Baan Archive User Manual

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Archiving IV


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Baan IV Education Series

Baan IV Archiving

Student Manual


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Document Information

Document

Series . . . . . . . . . . . . . Baan IV Education Series

Course Name. . . . . . . Baan IV Archiving

Package

Code. . . . . . . . . . . . . . P-ARCH-4.0c

Type . . . . . . . . . . . . . . Student Manual

Revision. . . . . . . . . . . May 17, 2005

Copyright 2003, SSA Global Technologies, Inc. All rights reserved.

No part of this publication may be reproduced, stored in a retrieval system, ortransmitted in any form or by any means, photocopying, recording, or otherwise,without prior written consent of SSA Global Technologies, Inc. No patent liabilityis assumed with respect to the use of the information contained herein. SSA GlobalTechnologies, Inc. assumes no responsibility for errors or omissions. Thispublication and features described herein are subject to change without notice. SSA

Global Technologies, Inc. makes no representations or warranties, either expressedor implied, by or with respect to anything in this manual, and shall not be liable forany implied warranties of merchantability or fitness for a particular purpose or forany indirect, special or consequential damages.


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Baan Archiving OptimizationServices

System usage leads to ever increasing data volumes. As this volume increases,system performance is reduced. You will encounter system limitations ifnothing is done. To avoid business standstill situations, you must take stepsto manage this data before it manages you. Baan IV Archivingis thatcritical step towards continuous data management.

To assist with archiving in Baan IV, SSA Global One Point offers severalArchiving Optimization services. These services put you (our customer) on apath towards a streamlined production database and increased performance.

Each service is designed with the intention of providing several levels ofassistance to you! These services include:

Standard Workshops

To learn about general Archiving practices and how they are implemented inBaan IV, you can register for standard workshops. These workshops areinstructor-led and are held either remotely or at an SSA Global Educationcenter.

Customized Workshops

A customized workshop can be arranged to help you learn about Archivingas well as develop an archiving strategy and plan that is specific to yourorganization. Typically, these workshops are held at your company locationin order to work closely with your key users and IT personnel. The workshopcan also be held remotely on request. If required, SSA Global resources canactually execute your archiving plan for you.

These services are based on standard functionality of the software.Customized software solutions can be developed as required for your specific

business requirements.


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vii

Contents

Contents..............................................................................v

Course Introduction ......................................................... ix

Archiving Strategy ...........................................................1-1

What is Archiving? ......................................................................................... 1-2Company Policy Regarding Archiving ........................................................ 1-3Legal Requirements Regarding Archiving .................................................. 1-4Considerations for Archiving ....................................................................... 1-5

Application (Business) Areas ................................................................... 1-5Technical Areas.......................................................................................... 1-5

Technical Setup ...............................................................2-1

Number of Archiving Companies ............................................................... 2-2Numbering Convention................................................................................ 2-3Preparations .................................................................................................... 2-4Archive Companies Creation ....................................................................... 2-5

Maintain Companies.................................................................................. 2-5Assign Tables to Database........................................................................ 2-7Maintain Table Directories (BAAN Base (TP))..................................2-10

Check / Create spaces in RDBMS.................................................... 2-11Logical Table Linking.............................................................................. 2-11Create Tables............................................................................................2-15

Data Setup in Archive Company............................................................... 2-16Copy General Data.................................................................................. 2-16Tables Updated ........................................................................................ 2-20Check General Data ................................................................................2-21Maintain Company Data......................................................................... 2-21

Lesson 1

Lesson 2


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Contents Baan IV Archiving

viii

Repair Company Number ......................................................................2-22Maintain Company Parameters.............................................................. 2-24Initialize Parameters ................................................................................2-26Reference Check...................................................................................... 2-27Default Text Group By User ................................................................. 2-28

Parameters in Live Companies................................................................... 2-29Maintain Company Parameters.............................................................. 2-29Maintain Group Company Parameters................................................. 2-30Maintain Integration Parameters ........................................................... 2-31Maintain PST Parameters ....................................................................... 2-32Maintain SST Parameters........................................................................ 2-33

Tips and Tricks ............................................................................................. 2-34Authorizations.......................................................................................... 2-34Data Backup .............................................................................................2-34Count of Records Archived ................................................................... 2-34Archive General Data.............................................................................. 2-35

Post Archiving .............................................................................................. 2-36

Reorganize Tables.................................................................................... 2-36Text Handling........................................................................................... 2-37

Logistics ArchivingDistribution Archiving ....................................................3-1

Process Delivered Purchase Orders............................................................ 3-2Process Purchase Order Data.................................................................. 3-3

Process Delivered Sales Orders ................................................................... 3-5Process Sales Order Data ......................................................................... 3-6

Archive / Delete Purchase Statistics ........................................................... 3-7Archive / Delete Sales Statistics ................................................................ 3-10Archive and/or Delete Purchase Orders.................................................. 3-13Archive and/or Delete Sales Orders ......................................................... 3-16Archive and/or Delete Purchase Order History..................................... 3-19Archive and/or Delete Sales Order History ............................................ 3-22Process / Delete Delivered Replenishment Orders................................ 3-24Archive Warehouse Transactions by Item ............................................... 3-26Archive Inventory Transactions by Item.................................................. 3-28Archive Item Issue by Period..................................................................... 3-30Archive Item Issue by Warehouse............................................................. 3-32Archive / Delete Inventory History by Location.................................... 3-34Delete Sessions............................................................................................. 3-36

Manufacturing Archiving ................................................4-1

Archive Budgets ............................................................................................. 4-2Archive Production Orders .......................................................................... 4-5Archive Costing History................................................................................ 4-7Archive Hours Accounting........................................................................... 4-9Archive Hours History ................................................................................ 4-11

Lesson 3

Lesson 4


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Baan IV Archiving Contents

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Archive Overall Budget............................................................................... 4-13Archive Product Variants............................................................................ 4-14Archive Engineering Item Data................................................................. 4-16Archive (PCS) Projects................................................................................ 4-18Delete Sessions............................................................................................. 4-22

Process Archiving ............................................................5-1Archive Production Batches......................................................................... 5-2Archive Costing History................................................................................ 5-4

Projects Archiving ...........................................................6-1

Archive Projects ............................................................................................. 6-2Archive Estimates ........................................................................................ 6-11Delete Sessions .............................................................................................6-15

Service Archiving .............................................................7-1

Delete Sessions............................................................................................... 7-2

Transportation Archiving................................................8-1Delete Sessions............................................................................................... 8-2

Finance ArchivingFinance Archiving ...........................................................9-1

Archive and Purge Integration Transactions ............................................. 9-2Remove Fully Paid Sales Invoices ............................................................... 9-7Remove Fully Paid Purchase Invoices ........................................................ 9-9Archive / Purge Finance Transactions ..................................................... 9-11

Compress Finalized Transactions.............................................................. 9-13Copy Balances to History Before Specified Year .................................... 9-15Archive / Purge Tax Transactions ............................................................ 9-17Remove Posted / Canceled Sales Invoices ..............................................9-18Delete Posted Interest Invoices ................................................................. 9-19Remove Posted Payment Batches ............................................................. 9-20Remove Posted Direct Debit Batches ...................................................... 9-21Delete Ratio History .................................................................................... 9-22Archive Disposed Fixed Assets ................................................................. 9-23Delete Fixed Assets...................................................................................... 9-25Delete FAS Simulation Tables ...................................................................9-27

Lesson 7

Lesson 8

Lesson 5

Lesson 6

Lesson 9


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xi

Course Introduction

Time is spent on developing procedures for entering data into an ERPsystem. Time is spent on developing procedures for archiving manuals,drawings, specs and other hard-copied documents. But do we spend time onprocedures to store historical electronic data? The answer to this question isin many cases no, insufficiently, or too late.

This document is written to create awareness on archiving electronic data,not as a technical solution only, but as an integral part of your businessprocesses. This document can be used as a guide through the complete

Archiving process, from defining an appropriate strategy till the finalexecution.

This document is structured in this way. Lesson 1 describes the Archivingstrategy, in our opinion the first and most important step in the Archivingprocess. Lesson 2 describes the technical set up of an archiving environment.Lessons 3 through 8 cover archiving for logistics data and the sessions usedto accomplish this. Lesson 9 covers archiving for finance data and thesessions used to accomplish this.


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1-1

1

Archiving Strategy


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1 Archiving Strategy Baan IV Archiving

1-2

What is Archiving?

Archiving is the process of removing specific data from the operationalcompany. For each session, you will learn about the actual data that can be

archived. The Baan sessions let you decide whether to archive the data intoan archive company or just delete the data from the operational company.Generally, when any of the Baan archiving sessions are executed, the systemruns through two sequential procedures. First, the master data is copied tothe archive company to keep the references to the archived data. Second, theactual data is copied to the archive company and deleted from theoperational company. Besides the general data, you also have the possibilityto archive any attached texts. There is usually a check box that you can selectin order to archive texts.

After the archiving sessions have been executed, the archived data will not be

available for analysis and reporting in the operational company. The data ismoved to the archive company. Users should only have Read-only rightsto prohibit modifying the archived data within the archive company.Archiving is usually not reversible. For example, the archived data cannot bebrought back into the operational company.


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Baan IV Archiving 1 Archiving Strategy

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Company Policy Regarding Archiving

The day-to-day operations of a company produce results from severaltransactions that are generated in the operational system. These transactions

may include, inventory, financial, sales, and purchase transactions. Thistransaction data is used in display and print sessions to present detailedhistorical information. Over a period of time, the volume of data mayincrease to a level that will adversely impact the performance of the system.Archiving these transactions may result in better system performance.

Besides keeping archived data on the Baan system, it can also be managed bystoring the data on tape or other storage media and deleting the archived datafrom the archive company. These procedures are not discussed in thisdocument. To determine the archiving procedure for a company, the extentof the data that is to be retained within the database should be clearly

defined. This essentially means the cut-off date. This decision shouldinclude the total volume of operational data that must be retained in theoperational company, usually quantified in terms of weeks, months, or years.For instance, you should keep in mind the duration for which information isrequired in the Inventory module for calculation of stock usage trends.

Baan stores archived data in a separate archive company. This functionallows you to retain records of company transactions on the database forquick access and view without cluttering up the dynamic production datawith relatively old and infrequently used information. Therefore, the periodof data for the archive company also must be clearly defined based on eachunique company policy. You can have on-line access to data in combinationsof years distributed between the operational and archive company.

For instance, a company may retain two years of data in the operationalcompany and one year of data in the archive company. Thus, such a systemwould hold three years of data at any time.

While deciding on your company policy, the number of transactions that arecreated on a daily basis and the growth of the database must be taken intoaccount. If system use increases following the implementation process, thegrowth rate of the database may be higher than what was originally planned.If this is case, you may have to increase the storage capacity to store the

quantity of data required on the database.


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1 Archiving Strategy Baan IV Archiving

1-4

Legal Requirements Regarding Archiving

The legal requirements for archiving depend on the countries where thebusinesses are registered. This course describes only the general legal

requirements. For the legal requirements of a specific country, it isrecommended that you contact the local Baan office or regulatory authorities.

Most countries require companies to keep this information:

Customer and supplier receipts/payments transactions

General voucher transactions

Purchase and sales transactions

Manufacturing transactions Stock transactions

Item and price information

Salary calculations and payments

This is not an exhaustive list of information you should keep.

The number of years to store the information depends on the country andvaries from five to thirty years. Ask about these terms in your country and be

aware of the difference between the legal requirements (to be able to provideevidence in court; for example, a period of ten years in the Netherlands) andthe fiscal requirements (to provide the fiscal authorities with detailedinformation about the Value Added Tax (VAT) transactions and fiscal profitand loss; for example, a period of five years in the Netherlands).

Normally data can be stored on different storage media such as:

Archive Company of the Baan system

A tape or a disk (for example a backup by year)

Microfiche

A CD-ROM

It is recommended that you check with your legal department to determinewhether data can be stored in the form of the original tables or as a flatASCII file.


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Baan IV Archiving 1 Archiving Strategy

1-5

Considerations for Archiving

The next question you should ask is when to run each archive/deletesessions. Some archiving sessions take a considerable amount of time to run,

because several references must be first checked before archiving can takeplace. These sessions follow a logical sequence. Therefore, run time for thesessions cannot be optimized through conventional means of parallel batchprocesses. Instead, it is more efficient to archive a small amount of data inmultiple instances, instead of archiving an entire set of data in one bigprocess.

Generally speaking, there is no fixed order to archive the operationalcompany. An archiving order becomes evident mainly through theprerequisites of a single archiving session. However, there are archivingsessions that can be run regardless of any prerequisites. These sessions can

archive data multiple times per year.

Deciding on an archiving strategy should involve all relevant departmentswithin your company. Application and Technical area are impact in thearchiving process.

Application (Business) Areas

You must decide what data is required to be archived. The data to bearchived depends on your legal requirements as well as your companys

policy. Most importantly, you should always consider what effect thearchiving of specific data will have on your business process. Based on thesepotential effects, you must determine whether or not to delete/archive thisdata. There are circumstances where data can be archived/deleted everyday(this is especially true in logistics). However, it might not always be useful todo so.

Technical Areas

Based upon the amount of data, you must respond to the technicalrequirements regarding the system, database, and capacity defined.


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2-1

2

Technical Setup


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2 Technical Setup Baan IV Archiving

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Number of Archiving Companies

During the archiving procedures, data is moved from one company toanother company.At least one separate archiving company must be

created for each live company.

The various possibilities include:

A single archiving company for each live company. (Preferred option).

If it is a policy to archive the transactions by financial period (quarterly oryearly), archive companies can be created for each financial period.

You can also define separate archive companies for logistic and financialtransactions. A disadvantage of this method can be the loss of

relationships between logistic and financial transactions.


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Baan IV Archiving 2 Technical Setup

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Numbering Convention

The naming convention for archiving companies depends on the number ofarchiving companies.

Various naming conventions include:

Archive company numbers beginning with 9 and having the same lasttwo digits as the operational companies.

Archive Company numbers beginning with the same digit as used in theoperational companies, but ending with 99.

Etc.

Number of archiving companies and naming convention depends on thebusiness demands. As a result, you should decide which option is best foryour given situation. However, make sure that decisions are documented inthe archiving strategy document for your company!!


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2-4

Preparations

Before starting with setting up the archive environment, it might be useful toget an overview of the current structure. Some points of attention include:

Defined Companies

Company Structure (Finance / Logistics)

Logical Table Linking

Company Data Common

Company Data Finance

Amount of Data within the Companies

Available Disk Space

Available Space within Database

Required Software Patches

Business Example

While printing reports from archiving sessions, if the data within the givenrange is huge, then a large amount of temporary disk space is required towrite that data before printing.


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2-5

Archive Companies Creation

Maintain Companies

A new company number is created in the Maintain Companies(ttaad1100m000) session. The Package Combination of the new companymust be the sameas the Package Combination of the operational company.This is necessary, since there will be Logical Table linking, which requires theCompanies to be in the same Package Combination. Also, other settings ofthe archive company should be similar to the corresponding live company.

\\ BAAN IV Tools \ Application Configuration \ Maintenance \Maintain Companies (ttaad1100m000)

Maintain Companies

In case of multi-site setup, individual archive companies should be createdfor each live company.


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2-6

Convert to Runtime

After a new company number is created, you must run Convert to Runtime.The ${BSE}/lib/datecurr file is updated. This file contains the date andcurrency formats.

Maintain Companies (Convert to Runtime)

Maintain Companies


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2-7

Assign Tables to Database

The settings within the Assign Tables to Database (ttaad4111m000) sessionare normally such that all tables for all companies are already linked to a

database. As a result, when creating an archive company, the existing set upis applicable for that archive company as well. Therefore, for your setup, youjust need to ensure that all tables for the archive company are also linked to adatabase.

Baan must know in which format the data must be written. As a result, it isnecessary to assign tables to databases, because a database defines the format.A database can be, for example, Baan Base (also commonly known as B-Isam), Oracle 7.0, etc. with or without Audit. Parameter tables are supposedto be linked to a database using with Audit. The audit files reside in thedirectory as specified in the Maintain Audit File Directories (ttaad4116m000)session. Through a conversion to runtime data dictionary, the directory for

audit files is present in the $BSE/lib/auditdef6.1 file.

\\ BAAN IV Tools \ Database Management \ Maintenance \ AssignTables to Database (ttaad4111m000)

Assign Tables to Databases

It is mandatory that both the Live Company and Archive Company belinked to the same type of database, such as Oracle, Informix, DB2,Etc.


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2-8

If you archive data to a different database server, the database login for theuser and password must be identical to the login and password of thedatabase server for the live company. This is because during archiving, Baanswitches from one database to the other and passes on the original login andpassword information.

Switch Audit On for the Parameter Tables

Within BAAN IV, it is mandatory to audit parameter tables. Changingparameters can have a tremendous effect on procedures within a company.When audit is switched on for those tables, all database actions done onthose parameter tables are stored in audit files. When something goes wrongin a daily procedure, you can check the audit file to see whether a parameterhas been changed, and if so, by whom.

Generally, these settings are specified for all companies instead of having

each company have its own specifications. Nevertheless, it is still a good ideato check it out.

If necessary, you can start the Switch Audit on for the Parameter Tables(ttaad4211s000) session from the Assign Tables to Database(ttaad4111m000) session.

This session does not load any customized parameter tables.

\\ BAAN IV Tools \ Database Management \ Maintenance \ AssignTables to Database \ Switch Audit On for the Parameter Tables

(ttaad4211s000)

Load Mandatory Tables for Audit


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2-9

Convert to Runtime

If you change the settings in this session, then you must run a Conversion toRuntime. During this conversion, the ${BSE}/lib/tabledef6.1 file is updated.

Assign Tables to Databases (Convert to Runtime)

Create Runtime Database Definitions (Tabledef)


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2-10

Maintain Table Directories (BAAN Base (TP))

This step is necessary only if the database is Baan Base (also commonlyknown as B-Isam). Before the Baan tables can be created, the directories,

under which the physical Baan Base tables are stored, must be defined. Thedata in the Maintain Table Directories (ttaad4115m000) session is used tosearch for those tables and read or modify them. After converting to runtimeDD, the data is stored in the $BSE/lib/isamdef6.1 file.

\\ BAAN IV Tools \ Database Management \ Maintenance \Maintain Table Directories (BAAN Base (TP)) (ttaad4115m000)

Maintain Table Directories


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between archive companies and live companies. This is the only exceptionto this logical table-linking rule. These mandatory tables consist of:

Mandatory Tables to be Shared

Table Name Table

Company Data tccom000

Text Windows tttxt004

Text Groups tttxt005

Default Text Group for Users by Text Field tttxt007

Default Text Group for Users tttxt008

Business Example

For example, Company 100 is both a Finance and Logistic Company.Company 101 and 102 are logistic companies linked to Company 100. Foreach of these live companies, there are equivalent archiving companies.Company 900 is both a Finance and Logistic Company. Company 901 and902 are logistic companies linked to Company 900. The logical table linkingbetween companies 100, 101, and 102 is maintained between companies 900,901, and 902. The only logical table linking between live companies andarchiving companies are the mandatory (tccom000, tttxt004, tttxt005,tttxt007, tttxt008) tables.



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Maintain Logical Tables

You must maintain the logical table linking between the archive companiesand live companies for the mandatory (tccom000, tttxt004, tttxt005, tttxt007,tttxt008) tables.

\\ BAAN IV Tools \ Database Management \ Maintenance \Maintain Logical Tables (ttaad4120m000)

Maintain Logical Tables


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Data Setup in Archive Company

Copy General Data

While setting up an archive company, you must fill in mandatory tableinformation in the Archive Company. Solution 103412 describes thisprocedure:

VERSION(S):

B40_c

SITUATION IDENTIFIED IN:

"Setting up Archive Company"

LAST MODIFIED DATE:

2003-10-23

SITUATION DESCRIPTION:

While setting up an Archive Company, it is mandatory to fill in certaintable information in the Archive Company. What are the tables thatmandatory and how these tables can be filled?

SOLUTION DESCRIPTION:

We have composed the files, which contains the list of mandatory tables

that are to be filled in the Archive Company.

1. Please download the relevant zip files from the path mentioned below.

From the zip files extract the files.

2. Transfer the files to Baan Server in ASCII mode into the directorywhere the bddpre and bdbpost will be started. It is advised to create adirectory $BSE/archive and places the files over there.

3. Change the permission of the files using the command 'chmod 770

archive_stnd'. Follow the same procedure for all relevant files.

4. Use bdbpre command to extract data from the live company and usebdbpost command to import data into the archive company. Follow the

procedure for all relevant files. Please check the special instructionbefore executing this step.

In the below example, Company 100 is the Live company and Company 900 isthe Archive company. First bdbpre command extracts data from the Livecompany 100 and stores it in the file called archive_stnd_100.dmp. Thenbdbpost command will import the data from the file archive_stnd_100.dmpinto the Archive company 900.


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2-17

$ bdbpre6.1 -I archive_stnd -C 100 > archive_stnd_100.dmp

$ bdbpost6.1 -R -f -n -m -c 900 -I archive_stnd_100.dmp

In case of Windows OS, the commands bdbpre6.1 and bdbpost6.1 has to be

replaced with bdbpre.exe and bdbpost.exe

SPECIAL INSTRUCTIONS:

Only the Baan System Administrator who is familiar with the bdbpre andbdbpost commands can execute the procedure mentioned in this solution. Ifthe user is not familiar with these commands, please don't use them asthey can have severe consequences if executed in a wrong way. For

assistance, please contact Baan Customer Service and Support.

PATH NAME IN DIAL-UP DIRECTORY/WEB SITE:

Below are the supported VRC's based on the Baan standard derivationstructures. It is necessary to download and patch all links containedunder the VRC in the order listed. The solutions may contain standard andlocalized components, which require multiple ftp links.

If your Current VRC is:

B40_c, B40_c1, B40_c2, B40_c3, B40_c4:

ftp://ftp.support.baan.com/updates/B40_c/archive_stnd.zip

B40B_c4_and0:

ftp://ftp.support.baan.com/updates/B40_c/archive_stnd.zip

ftp://ftp.support.baan.com/updates/B40B_c_and0/archive_and0.zip

COMMENTS:

Please read solution 100017 for installationinstructions.

Options bdbpre6.1

-s Suppresses messages

-r Recovers Isam Table (Only for BISAM, BTAM)

-K/-k Backs up/Drops 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)


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2-18

-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)

Specific company number (ex: 000 001 ...) Range of company number (ex: 001-999)

-t Separator (Default: '\0')

Creates individual ASCII File (.S) of Isam Tables

-x Creates ASCII File with fix length record and withoutseparator

-y Skips out-of-domain records for fixed length dumps (-x)

-z Nullifies 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 Defines package combination

-q Redirects terminal output to the output-file file

-u Short usage

-U Usage

-V/-v Version information

Options bdbpost6.1

-A Appends rows (skip and show total duplicates) or Createsnew table

-I Redirects input from input-file

-O Redirects output to output-file

-E Redirects errors to error-file

-R Appends rows (replace and show total duplicates) orCreates new table

-f Fast mode (first rows, then indexes)

-K/-k Backs up/Drops existing table

-l Displays contents of input

-e File to store unsuccessfully posted tables


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2-19

-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, whileuploading ASCII files from other databases to bshellformat

-x Loads fix length ASCII file (.F) from other database

-t Separator

Needed while loading an ASCII file (.S) from otherdatabase

-m Disables domain constraints

-n Ignores referential integrity constraints

-D Directory name for ASCII files to be uploaded

-c Creates tables with specified company number

-C Range of company numbers for which bdbpost will bedone (ex:000-100)

-i Ignores domain range error and skip record

-p Defines package combination

Pattern to specify tables for which bdbpost will be done(wildcards allowed)

-q Redirects terminal output to output-file

-r

The number of inserted rows per transaction

-u Short usage

-U Usage

-V/-v Version information


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2-22

Repair Company Number

Early in the procedure, you copied data from a live company to an archivecompany. In the archive company, there are tables which refer to a live

company.

Some tables in Company 101 might have company number 100 as part oftheir data. When those tables are copied to Company 901, the data in thetable still refers to company number 100. This should be changed tocompany number 900.



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2-23

You can repair the company number by running the Repair CompanyNumber (tfgld9004m000) session in the archive company. Keep thecompany structure in mind when entering the session field values.

Correct Company Number after Copying Company


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Maintain Company Parameters

You must clear all fields within the Maintain Company Parameters(tfgld0103m000) session for only Form 2 and 3.

\\ BAAN IV Finance \ General Ledger \ Master Data \ Maintenance\ Maintain Company Parameters (tfgld0103m000)

Form 2

Maintain Company Parameters (Form 2 tab)


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2-25

Form 3



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Initialize Parameters

You must run the Initialize Parameters (tcmcs0295m000) session to initializethe parameters in the Archive Company. In case some parameters are not

copied from the Live Company, this session will create an empty parameterrecord.

\\ BAAN IV Common \ Parameters \ Initialize Parameters(tcmcs0295m000)

Initialize Parameters


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2-27

Reference Check

Although a reference check is not mandatory, it is recommended to ensurethat the referential integrity is maintained within the data present in the

archive companies. You can complete a reference check by running theReorganize Tables (ttaad4225m000) session using the Check Validity ofReference option.

\\ BAAN IV Tools \ Database Management \ Maintenance \Reorganize Tables (ttaad4225m000)

Reorganize Tables


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2-28

Default Text Group By User

For users that are going to run the archiving sessions, you should maintainthe default text group is in the Maintain Default Text Group by User

(tttxt1113m000) session.

\\ BAAN IV Tools \ Text Management \ Text Parameters \ MaintainDefault Text Group by User (tttxt1113m000)

Maintain Default Text Group by User

If the default text group is not present for the user, text will not becopied to the Archive Company.

If the user is of type Normal User, then you have to maintain UpdateAuthorization for the default text group for that user in the Maintain TextGroup Authorizations (tttxt1111m000) session.


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Parameters in Live Companies

Several parameters must be maintained in the LIVE Companies.Consequently, do not forget to switch from an Archive Company to a Live

Company.

Maintain Company Parameters

You specify your Archive Company (also called History Company, which isdefaulted in most of the archiving sessions) within the Maintain CompanyParameters (tfgld0103m000) session.

\\ BAAN IV Finance \ General Ledger \ Master Data \ Maintenance\ Maintain Company Parameters (tfgld0103m000)

Form 1


You cannot enter a value for the History Company field in the Financepackage archiving sessions. The value is defaulted from the MaintainCompany Parameters (tfgld0103m000) session.


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If the History Company field is not filled and you run the Financepackage archiving sessions, then the data is NOT archived to theArchive Company. Instead, the data is just deleted from the LiveCompany.

Maintain Group Company Parameters

You must maintain the Store data for X years field in the Maintain GroupCompany Parameters (tfgld0101m000) session. This field determines the yearuntil which you can archive.

\\ BAAN IV Finance \ General Ledger \ Master Data \ Maintenance\ Maintain Group Company Parameters (tfgld0101m000)

Form 2

Maintain Group Company Parameters (Form 2 tab)

Business Example

The Current Fiscal Year field value in the Maintain Company Parameters

(tfgld0103m000) session is 2003. The Store data for X years field value in theMaintain Group Company Parameters (tfgld0101m000) session is 2 years.

As a result, the year that is available for archiving data is 2000. If you try toarchive data for the year 2001, the system will give you a warning and will notarchive that year.


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2-31

Maintain Integration Parameters

You must maintain the Compression code for Cost Price Component field inthe Maintain Integration Parameters (tfgld4150m000) session. All the

compressed integration transactions are stored under this cost pricecomponent.

\\ BAAN IV Finance \ General Ledger \ Integration with otherModules \ Procedure \ Maintain Integration Parameters(tfgld4150m000)

Maintain Integration Parameters

It is recommended that you define a separate cost price component for thecompressed integration transactions. This cost price component should beused only for compressing integration transactions and not for real costcalculations.


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2-32

Maintain PST Parameters

You must change the Archiving Company Number field in the Maintain PSTParameters (tdpst0100m000) session to the corresponding archive company.

This archiving company number is defaulted while archiving purchasestatistics.

\\ BAAN IV Distribution \ Purchase Control \ Purchase Statistics \Miscell \ Maintain PST Parameters (tdpst0100m000)

Form 4

Maintain PST Parameters (Form 4 tab)


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Maintain SST Parameters

You must change the Archiving Company Number field in the Maintain SSTParameters (tdsst0100m000) session to the corresponding archive company.

This archiving company number is defaulted while archiving sales statistics.

\\ BAAN IV Distribution \ Sales Control \ Sales Statistics \ Miscell \Maintain SST Parameters (tdsst0100m000)

Form 4

Maintain SST Parameters (Form 4 tab)


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Tips and Tricks

Authorizations

Archived data is static data. Hence, in an Archive Company, it isrecommended that only the users who do the archiving should havecomplete authorization and other users should have only Readauthorization.

Generally, archiving is an irreversible process. It is recommended thatonly limited users be authorized to run archive sessions. Check to ensurethat authorizations are properly set in your company for archivingsessions.

Whenever the first free numbers are reset, a new archiving companyshould be defined. Check to ensure that this process is in place withinyour company.

Data Backup

It is highly recommended to backup the live company before proceedingwith the archiving procedure.

If an Archive Company exists with previously archived data, it isrecommended to also backup the archive company before proceeding

with the archiving procedure.

Several archiving sessions delete data from the Live Company and do notarchive this data to the Archive Company. If those sessions are run with anincorrect range, the only way to bring the data back into the system is fromBackup.

Count of Records Archived

To get an idea of how many records are archived, the Count Number ofRecords by Table (ttaad4222m000) session can be run before and afterexecuting archiving. The difference between the number of records beforeand after archiving gives a better idea about whether the frequency ofarchiving must be adjusted.


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Archive General Data

You can archive general data only once, instead of archiving this data in eacharchiving session. Later, you can set the Archive General Data field to No

while using archiving sessions. This will improve the performance of thesessions.

\\ BAAN IV Common \ Archiving \ Archive General Data(tcmcs4200m000)

Archive General Data

It is advised to run this session each time that the archiving process isperformed. This will ensure that any new data that has been entered into thesystem since the last archiving was performed will be properly moved to the

Archive Company.


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Post Archiving

After archiving is completed, you can reorganize tables and handle texts.

Reorganize Tables

After the archiving procedure is completed, it is recommended that you runthe Reorganize Tables (ttaad4225m000) session for the Live Companies. Thisimproves the rate of data retrieval from the database.

\\ BAAN IV Tools \ Database Management \ Maintenance \Reorganize Tables (ttaad4225m000)

Reorganize Tables


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Text Handling

When using archiving sessions with the Overwrite Text option set to Yes, thenew texts from the Live Company are copied to the Archive Company; but

the old texts in the Archive Company are not deleted. Instead, the referencesto the old texts are removed. You can delete those unused texts in theArchive Company using the Delete or Print Unused Texts (tttxt1210m000)session.

\\ BAAN IV Tools \ Text Management \ Text Maintenance \ Deleteor Print Unused Texts (tttxt1210m000)

Delete or Print Unused Texts

Before running this session, the Reorganize Tables (ttaad4225m000) sessionmust be run to repair the reference counters in the Archive Company withthese options set toYes:

Reference Integrity

Check Validity of Reference

Repair Reference Counter

Repair Reference Counter of Parent only


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3

Distribution Archiving


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3 Distribution Archiving Baan IV Archiving

3-2

Process Delivered Purchase Orders

SESSION OBJECTIVE

You can clear the operational files and write turnover data to history in theLive Company in the Process Delivered Purchase Orders (tdpur4223m000)session.

This session does not archive purchase order data into the archivingcompany. This session is mentioned here because it is crucial to the archivingprocess.

\\ BAAN IV Distribution \ Purchase Control \ Close ReceivedPurchase Orders \ Process Delivered Purchase Orders(tdpur4223m000)

Process Delivered Purchase Orders

Field Description

Up to Date The date up to which purchase orders must be Processed. If thepurchase invoice is printed, this date is compared with the InvoiceDate (tdpur045.invdt). If the purchase invoice is not printed, thisdate is compared with the Receipt Date (tdpur045.date).


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Baan IV Archiving 3 Distribution Archiving

3-3

Process Purchase Order Data

When this session is executed, the application will execute these actions:

Updates the Order History: If the Log Purchase Order Historyparameter in the Maintain Purchase Order History Parameters(tdpur5100m000) session is set to Yes, then the turnover data is writtento the order history.

Updates the Data on the Related Contract: If the Log Turnover onContract parameter in the Maintain Purchase Contract Parameters(tdpur3100m000) session is set to Yes, then the called quantity andamount are lowered; invoiced quantity and amount are raised; andturnover is written to the contract history. This allows you to see whichorder has called off a quantity for a contract.

Updates the Average / Latest Purchase Price: If the Finance packageis not implemented, the average/latest purchase price is updated. If theFinance package is implemented, this is done during the invoicematching procedure that you can carry out after approving the invoice inthe Approve Received Purchase Invoices (tfacp1104m000) session.

Updates the Order Price in the Purchase Order History: If theFinance package is implemented, the order price is corrected in the orderhistory in case the price paid differs from the price on the order line.

Updates the Suppliers Open Balance

Updates the Tax Data for the European Union (EU)

Processes Sales Deliveries for Direct Purchase Orders

PREREQUISITES

The purchase invoices should be approved within the Finance package.The Delivery Status (tdpur045.stsd) field should be All Approved.

The Receipt line should not be processed. The Update Status of theActual Delivery Costs (tdpur045.stsc) field should be Free.


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3-4

INVOKED TABLES

Table Name Table Action Completed

Import/Export Statistics tccom710 Updated

Purchase Contract Lines tdpur301 Updated

Purchase Contract Line History tdpur306 Updated

Sales Order Lines tdsls041 Updated

Deliveries tdsls045 Updated


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3-5

Process Delivered Sales Orders

SESSION OBJECTIVE

You can process and remove detailed operational data of sales orders fromthe Live Company in the Process Delivered Sales Orders (tdsls4223m000)session.

This session does not archive sales order data into the archiving company.The session is mentioned here because it is crucial to the archiving process.

\\ BAAN IV Distribution \ Sales Control \ Invoicing \ ProcessDelivered Sales Orders (tdsls4223m000)

Form 1

Process Delivered Sales Orders (Form 1 tab)

Field Description

Up to Date The date up to which the sales orders will be Processed. This iscompared with the Invoice Date (tdsls045.invd).


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Process Sales Order Data

If the Process Order Data field is set to Yes, then the application will executethese actions:

Generates financial transactions.

Updates customers open balance.

Updates the data on the related sales contract.

Generates European Union (EU) transactions.

Updates the sales order history.

If the Book Costprice Sales Immediately parameter of projects related to

processed sales orders is set to Yes, the Calculate Cost Prices by Project(tipcs3250m000) session will be automatically started. This is done tocalculate the estimated/actual cost price by project in order to calculate andpost the costs of goods sold for such projects.

PREREQUISITES

Not applicable.

INVOKED TABLES


Maintain Statuses tcmcs096 Updated

Import/Export Statistics tccom710 Updated

Sales Listing Data tccom700 Updated

Sales Deliveries tdsls045 Updated

Delivered SO to be Processed tdsls049 Updated

Sales Order Headers tdsls040 Updated

Sales Order Lines tdsls041 Updated

Sales Order Line History tdsls051 Updated

Sales Contract Lines tdsls301 Updated

Sales Contract Lines History tdsls306 Updated

Integration Transactions tfgld410 Updated

Additions to Integration Transactions tfgld415 Updated

Projects tipcs020 Updated


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3-7

Archive / Delete Purchase Statistics

SESSION OBJECTIVE

You can archive and/or delete the Purchase Turnover, Purchase OrderIntake, and Purchase Cancellations Statistics and/or Purchase Budgets in theArchive/Delete Purchase Statistics (tdpst0202m000) session.

\\ BAAN IV Distribution \ Purchase Control \ Purchase Statistics \Processing \ Archive/Delete Purchase Statistics (tdpst0202m000)

Archive/Delete Purchase Statistics

Field Description

Company Numberfor Archives

The company number where data will be archived. Thisnumber is automatically determined from the ArchivingCompany Number field in the Purchase StatisticsParameter (tdpst0100m000) session.

Statistical Year The years for which you want to archive and/or deletepurchase statistics and budgets. This field is compared

with the Statistical Year (tdpstxxx.yrno).

Turnover Statistics Archives and/or deletes purchase turnover statistics.

Order IntakeStatistics

Archives and/or deletes purchase order intake statistics.

CancellationStatistics

Archives and/or deletes purchase cancellation statistics.


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Field Description

Budgets Archives and/or deletes purchase budgets.

Transaction Type Determines the action to be completed by the system.Options include:

Delete: Deletes the data in the Live Company and thedata is no longer available.

Archive: Archives the data into the ArchiveCompany, which makes it available. This option alsodeletes the data from the Live Company.

PREREQUISITES

Purchase statistics should be archived and/or deleted only after the UpdatePurchase Statistics (tdpst0201m000) session is run in full update-mode. Thissession updates the Purchase Statistics based on the Order History records.

INVOKED TABLES


Purchase Statistics Master File(Turnover)

tdpst010 Archived and/or Deleted

Purchase Statistics Compression(Turnover)

tdpst020 Deleted

Purchase Statistics Discount Type(Turnover)


Purchase Statistics Compression forDiscount Type (Turnover)

tdpst120 Deleted

Purchase Statistics Master File (OrderIntake)


Purchase Statistics Compression (OrderIntake)

tdpst025 Deleted

Purchase Statistics Discount Type (OrderIntake)


Purchase Statistics Compression forDiscount Type (Order Intake)

tdpst125 Deleted

Purchase Statistics Master File(Cancellation)


Purchase Statistics Compression(Cancellation)

tdpst028 Deleted

Purchase Statistics Discount Type(Cancellation)



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3-9


Purchase Statistics Compression forDiscount Type (Cancellation)

tdpst128 Deleted

Purchase Budgets tdpst050 Archived and/or Deleted

Purchase Budgets by Discount Type tdpst150 Archived and/or DeletedPurchase Statistics Sort File tdpst030 Deleted

BUSINESS IMPACT

To print/display Purchase Statistics in the Archive Company, you mustcreate new sort, layout, and display codes in the Archive Company. This canbe done in the Maintain Purchase Statistics Sort Codes (tdpst0194m000),Maintain Purchase Statistics Layout Codes (tdpst0196m000), and MaintainPurchase Statistics Display Codes (tdpst0198m000) sessions.


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3-10

Archive / Delete Sales Statistics

SESSION OBJECTIVE

You can archive and/or delete the Sales Turnover, Sales Order Intake, andSales Cancellation Statistics and/or Sales Budgets in the Archive/DeleteSales Statistics (tdsst0202m000) session.

\\ BAAN IV Distribution \ Sales Control \ Sales Statistics \Processing \ Archive/Delete Sales Statistics (tdsst0202m000)

Archive/Delete Sales Statistics

Field Description


The company number where data will be archived. Thisnumber is automatically determined from the ArchivingCompany Number field in the Sales Statistics Parameter(tdsst0100m000) session.

Statistical Year The years for which you want to archive and/or deletesales statistics and budgets. This field is compared with the

Statistical Year (tdsstxxx.yrno).

Turnover Statistics Archives and/or deletes sales turnover statistics.

Order IntakeStatistics

Archives and/or deletes sales order intake statistics.


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Field Description

CancellationStatistics

Archives and/or deletes sales cancellation statistics.

Budgets Archives and/or deletes sales budgets.

PREREQUISITES

Sales statistics should be archived and/or deleted only after the Update SalesStatistics (tdsst0201m000) session is run in full update-mode. This sessionupdates the Sales Statistics based on the Order History records.

INVOKED TABLES


Sales Statistics Master File (Turnover) tdsst010 Archived and/or Deleted

Sales Statistics Compression (Turnover) tdsst020 Deleted

Sales Statistics Discount Type(Turnover)

tdsst110 Archived and/or Deleted

Sales Statistics Compression forDiscount Type (Turnover)

tdsst120 Deleted

Sales Statistics Master File (OrderIntake)


Sales Statistics Compression (OrderIntake)

tdsst025 Deleted

Sales Statistics Discount Type (OrderIntake)


Sales Statistics Compression forDiscount Type (Order Intake)

tdsst125 Deleted

Sales Statistics Master File (Cancellation) tdsst018 Archived and/or Deleted

Sales Statistics Compression(Cancellation)

tdsst028 Deleted

Sales Statistics Discount Type(Cancellation)


Sales Statistics Compression forDiscount Type (Cancellation) tdsst128 Deleted

Sales Budgets tdsst050 Archived and/or Deleted

Sales Budgets by Discount Type tdsst150 Archived and/or Deleted

Sales Statistics Sort File tdsst030 Deleted


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3-12

BUSINESS IMPACT

To print/display Sales Statistics in the Archive Company, you must createnew sort, layout, and display codes in the Archive Company. This can bedone in the Maintain Sales Statistics Sort Codes (tdsst0194m000), MaintainSales Statistics Layout Codes (tdsst0196m000), and Maintain Sales Statistics

Display Codes (tdsst0198m000) sessions.


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3-13

Archive and/or Delete Purchase Orders

SESSION OBJECTIVE

You can archive purchase orders and the related data via the Archive and/orDelete Purchase Orders (tdpur4227m000) session.

Subcontracting purchase orders will not be archived using this session. Theseorders will only be archived when the related production order is archivedusing the Archive Production Order (ticst0250m000) session or the ArchiveProjects (tipcs2260m000) session if the item is customized.

\\ BAAN IV Distribution \ Purchase Control \ Close ReceivedPurchase Orders \ Archive and/or Delete Purchase Orders(tdpur4227m000)

Archive and/or Delete Purchase Orders

Field Description

Archive and/orDelete

The Delete Only option deletes the data in the Live Companyand the data is no longer available.

The Archive and Delete option archives the data into theArchive Company, which makes it available. This option alsodeletes the data from the Live Company.


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3-14

PREREQUISITES

Back order quantity should be zero.

If linked to a project, project status should be Archived.

Inbound advices should be processed.

Either order should be cancelled or receipts should be made.

Purchase Order lines should be processed.

Invoices should be approved in Finance.

A link to the transportation order should not be present.

If the invoice is printed, the invoice date should be within the Up to Daterange. Otherwise, the receipt date should be within the Up to Date range.

INVOKED TABLES


Purchase Orders tdpur040 Archived and/orDeleted

These fields will not becopied:

Contract

Purchase Order Lines tdpur041 Archived and/orDeleted


Contract

Position Number

Purchase Order Receipts tdpur045 Archived and/orDeleted


Contract

Position NumberSpecific Addresses (Purchase Orders) tdpur042 Archived and/or

Deleted

Purchase Invoices tdpur046 Archived and/orDeleted

Purchase Order Bills of Material tdpur047 Archived and/orDeleted


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3-15


Purchase Receipts for Posting to WIP tdpur048 Archived and/orDeleted

Link (BOM/Material, Routing/Operations) tcqms012 Deleted

Order-Specific Inspections tcqms049 DeletedOrder-Specific Inspection Data (Header) tcqms050 Deleted

Order-Specific Inspection Data (Lines) tcqms051 Deleted

Inventory Data by Location and Lot forInspection (Purchase)

tdilc111 Deleted

Inbound Data tdilc402 Deleted

BUSINESS IMPACT

If the Finance package is implemented, it is advised that you do NOTremove purchase order data within a fiscal year that has not yet been closed.This is because the Goods Received Invoice Not Yet Approved (GRINYA)process uses this information. Furthermore, it is recommended that youcheck if the logistical balance for receipts that are not invoiced match thebalance of the GRINYA accounts for the periods up to which you want todelete the purchase order data.


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3-16

Archive and/or Delete Sales Orders

SESSION OBJECTIVE

You can archive sales orders and the related data via the Archive and/orDelete Sales Orders (tdsls4227m000) session.

\\ BAAN IV Distribution \ Sales Control \ Invoicing \ Archiveand/or Delete Sales Orders (tdsls4227m000)

Archive and/or Delete Sales Orders

Field Description

Archiveand/or Delete




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3-17

PREREQUISITES

Back order quantity should be zero.

If linked to a project, project status should be Archived.

If linked to a Replenishment (RPL) order, the RPL order should not bepresent.

If installment invoicing, all installments should be closed and invoiced.

Order lines should be processed.

If linked to EDI, the EDI invoice should be generated.

Invoice date should be within Up to Date range.

INVOKED TABLES


Sales Orders tdtsls040 Archived and/orDeleted


Contract

Sales Order Lines tdsls041 Archived and/orDeleted

These fields will not be

copied: Contract

Position Number

Purchase Order

Position Number

Sales Deliveries tdsls045 Archived and/orDeleted


Contract

Position Number

Specific Addresses (Sales Orders) tdsls042 Archived and/orDeleted

Bill of Lading Data (Sales Orders) tdsls043 Archived and/orDeleted


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Sales Order Bills of Material tdsls047 Archived and/orDeleted

Link (BOM/Material, Routing/Operations) tcqms012 Deleted

Order-Specific Inspections tcqms049 DeletedOrder-Specific Inspection Data (Header) tcqms050 Deleted

Order-Specific Inspection Data (Lines) tcqms051 Deleted

Outbound Data tdilc401 Deleted

Order Priority Simulations tdsls026 Deleted

Unblocked Sales Orders tdsls044 Deleted

Projects tipcs020 Archived (only if PCSproject in LiveCompany has Archived

status and PCS projectdoes not exist inArchive Company).

BUSINESS IMPACT

If the Finance package is implemented, it is advised that you do NOTremove sales order data within a fiscal year that has not yet been closed.


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3-19

Archive and/or Delete Purchase Order History

SESSION OBJECTIVE

You can archive purchase order history headers, lines, and relatedinformation via the Archive and/or Delete Purchase Order History(tdpur5202m000) session.

\\ BAAN IV Distribution \ Purchase Control \ Purchase OrderHistory \ Maintenance \ Archive and/or Delete Purchase OrderHistory (tdpur5202m000)

Archive and/or Delete Purchase Order History

Field Description

Type of OrderLines

Determines the type of history data that is printed/deleted.Options consist of:

Created Order Lines: Prints and deletes only the orderline history for the specified period.

Invoiced Order Lines: Prints and deletes order lineturnover history.

Both: The system prints and deletes the history of createdorder lines that have yet to be deleted as well as the orderline turnover history records.


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3-20

Field Description




PREREQUISITES

Prerequisites for archiving and/or deleting Purchase Order History are:

Purchase Order header should not be present.

Purchase Order line history should not be present.

Prerequisites for archiving and/or deleting Purchase Order Line History are:

Purchase Order line should not be present.

If statistics is implemented, the history should be processed.

If the order line is linked to a project, the project status should beArchived.

INVOKED TABLES


Purchase Order History tdpur050 Archived and/or Deleted

These fields will not be copied:

Change Order Sequence Number

Change Type Code

Change Reason Code

Purchase Order Line History tdpur051 Archived and/or Deleted

These fields will not be copied:

Change Order Sequence Number

Change Type Code

Change Reason Code

Purchase OrderAcknowledgment History

tdpur704 Deleted


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3-21

BUSINESS IMPACT

Order history is the basis for statistics. Archiving and/or deleting orderhistory will limit the full update of statistics. While archiving order historyuntil a specified period, it is recommended to archive statistics also until thatperiod.


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3-22

Archive and/or Delete Sales Order History

SESSION OBJECTIVE

You can archive sales order history headers and lines and related data via theArchive and/or Delete Sales Order History (tdsls5202m000) session.

\\ BAAN IV Distribution \ Sales Control \ Sales Order History \Maintenance \Archive and/or Delete Sales Order History(tdsls5202m000)

Archive and/or Delete Sales Order History

Field Description

Type of OrderLines

Determines the type of history data that is printed/deleted.Options consist of:

Created Order Lines: Prints and deletes only the orderline history for the specified period.

Invoiced Order Lines: Prints and deletes order lineturnover history.

Both: The system prints and deletes the history of created

order lines that have yet to be deleted as well as the orderline turnover history records.





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3-24

Process / Delete Delivered ReplenishmentOrders

SESSION OBJECTIVE

You can process and delete all detailed operational data of replenishmentorders from the Live Company in the Process/Delete DeliveredReplenishment Orders (tdrpl2126m000) session.

This session does not archive replenishment order data into the archivingcompany. This session is mentioned here because it is crucial to the archivingprocess.

\\ BAAN IV Distribution \ Replenishment Order Control \ Receipts\ Procedure \ Process/Delete Delivered Replenishment Orders(tdrpl2126m000)

Process/Delete Delivered Replenishment Orders

Field Description

Delete Order Data Deletes the replenishment orders.

Delete up to (Date) The date up to which replenishment orders must bedeleted. This field is compared with the Receipt Date(tdrpl100.rrdt).


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3-25

PREREQUISITES

Replenishment order line is fully processed.

Backordered quantity is zero.

Inbound advice is fully processed.

INVOKED TABLES


Outbound Data tdilc401 Deleted

Inbound Data tdilc402 Deleted

Replenishment Order Lines tdrpl100 Deleted

Replenishment Order Headers tdrpl105 Deleted

Replenishment Order Bill of Lading Data tdrpl110 Deleted

BUSINESS IMPACT

Once the session is run with the Delete option, the detailed operationalreplenishment data is no loner available in both the Live Company andArchive Company. Instead of the detailed information, which is containedwithin fields like Lot, Route Plan, Etc., you can have a high level look at thedata by viewing the replenishment order history.

Deleting the order data is an irreversible process.

Replenishment order history is not deleted by this session. If necessary, thereplenishment order history can be deleted using the Print and/or DeleteReplenishment Order History (tdrpl1410m000) session.


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Field Description

Archive General Data If this field is set to Yes, the general data will bearchived. If this field is set to No, the system will warnthat reference errors might occur during the archiveprocess.

Text Archives text.

Overwrite texts If you want text that is already present in the ArchiveCompany to be overwritten by the actual data, select Yes

within this field.

Maximum ExecutionTime

The maximum time for which the session should run.Once the maximum execution time is reached, thesession will stop. If the maximum execution time is setto zero, the session will run until all the records in thegiven range are processed.

PREREQUISITES

Warehouse orders must have the status Closed.

INVOKED TABLES


Warehouse Orders by Item tdinv100 Archived and Deleted

Warehouse Order Transactions by Lotand Location

tdilc102 Archived and Deleted

Warehouse Order Transfers by Lot andLocation

tdilc103 Archived and Deleted


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3-28

Archive Inventory Transactions by Item

SESSION OBJECTIVE

You can archive the data in the Inventory Transactions by Item (tdinv700)table within the Archive Inventory Transactions by Item (tdinv7210m000)session. Inventory Transactions by Item are changes in the items inventoryand they result from transactions, such as receipts on purchase orders,deliveries on sales orders, issues for production orders, receipts fromproduction orders, etc.

\\ BAAN IV Distribution \ Inventory Control \ Warehouse InventoryHistory \ Maintenance \ Archive Inventory Transactions by Item(tdinv7210m000)

Archive Inventory Transactions by Item

Field Description

Archive Inv.(Inventory)

Transactions up to

The date up to which you want the session to archiveinventory transactions. This field is compared with the

Transaction Date (tdinv700.trdt).

PREREQUISITES

The project present in the inventory transaction must have the statusArchived.


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3-29

If the session encounters an inventory transaction that is linked to a projectand the project status is not Archived, the session will skip the remaininginventory transactions for that item and will continue with the inventorytransactions of the next item.

INVOKED TABLESTable Name Table Action Completed

Inventory Transactions by Warehouse tdinv700 Archived and Deleted

Item Data by Warehouse tdinv001 Updated

This session updates the Historical Inventory Balance and Date of HistoricalInventory Balance fields in the Item Data by Warehouse (tdinv001) table.

BUSINESS IMPACTThe data in the Inventory Transactions by Warehouse (tdinv700) table isused in these sessions:

Perform Inventory Valuation by Item (tdinv6230m000): Utilizes thedata in the tdinv700 table for calculating inventory value in the past.

Generate Demand Forecast option in Generate Master ProductionSchedule (timps3201m000): Utilizes the data in the tdinv700 table forgenerating demand forecast.

After running this session, the data in the Inventory Transactions by Item(tdinv700) table is no longer available in the Live Company to perform suchan analysis.


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3-30

Archive Item Issue by Period

SESSION OBJECTIVE

You can archive the data in the Item Issue by Period (tdinv750) table in theArchive Item Issue by Period (tdinv7250m000) session. If the Item IssueHistory field is set to Yes in the Maintain INV Parameters (tdinv0100m000)session, the issue of an item is logged in the Item Issue by Period (tdinv750)table.

\\ BAAN IV Distribution \ Inventory Control \ Warehouse InventoryHistory \ Maintenance \ Archive Item Issue by Period(tdinv7250m000)

Archive Item Issue by Period

Field Description

Archive up to End of The year up to which you want the session to archiveinventory transactions. This is compared with the Year

(tdinv750.year).

PREREQUISITES

Not applicable.


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INVOKED TABLES


Item Issue by Period tdinv750 Archived and Deleted

BUSINESS IMPACT

The data in the Item Issue by Period (tdinv750) table is used in thesesessions:

Perform ABC Analysis by Item (tdinv6210m000)

Perform Slow-moving Analysis by Item (tdinv6220m000)

Calculate Demand Forecast by Item (tdinv4230m000)

After running the Archive Item Issue by Period (tdinv7250m000) session, thedata in the Item Issue by Period (tdinv750) table is no longer available in theLive Company to perform these analyses.


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3-32

Archive Item Issue by Warehouse

SESSION OBJECTIVE

You can archive the data in the Item Issue by Warehouse (tdinv760) table inthe Archive Item Issue by Warehouse (tdinv7260m000) session. If the ItemIssue History by Warehouse field is set to Yes in the Maintain INVParameters (tdinv0100m000) session, the issue of an item is logged in theItem Issue by Warehouse (tdinv760) table.

\\ BAAN IV Distribution \ Inventory Control \ Warehouse InventoryHistory \ Maintenance \ Archive Item Issue by Warehouse(tdinv7260m000)

Archive Item Issue by Warehouse

Field Description

Archive up to End of The year up to which you want the session to archiveinventory transactions. This is compared with the Year

(tdinv760.year).

PREREQUISITES

Not applicable.


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Archive / Delete Inventory History by Location

SESSION OBJECTIVE

You can archive and/or delete data in the Inventory Transactions byLocation (History) (tdilc301) table in the Archive/Delete Inventory Historyby Location (tdilc3211m000) session. If the ILC is implemented and the LogPhysical Inventory Transactions by Location field is set to Yes, thetransactions of an item within warehouses is stored in the InventoryTransactions by Location (History) (tdilc301) table.

\\ BAAN IV Distribution \ Location Control \ Location InventoryHistory \ Procedure \ Archive/Delete Inventory History by Location(tdilc3211m000)

Archive/Delete Inventory History by Location


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Field Description

Delete or Archive The Delete option deletes the data in the Live Company andthe data is no longer available.

The Archive option archives the data into the ArchiveCompany, which makes it available. This option also deletesthe data from the Live Company.

To Date The date up to which you want the session to archiveinventory transactions. This field is compared with the

Transaction Date (tdilc301.trdt).

PREREQUISITES

The project (which is present in the inventory transaction) must have thestatus Archived.

The purchase order linked to the lot (which is present in the inventorytransaction of the standard item) should not be present if:

- The item is lot controlled.

- The inventory valuation of the item is by Lot Price.

- The origin of the lot is Purchase.

INVOKED TABLES


Inventory Transactions by Location(History)

tdilc301 Archived and/or Deleted

Lots tdltc001 Archived

Customized Items tipcs021 Archived


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Delete Sessions

These sessions are used to delete information present in the Live Company:

Session Session Name

tcedi7230m000 Delete Trace Files

tcedi7801m000 Delete History of Generated Messages

tcedi7802m000 Delete History of Received Messages

tdcms0251m000 Print and/or Delete Commissions/Rebates

tdcms1400m000 Print and/or Delete Cumulative Sales for Commissions/Rebates

tdcms4260m000 Print/Delete Commissions Paid to Employees History

tdltc1230m000 Delete Lotstdpur0202m000 Global Deletion of Purchase Prices and Discounts

tdpur1204m000 Print and/or Delete Inquiry History

tdpur1205m000 Delete Inquiries

tdpur3202m000 Delete Purchase Contract History

tdpur3203m000 Terminate and/or Delete Purchase Contracts

tdpur5401m000 Print and/or Delete Purchase Order History

tdrpl1410m000 Print and/or Delete Replenishment Order History

tdsls0202m000 Global Deletion of Sales Prices and Discountstdsls0221m000 Delete Sales below/above Allowed Margin

tdsls0222m000 Delete Quotations below/above Allowed Margin

tdsls1203m000 Print and/or Delete Sales Quotation History

tdsls1410m000 Print and Delete Quotations

tdsls3202m000 Delete Sales Contract History

tdsls3203m000 Terminate and/or Delete Sales Contracts

tdsls5201m000 Print and/or Delete Sales Order History

tdsmi2220m000 Global Deletion of Activities

tdsmi2230m000 Global Deletion of Activities (History)


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BUSINESS IMPACT

Please remember these are not archiving sessions; hence the data is NOTarchived to the Archive Company. Once the data is deleted, it is no longeravailable in both the Live Company and Archive Company.


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Archive Budgets

SESSION OBJECTIVE

You can archive budgets and budget related data, such as, budget parts,budget calculation codes, etc. in the Archive Budgets (tipcs0260m000)session.

\\ BAAN IV Manufacturing \ Project Budget \ Budget Data \Maintenance \ Archive Budgets (tipcs0260m000)

Archive Budget

Field Description


The archive company number to which the data should becopied. This field will be defaulted with History Companypresent in the Maintain Company Parameters(tfgld0103m000) session.

Retrieve Budget Data

from Archives

If you set this field to Yes, the system retrieves budget

data from the Archive Company. While archiving, thisfield should be set to No.

Archive GeneralData

Archives the general data if you select Yes within thisfield. If this field is set to No, the system warns thatreference errors might occur during the archiving process


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Field Description

Texts Archives the text if you select Yes within this field.

Overwrite Texts While archiving text, this field overwrites the text that isalready present in the Archive Company with the currenttext in the Live Company. This field is accessible only ifthe Texts field is set to Yes.

PREREQUISITES

No Sales Quotation Lines should be linked to the budget; so quotationsmust be processed and deleted before the (linked) budget can bearchived.

No Sales Quotation Lines History should be linked to the budget; soquotation history records must be deleted before the (linked) budget can

be archived (only for versions before B40c).

No Sales and Marketing Info (SMI) activities should be linked to thebudget; so SMI activities must be deleted before the (linked) budget canbe archived.

The project to which the budget is linked must have the status Archived.

INVOKED TABLES


Budgets tipcs001 Archived and Deleted

Calculation Parts tipcs002 Archived and Deleted

Budget Parts tipcs005 Archived and Deleted

Budget Calculation Codes tipcs100 Archived and Deleted

Material Sheets tipcs110 Archived and Deleted

Routing Sheets tipcs120 Archived and Deleted

Operation Rates by Budgets tipcs130 Archived and Deleted

Subcontracting Rates by Budget tipcs131 Archived and Deleted

Cost Price Surcharges by Budget tipcs140 Archived and Deleted

Cost Price Surcharge Bases by Budget tipcs141 Archived and Deleted

Cost Prices by Calculation Part tipcs150 Archived and Deleted

Cost Prices by Budget tipcs160 Archived and Deleted

Projects tipcs020 Updated

Product Variant IDs tipcf500 Archived


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INVOKED TABLES


Production Orders tisfc001 Archived and Deleted

Production Planning by Order tisfc010 Deleted

Utilization by Week tisfc0

Documents

Baan Archive User Manual