Additions to archiving - purging

Parameter with impact on archiving/purging process

Fixed Assets Module

During the archiving/purging process, 3 FYs are stored by default in the operation folder. However this number of FYs may be modified through dedicated parameters:

• NBEXNOHIS - No of closed FYs to archive (chapter AAS - group FAS)

This parameter only applies to financial assets, especially to the following records:

• Assets from the asset base,
• Depreciation details of previous FYs.

They do not apply to the event archiving/purging which affects all the closed FYs.

Prerequisites of archiving/purging process for certain tables

Fixed Assets Module

EXPENDITURES

EVELOF - Events of closed FYs

The archiving/purging affects the events for which the effective date (EVTDAT) is within the closed FY of each depreciation context.
The archive/purge criterion is defined according to the event effective date and to the FY and period statuses corresponding to the context (Accounting & fiscal for events without any plan mention).

List of the events on expenses

Code	Title	Table	Evt / Plan
LOFCIM	Account change	ELOFCIM	Yes
LOFCNL	Expense deletion	ELOFCNL	Yes
LOFVATREG	Adjust VAT - Expense	ELOFVATREG	Yes

When the archiving is used, the only events that may be viewed are the one associated with the expenses and which have been archived too via the Journal of Events. The events associated with the expenses, but which have not been archived, may be viewed through requests.

ASSETS

FASISS - Assets from the asset base

The archiving/purging process deals with the following:

--> the assets (FXDASSETS table ) complying with the following criteria:

• they are out: their issue dates are specified,
• their issues are "actual" (the value for the Simulated issue indicator is No),
• their issue dates fall before the start date of the current FY - n FYs (where n represents the value of the parameter NBEXNOHIS - No of closed FYs to archive), for each depreciation context.

--> their depreciations (DEPREC table ),
--> their events (EFAS* tables, see below),
--> their linked expenses (LAYOUTFAS table),
--> the events generated for these expenses (ELOF* tables, see below)
--> the linked physical elements (PHYELT table),
--> the events associated with these physical elements (EPHY* tables, see below).

Example Without any modification of NBEXNOHIS value, the number of closed FYs to save equals 3.

Accounting and fiscal context.
01/01/2007 - 31/12/2007: closed
01/01/2008 - 31/12/2008: closed
01/01/2009 - 31/12/2009: closed
01/01/2010 - 31/12/2010: closed
01/01/2011 - 31/12/2011: current

IAS/IFRS context
01/10/2007 - 30/09/2008: closed
01/10/2008 - 30/09/2009: closed
01/10/2009 - 30/09/2010: closed
01/10/2010 - 30/09/2011: current

Only the events for which the issue date is before 01/10/2007, are taken into account.

FASDEPCLO - Charge of closed FYs

The archiving/purging affects depreciation (DEPREC table) related to or before the closed FY - n FYs (where n represents the value of the parameter NBEXNOHIS - No of closed FYs to archive).
The archive/purge criterion is defined according to the end date of the depreciation FY and to the FY status corresponding to the context.

Example Without any modification of NBEXNOHIS value, the number of closed FYs to save equals 3.

Accounting and fiscal context.
01/01/2007 - 31/12/2007: closed to archive/purge
01/01/2008 - 31/12/2008: closed
01/01/2009 - 31/12/2009: closed
01/01/2010 - 31/12/2010: closed
01/01/2011 - 31/12/2011: current

IAS/IFRS context
01/10/2006 - 30/09/2007: closed to archive/purge
01/10/2007 - 30/09/2008: closed
01/10/2008 - 30/09/2009: closed
01/10/2009 - 30/09/2010: closed
01/10/2010 - 30/09/2011: current

The selection takes into account the DEPREC records:

• for [01/01/2007 - 31/12/2007] FY and the previous FYs for the Accounting and fiscal context,
• for [01/10/2006 - 30/09/2007] FY and the previous FYs for the IAS/IFRS context.
  
  

EVEFAS - Fixed asset events of closed FYs

The archiving/purging affects the events for which the effective date (EVTDAT) is within the closed FY of each depreciation context.
The archive/purge criterion is defined according to the event effective date and to the FY and period statuses corresponding to the context (Accounting & fiscal for events without any plan mention).

When the archiving is used, the only events that may be viewed are the one associated with the assets and which have been archived too via the Journal of Events. The events associated with the assets, but which have not been archived, may be viewed through requests.

List of the events on assets

Code	Title	Table	Evt / Plan
FASACT	Update	EFASACT	Yes
FASAFFAGE	Transfer - geo. / analytical	EFASAFFAGE	Yes
FASCHGIMP	Change CoA or IFRS posting	EFASCHGIMP	Yes
FASCNL	Asset deletion	EFASCNL	Yes
FASCRT	Asset creation	EFASCRT	Yes
FASIML	Impairment loss	EFASIML	Yes
FASISS	Asset issue	EFASISS	Yes
FASMTC	Depreciation method modification	EFASMTC	Yes
FASREEVAL	Revaluation	EFASREEVAL	Yes
FASVATREG	VAT adjustment - Assets	EFASVATREG	Yes

List of the events on assets, linked to plan variances

Code	Title	Activity code	Table	Evt / Plan
FASLNKCNL	Asset/Variance deletion	LNK	EFASLNKCNL	Yes

PHYSICAL ELEMENTS

PHYELT- Physical elements

The archiving/purging process deals with the following:

-->the physical elements (PHYELT table) associated with issued assets (the physical elements are issued),
--> their associated events (EPHY* tables, see below).

EVEPHY - Events on physical elements

The archiving/purging affects the events for which the effective date (EVTDAT) is within the closed FY of each depreciation context.
The archive/purge criterion is defined according to the event effective date and to the FY and period statuses corresponding to the context (Accounting & fiscal for events without any plan mention).

List of the events on physical elements

Code	Title	Activity code	Table	Evt / Plan
PHYAFFGEO	Element geo. transfer	PHY	EPHYAFFGEO	No
PHYCRT	Physical asset creation.	PHY	EPHYCRT	No
PHYISS	Physical element issue	PHY	EPHYISS	No