Creating Archive Sets

Warning:
Archiving deletes data from your org and you cannot retrieve it. You must copy it to an external storage system before deleting it. Your Certinia business consultant can provide further information on extracting and storing data.

When you create a new Archive Set you can:

  • Select the company, year, periods, and document types for the data that you want to archive.
  • Select the year and periods - a single period, a range, or all periods.
  • Automatically create a summarization journal, which contains a summary of all the transactions selected for archiving.
Note:

By default the summarization journal is grouped by Account. You can disable grouping by setting the Summarization Journal Group By Criteria field in the Archiving Settings custom setting to None. See Archiving Settings.

When you have created an archive set you can review it and then choose to do one of the following:

  • Discard the archive set, clearing the selections for archiving and retaining the documents on your org.
  • Use the archive set queries to extract the selected documents from your org before deleting the archive set to permanently remove those documents from your org.

Restrictions

The following restrictions apply:

  • You can only process one archive set per company at a time.
  • You can only select one financial year.
  • You cannot select the special periods, for example Period 100.
  • You can only archive Accounts Receivable documents, Manual Journals, and Billing Documents.
  1. On the Archive Sets home page, click New to display the Archive Set Filter page.
  2. Select the Company that you want to archive data from.
  3. Select the Year that you want to archive. You cannot select the current year.
  4. [Optional] Select the Periods that you want to archive data for. You can select either a single period or a range of periods. You cannot select any of the special periods. If you leave the From and To Period fields blank, then all periods for the selected year will be archived.
  5. Select the Document Type that you want to archive. You can select Accounts Receivable, Journal, or Billing Document.
  6. Click Create Archive Set. The Archive Set Details page displays. You are notified by email when the archive set is created.
  1. On the Archive Sets home page click the archive set that you want to discard.
  2. Click Discard Archive Set. You are notified by email when the discard process is complete.
Warning:
You cannot retrieve data once you have deleted it. You must back up your data to an external data store before you delete it. For more information on the archiving process see your Certinia business consultant.
  1. On the Archive Sets home page click the archive set that you want to delete.
  2. Click Delete Archive Set. You are notified by email when the deletion process is complete.

If the archive set's Document Type is Billing Document, the billing documents are marked for deletion. Actually deleting the billing documents is a separate process run via the API. Contact your Certinia business consultant for more information.