When It's Time To Purge Data 9/11/2018 4:59 AM When It's Time To Purge Data Bert Green Sandy Wickman © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

When It's Time To Purge Data - Objectives Our objectives are to help you understand the options and reasons that you might choose to consider purging data from your GP system. It can be a scary proposition to those accounting minds out there…..PURGE 😬

Session Agenda -Archive/Delete Data – Why you should consider it -Archiving Options -How to Purge Data in Dynamics GP -How to Delete Master Data in Dynamics GP

Meet Your Presenters Bert Green – GP Developer/Administrator for Berger Transfer & Storage, Inc. VP of Membership – Minnesota Chapter Summit Planning Committee Sandy Wickman – Senior GP Implementation Consultant, InterDyn BMI GPUG webinar and live chapter presenter

Archive/Delete Data – Why you should consider it 9/11/2018 4:59 AM Archive/Delete Data – Why you should consider it Speed up performance Your reports are taking longer to run Smartlists are taking longer to provide results Company policy dictates Eliminate data clutter Master records that were a part of original imports that have never been used Customers/Vendors you no longer do business with Faster Upgrades and Backups Limit Risk Any other reasons. Would this be a good place for audience participation? © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Archiving Options ISV Data Warehouse Copy of production database 9/11/2018 4:59 AM Archiving Options ISV Professional Advantage – Company Data Archive Ongoing Archive ability into a single separate database Inquiry available from both databases Data Warehouse Can pull data from other databases apart from GP Copy of production database Least attractive – but if nothing else is available Most challenging to maintain Need to give pros and cons for each solution © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Before you begin ANY purge of data 9/11/2018 4:59 AM Before you begin ANY purge of data BACKUP Need to give pros and cons for each solution © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Before you begin ANY purge of data 9/11/2018 4:59 AM Before you begin ANY purge of data Consider taking the actions in a test database first and carefully review the results. Need to give pros and cons for each solution © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Before you begin ANY purge of data 9/11/2018 4:59 AM Before you begin ANY purge of data NOTE: Unmarking the checkboxes EXCEPT the Report box in the Print section will allow you to see the report PRIOR to doing the actual remove of the history…..HIGHLY recommended as the first step in this practice. Need to give pros and cons for each solution © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Things you can purge/delete 9/11/2018 4:59 AM Things you can purge/delete Transaction History Distribution History Period History Journal History Sales History Invoice History Master Files Consolidating Periods: Consolidating a period combines the transaction detail into a single summary transaction balance for each account carried forward to the next period. Use if you no longer need detailed information for the period in question. You can no longer post transactions to the period and a single total will appear on the Detailed Trial Balance for each consolidated account. Financial Transactions: First consider Consolidating periods Remove History Remove Bank History Need to give pros and cons for each solution © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Financial Microsoft Dynamics GP > Tools > Utilities > Financial > Remove History Transaction History can be done by period or date range. Account History clears the entire year. Ranges button can be used to select down to General Ledger acct level © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Financial Microsoft Dynamics GP > Tools > Utilities > Financial > Remove Bank History © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Sales Microsoft Dynamics GP > Tools > Utilities > Sales > Remove Transaction History (can also be used to do Distributions at the same time) Remove Distributions Remove Period History Remove Journal History Remove Sales History Remove Invoice History © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Transaction History/Distributions The transactions in the range provided will not be purged if the applied transaction(s) are not also in the range. Discuss each range option. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Period History This does not affect the numbers on SUMMARY. Discuss each range option. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Journal History This WILL affect the historical aged trial balance. Usually will not preform this one until all transactions have been purged. This purge eliminates the ability to reprint posting journals. Discuss each range option. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Sales History Discuss each range option. Transaction types are the same as on the Remove checkboxes. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Invoicing History Discuss each range option. Transaction types are the same as on the Remove checkboxes. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Purchasing Microsoft Dynamics GP > Tools > Utilities > Purchasing > Remove Transaction History (can do distributions on the same screen) Remove Distribution History Remove Period History Remove Journal History © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Transaction/Distribution History Unlike Sales you cannot go by Post Date only Document Date © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Period History © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Journal History As with Sales this WILL affect the Historical Aged Trial Balance This purge eliminates the ability to reprint posting journals. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Inventory Microsoft Dynamics GP > Tools > Utilities > Inventory > Remove Transaction History (can also be used to do Distributions at the same time) Remove Distributions Remove Period History Remove Journal History Remove Count History Remove Assembly History Remove Bins Remove Bin Transfer History Purge In-Transit Transfer © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Assembly History Removes the history of Bill of Materials transactions. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Bins Can be used to unassign bins from sites. Can’t remove a bin if it has pending transactions Or if there is a quantity of any inventory quantity type in the bin Or if the bin is the default bin for the site. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Remove Bin Transfer History Based only on date all bin transfers that contain a document date the same as or before the date you enter will be removed from your database. Use the Preview button to review what will be removed prior to clicking the Remove button. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

How to Purge Data in Dynamics GP Purge In-Transit Transfer History Notice that there is no print box to check….this developer has the Print on the ribbon to print a preview of the data that will be purged. Then once reviewed, click the Remove button and all received inventory transfers will be removed from history with a date received on or before the date you specify. © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Deleting Master Files in Dynamics GP General Ledger Accounts Must have NO transactions of any kind No Allocation accounts No Quick Journals No Multicurrency Vendors Can delete Temporary vendors with transactions Inventory Items Customers © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Places where 'Remove' is not removing…. 9/11/2018 4:59 AM Places where 'Remove' is not removing…. Sales > Routines > Paid Transaction Removal Purchasing > Routines > Remove Completed Purchase Orders © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

9/11/2018 4:59 AM Demo Bert Green © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Contact Info Bert Green, Berger Transfer & Storage, Inc. BertG@bergerallied.com Sandy Wickman, InterDyn BMI Sandy.Wickman@interdynBMI.com

Thank you for attending this session! Please complete the survey found on the mobile app. Download session materials using the “Email my Notes” tile in the App. This will send you a link to the Session Material Summary, or by visiting: www.gpugsummit.com/session-materials Scan this to download the Summit app!

9/11/2018 4:59 AM © 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.