Purging Financial Data Munis® Last Updated: January 27, 2014overview



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Purging Financial Data

Munis®

Last Updated: January 27, 2014OVERVIEW


Munis retains all detail transactions associated with each account in the general ledger history files. Since each module posts directly to the general ledger, the detailed transactions can number in the thousands to hundreds of thousands each year. After several years, the detailed transactions are of little value. Unneeded detailed transactions burden the system when generating reports or performing inquiries. The Kentucky Department of Education, Division of District/School Support recommends Districts retain seven fiscal years (current and six prior years) of detail history.

Purging the detail history transactions, requisitions and purchase orders should be performed on an annual basis. Ideally, a District purges transactions shortly after completion of the prior year audit.

This document contains instructions on purging journal entry history, requisitions and purchase orders. It is recommended to purge only one year of information at a time. No users should be working in Munis during the purge process. The length of time it takes to purge data varies by district size and number of transactions.










PURGING JOURNAL ENTRY HISTORY


The Purge History Journal Entries program provides the ability to purge one or more fiscal year(s) of transactions from the detail history files.

Notes:

  • Purging history is performed by fiscal year to eliminate the possibility of creating out of balance journals.

  • Purging detail transaction history does not affect the summary information as up to 10 years of summary information is kept on each account.

Preparing to Purge History:


Print the detailed history transactions prior to purging using the Journal Inquiry/Print and/or Account Detail History Report found in the Journal Entry/History Menu in the General Ledger module. Depending upon the size of your district and the number of annual transactions, generating these reports may take some time. It is recommended to generate only one year of information at a time.

Journal Inquiry/Print creates reports of transactions grouped by posted journal.

Select:


Financials > General Ledger Menu > Journal Entry/History > Journal Inquiry/Print


Account Detail History Report creates reports of transactions grouped by account.

Select:


Financials > General Ledger Menu > Journal Entry/History > Account Detail History Report



Running the Purge Function:


Select:

Financials > General Ledger Menu > End of Period > Purge History Journal Entries



Notes:

  • No users should be in the system when purge functions are being performed.

  • The purge function may take some time to perform and may affect system performance therefore you may wish to perform this function after normal business hours or during periods of low system utilization.

  • It is recommended you generate reports and purge one fiscal year at a time. This allows access to reports by fiscal year and does not overburden the system by trying to purge multiple fiscal years at one time.

  1. Select the button.

  2. Enter the fiscal year to purge. (Purge each year individually starting with the oldest year if multiple years need to be purged).

  3. The system reports the number of records selected on the screen

  4. Select the button. The following screen appears:

This function unloads (makes a copy of) the transactions to be purged to a file that may be reloaded if the purge was performed in error. Note: This option is not an archive solution as the file may not reload after the next release of Munis.



  1. Enter the file name to store the unloaded records using a naming convention that allows the District to easily identify the file and fiscal year. For example FY06DETHIST. Press Enter or select the OK button after entering the filename. The program may take a while as it unloads the records. Upon completion, the unloaded file path is displayed.

  2. You may be prompted to enter a file name for the unload of Unused Journal Numbers. Enter a file name (such as FY06UNUSEDJ) and click “OK”.



  1. Select the button to purge the detail transactions. A box appears requesting confirmation before proceeding. Select “Yes”.









PURGING REQUISTIONS


This process will be performed only if your district processes Requisitions.
Select:

Financials > Purchasing > Purchase Order Processing > Purge Requisitions
The following warning will appear:

Click “Yes” to continue.


This following screen will appear:




  1. Select and enter starting and ending requisition dates.

  2. Select to save a copy of the requisitions being purged. This report will be saved to your Spool file for future reference.

Sample of report:



  1. Select OK .

  2. Select .

  3. The following screen will appear: (click Yes)


PURGING PURCHASE ORDERS

Select:


Financials > Purchasing > Purchase Order Processing > Purge Purchase Orders

The following screen will appear:




Select “Yes” to continue.

The following screen will appear:






  1. Select .

  2. Enter Starting and Ending Purchase Order Dates.

  3. Select .

  4. Select output option: print or save .

Sample of Purchase Order report that is saved:




  1. Select .

The following screen will appear:






  1. Click “Yes” to proceed if you have printed or saved the report.

  2. System will display the number of records purged after completion.



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