1. 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.

2. 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 😬

3. 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

4. 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

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. 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.

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. Contact Info
Bert Green, Berger Transfer & Storage, Inc.
Sandy Wickman, InterDyn BMI

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33. 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.