I am in the process of converting a client's DOS IR data with 250,000 POs spanning 12 years to Adagio PO. I need to fully understand how the archiving and purging functions work.

In Company Profile | History and Tax Information, there are three settings that deal with archiving/purging. They are:

1) Move Documents Older Than x Days to History (max 3650)
2) Keep Detail Line History x Days before Archiving (max 999)
3) Keep Archived Documents x Days before Purging (max 3650)

(I'm assuming that Archive and History are interchangeable terms in PO)

There are two functions that actually affect archiving/purging - a) Day End Processing and b) Tools | Archive Documents.

Please confirm that Day End Processing is the function that uses settings (2) and (3), and that Archive Documents uses setting (1). My tests have shown that the Archive Documents function does not purge anything.

Please explain exactly what setting (2) does? If it said "before Purging" instead of "before Archiving" I would understand that, but it doesn't.

Also, is there a way to absolutely prevent a user from checking off the purge box when running Day End Processing?

Also, while moving transactions to History seems to speed up the opening of the PO grid, it slows down the opening of the History grid. Is there a way to set the History grid to open in Quick Mode, while allowing the PO grid to open in Extended Mode?

Thanks

Steve

Hi, Steve,

Both the DE prompt to 'purge the Item history information' and (2) in the Company Profile refer to the item detail that is stored in Inquiry. (2) refers to how many days the detail will be kept in Inquiry. The DE prompt archives the information when a user responds 'Yes'.

The History purge function uses (3) not DE. This is activated using the Purge button from the History window. When you do this, the default days in the subsequent Purge Archive Documents window is read from (3) in the Company Profile.

Yes, the Extended or Quick Mode option extends to both the Current and History grids. I can make a suggestion to R&D for a future release that these function separately for you.

Wow, that's pretty non-intuitive. I didn't even realize there was a Purge button in the History window.

So let me see if I have this right...

* Item history is purged only via the DE process.

* POs are purged only from History, using the Purge button in the History window.

* POs and related documents are moved to History using the Tools | Archive Documents function, but the function does not purge anything.

Also, is there a way to absolutely prevent a user from checking off the purge box when running Day End Processing or from accidentally clicking the Purge button in the History window (e.g. giving "view" rights only)?

Thanks

Steve

Hi, Steve,

Yes, you pretty much have it.

With respect to DE, in PO, there are no checkboxes for purging as in OE. A user responds either Yes or No to first printing the audit lists and then to purging the item history info used for inquiries.

Security is such that a user either has access to run DE or not. They either have access to the History window or not. Sounds like you're wanting options for these. I will enter suggestions to R&D for a future release that these be options.