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Data Cleanup Process

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Shannon S
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Posts: 28
Basic Member
1/31/2019 1:57 PM

    We are in the process of trying to get our system and data cleaned up but are unsure what jobs can "archive" the data. For example, we have several open lines that were not received from almost 3 years ago so at this point, we just need to cancel and clean up the data so the PO can be closed. 

    Can anyone share their best practices for how they keep their system clean - what jobs they run, who runs them and how often? 

    We are on v10, just migrated to 2012 servers and are hosted by Infor (AMS). 

    Thanks so much in advance!!

    Shannon 

    Kat V
    Veteran Member
    Posts: 1020
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    1/31/2019 2:40 PM

      I run a PO254 for the year I'm wanting to close and dump to excel. Filter for any value that isn't "closed". Those are your Open PO Headers.

      I then run a sql for those PO numbers to find the open lines.  Note: You can likely run PO223 from the get go, but we've had an issue with a bad paint.
        
      I use Don Petersen's Cancel Remaining self contained spreadsheet and try to cancel. Run PO190 and see if any of them go away. After that, it's PO64 to see what's going on and working the RNI and MNR. I have a folder called "Die In A Fire" especially for this - which is the best indication of my feelings on the subject.

      Bill Ianni
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      Posts: 111
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      1/31/2019 3:35 PM
        As you are hosted, paint screens and sql are probably out of the realm of possibility for you. Here is the "Lawson way" of doing it...
        First, determine a cutoff date from which your wish to archive. Hypothetically, suppose you wanted to archive eligible transactions prior to 2015...
        1. Run one of the reports that gives you open PO Lines (PO220, etc) and isolate the pre 2015 lines you are interested in archiving.
        2. Build an MS Add ins upload wizard to archive each line (that will be the V function code). This effectively closes the line without creating a financial impact. Add ins will confirm each line successfully archived or provide a message as to why it cannot archive. For example, if an item has been inactivated, it cannot archive. Solution is to reactivate the item, perform the upload again to archive the line. Then inactivate the item again. Reasons preventing archive from being successful... Inactive Agreement (or is date out of range), item, item location, requesting location, ship to location, vendor, vendor location, accounting unit, account, activity or account category (or is date out of range). These have to be fixed before the line will archive.