also need to be specified for any subsequent enquiries. It is a good idea to have a predefined file structure policy, that all system users are familiar with.

Depending on how the system is set up, purchase orders may be archived if:-

System keys that control this process include POARCHSET, and POCOMPLETE, in addition to those already specified.

There is a separate option available for enquiry on just the archived transactions. This programme works in the same way as the normal P/O Enquiry program, but you must specify the directory path, were the archived files are held.

S/O Archive – Is similar to P/O Archive described above, controlling system keys are, OPARCHIVE, OPARCHSET, and OPARCHDD.

Things to be aware of – There is no data dictionary for the archived files, so you will not be able to report on them unless you create dictionary entries for the tables you wish to report on.

Known bugs – there are two known bugs for users of CS/3 v2.1 and v3.

If you have any doubts regarding the operation of these facilities test them in your "Demo System".

If you have any doubts regarding the status of your software versions contact your reseller.

Further information about archiving can be found on the ONLINE DOCUMENTATION CD supplied with your SES software.