Archiving in Baan IVc4 & 5c Discover the Value of Experience

Archiving in Baan IVc4 & 5c

Discover the Value of Experience


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About Disus

Baan Solution, ABC and Migration Partner

Focus on technical consulting and Baan optimization products and services

Customizations and Personalizations

Baan Interfaces and Integration

Web Based Supplier Portal for Baan

Middleware for BaanData Collection

PC based and Web based front ends for Baan

Agenda

1. General Information on Archiving

2. Archive Project Planning and Strategy

3. “How to” information for archive company setup

4. Archive Process and Sessions

5. Other considerations

6. Possible customizations

7. Q/A



• Transfer of data from “live” company to archive company using Baan standard sessions.

• Each “live” company will have an archive company

• Archive company is not a data warehouse.

• Some data is lost during standard archiving process (I.e. order data).

• Master/reference data copied to archive company.

• Many prerequisites/restrictions on what is archived.

Archiving Baan


Why Archive

• Technical Issues such as performance and disk space.

• Maintain online access to data using Baan Interface.

• Reuse of “numbers” such as Warehouse Orders or Sales Orders.

• Can be used to “safely” remove data.

• Reduce disk space by compressing integration transactions.


Archive Disadvantages

• Increased number of Baan companies.

• Increased disk space, initially.

• Somewhat complex to setup and maintain.

• Different procedures for users.


Archive Alternatives

• Do nothing (for now).

• Purge or delete data directly.

• Data Warehouse.


Project Planning and Strategy

1. Choose team2. Determine business and legal requirements3. Data and system analysis*4. Define Approach*5. Requirements and Prerequisites*6. Test (using copy of data if possible)7. Backup8. Execute9. Modify Business Procedures to include archive process


Data and System Analysis

• Additional tables and fields?

• What transactions are being used?

• What archive sessions are available?

• What is volume of transactions and data*?

• Define storage and technical requirements (test system, database organization)


Define Approach

• Reuse of Order Series.

• Number and use of archive companies (one only, per year, etc).

• Use of archive company as “Trash Can” to safely remove data from live company.


Requirements and Prerequisites

1. Analyze requirements: (e.g. production order must be closed) and prerequisites(e.g. delete order data using PDSO before archiving integration transactions).

2. Determine and perform appropriate steps(close production order, etc).


Archive Setup Summary

1. Maintain Companies (ttaad1100m000)2. Assign Tables to Database (ttaad4111m000)3. Assign and Create Database Storage4. Logical Tables (ttaad4120m000)5. Create Tables (ttaad4230m000)6. Parameter and General Data Copy7. Maintain Company Data (tccom0100m000)8. Repair Company Number (tfgld9004m000)9. Maintain Company Parameters (tfgld0103m000)10.Maintain Group Company Parameters11.Maintain Periods and Period Status (tfgld0105m000,

tfgld0107m00)


Maintain Companies (ttaad1100m000


Maintain Companies (ttaad1100m000)

• Add archive company number

• By convention, archive company number begins with “9”

• The package combination should be the same as the live company


Assign Tables to Database (ttaad4111m000)


Assign Tables to Database(ttaad4111m000

• Verify settings

• Parameter tables should be set to Audit type database


Assign and Create Database Storage


Assign and Create Database Storage

• ora_storage, inf_storage, etc

• “storage” file defines where in database tables and indexes are stored

• Consider creating separate storage areas in the database for the archive company


Logical Tables (ttaad4120m000)


Logical Tables (ttaad4120m000)

The following tables should be linked fom the archivecompany to the live company: -- tccom000,-- tttxt004, -- tttxt005, -- tttxt007, -- tttxt008


Create Tables (ttaad4230m000)


Parameter and General Data Copy

• bdbpre6.1 –Iparams –C100 > params.dump• bdbpost6.1 –R –f –n –m –c900 < params.dump• See solution 103412 for list of tables (params, finance, employee, and general)• Repeat for finance, employee, and general• Parameters tables (tcmcs095, tccom000, etc.)• Finance tables (tfgld000, tfgld001, etc.)• Employee tables (tccom001, tcmcs001, etc.)• Other general tables (tcmcs002, tcmcs010, etc.)


Maintain Company Data (tccom0100m000)


Maintain Company Data (tccom0100m000)

• Perform in archive company

• Enter/verify data


Repair Company Number (tfgld9004m000)


Repair Company Number (tfgld9004m000)

• Perform in archive company.

• As some finance tables were copied from “live” the company number entries should be corrected using this session


Maintain Group Company Parameters (tfgld0103m000)


Maintain Group Company Parameters (tfgld0103m000)


• Set group company parameters, if required.


Maintain Periods and Period Status (tfgld0105m000, tfgld0107m00)


Maintain Periods and Period Status(tfgld0105m000, tfgld0107m00)


Maintain Periods and Period Status(tfgld0105m000, tfgld0107m00)


• Enter/verify data


Live Company Setup Summary

• Maintain Company Parameters (tfgld0103m000) – set History Company

• Purchase Statistics (tdpst0100m000) – set History Company

• Sales Statistics (tdsst0100m000) – set History Company


Archive Sessions and Typical Process

• Sales/Purchase Order Delete• Production Orders Archive• Costing History Archive• Integration Transactions Archive• List of Logistical Archive Sessions• Finance Transactions


Process Delivered Sales Orders (PDSO)


PDSO (con’t)

• Run with delete option.

• Deletes sales order header and lines and associated data up to date entered.

• If Finance implemented, do not delete orders within a fiscal year that has not been closed.

• Delete is irreversible.

• Set/check parameter ‘Method of Deleting Order Data’ (determines if order data is deleted by order or by line)


PDSO – Prerequisites• There is no backorder quantity.

• Delivery status at deleting line.

• Order invoiced and invoice date < delete date.

• Not project related.

• If installment order, must have been invoiced for all installments and status is "Closed”.

• For the order lines is no RPL-order present


Archive Sales Orders (alternative to PDSO)


Archive Sales Orders (con’t)

• Custom Session developed by Disus.• Operates just like PDSO except archives the order data before delete.• Tables archived: -- tdsls026, -- tdsls040, -- tdsls041, -- tdsls042, -- tdsls043, -- tdsls044, -- tdsls045, tdsls047, tdsls049, -- and tdilc401


Process Delivered Purchase Orders (PDPO)


PDPO (con’t)

• Run with delete option.

• If Finance implemented, do not delete orders within a fiscal year that has not been closed.

• Delete is irreversible.

• Set/check parameter ‘Delete Order Data if Received Completely’ (determines if order data is deleted by order or by line)


PDPO – Data Deleted

• Purchase order header• Purchase order lines• Invoice data• Receipt lines• Order specific BOM lines• Specific Delivery address• Specific Postal address• Inbound data (if ILC is implemented)• Inspection data• Approval data


PDSO – Prerequisites

• Receipt status at delivering line.

• Order invoiced and invoice date < delete date.

• Not project related.

• Purchase invoice matching procedure has been carried out.

• Inbound advice has been fully processed.


Archive Production Orders


Archive Production Orders (con’t)

• Archives orders (tisfc001)• Archives hours (tihra100)• Archives Est./Actual Mat. Costs and hours (ticst001 and ticst002)• Deletes utilization and planning data (tisfc010, tisfc011, tisfc012)• Deletes production schedules (tirpt100)


Archive Production Orders – Prerequisites

• Production orders for standard items must have status ‘closed’.

• For subcontracted orders, the purchase order linked to the operation must have been processed and deleted via tdpur4223m000.


Archive Costing History


Archive Costing History (con’t)

• Archives historical costing data that is created when order is closed.

• Archives Production Order History (Material usage) (tisfc021)

• Archives Production Order History (Hours) (tisfc022)

• Archives Operation Times History by Item (ticst030)


Archive Costing History – Prerequisites

Production orders must have status ‘closed’.


Archive Integration Transactions


Archive Integration Transactions (con’t)

• Set History Company in Maintain company parameters (tfgld0103m000).• Optional Compression.• Optional Purge of PCS Non-Finance Trans.• Select transactions by date and transaction type.• Archives Integration tables (tfgld410/415/417/418/419).• “otpcor4110” to be able to archive project (tp) integration transactions• Can compress after with “otfcor0217”• Can compress live with tfgld4220m000


Prerequisites – Integration Trans. NOT Removed IF:

• Project exists.

• Purchase order number is found in “Purchase Orders”.

• Sales order number is found in “Sales Orders”.

• Production order number is found in “Production Orders”.

• Replenishment order number is found in “Purchase Orders”


Other Logistical Archive Sessions

• Archive PCS Project (tipcs2260m000)• Archive Hours Accounting (tihra1215m000)• Archive Hours History (tihra3250m000)• Archive Warehouse and Inventory History by Location (tdilc3211m000)• Archive Warehouse Trans. by Item (tdinv1201m000)• Archive Inventory Trans. by Item (tdinv7210m000)• Archive Item Issue (tdinv7250m000, tdinv7260m000)• Archive Budgets (tipcs0260m000)• Archive PCF Variants (tipcf5290m000)• Archive Overall Budget (tihra3225m000)• Archive Engineering Item Data (tiedm1250m000)• Archive Stock History by Location (tdilc3211m000)• Archive Sales Statistics (tdsst0202m000)• Archive Purchase Statistics (tdpst0202m000)• Archive Projects (tppdm7820m000)


Other Logistical Archive Sessions (con’t)

•Archive Sales Statistics (tdsst0202m000).

•Archive Purchase Statistics (tdpst0202m000).

•Archive Projects (tppdm7820m000)


Archive Finance


Archive Finance (con’t)

• Archives Finalization table (tfgld106)

• Set “Store data for X years” in session “Maintain Group Company Parameters” (tfgld0101m000)

• Set “Current Fiscal Year” in session “Maintain Company Parameters” (tfgld0103m000)

• Archive/Purge Finance (tfgld6205m000) session requires that “Entered Year” > Current Year – Years to Keep”


Archive Finance – Prerequisites

• Fiscal year must be closed (tfgld6203m000)• Archive Disposed Fixed Assets (tffas3300m000)• Archive Integration Transactions (tfgld4210m000)• Recalculate Open Entries (otfcor0260)• Remove Paid Purchase Invoices (tfacp2250m000) with copy to History option selected• Recalculate Open Entries (otcor0261)• Remove Paid Sales Invoices (tfacr2260m000) with copy to History option selected• “Usual” Finance checks (document balance, write off currency differences, session control account checklist, etc.• Tables archived (finance session): tfgld100, tfgld101, tfgld106, tfgld109


Archive Finance – Remove Fully Paid Purchase Invoices

Tables archived: • tfacp100, • tfacp101, • tfacp102, • tfacp200, • and tfgld106


Archive Finance – Remove Fully Paid Sales Invoices

• Run “Update Customer Statistics” (tfcmg3200m000)

•Tables archived: -- tfacr200, -- tffacr306 -- and tfgld106


Archive Finance – Post Actions

• Copy Balances to Archive (tfgld6206m000)


Other Considerations

• Authorizations of users using archive company• Data cleanup requirements• Performance of sessions in high-volume environments (may have to resort to direct database manipulation)• Loss of some information (e.g. sales/purchase order data)• Archive session solutions• Custom tables and fields• Database table compression after archiving


Disus Available Customizations

• Archive sales order data before delete• “up to date” in Archive Production Orders• “up to date” in Archive Costing History• Integration Transactions – Improved Performance


Archive Sales Orders (alternative to PDSO)


Archive Production Orders (with Date)


Archive Production Costing (with Date)


Other Disus Customizations to Consider

• Customized reports to gather data from both live and archive companies.

• Add customized tables to archive sessions.


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Archiving in Baan IVc4 & 5c Discover the Value of Experience