> Archiving

Archiving

Archiving provides a mechanism of storing data online; data that you would normally delete from the system as part of a typical purge routine.

For archiving to be an effective tool, the archive file that is created should not consume excessive disk space and, more importantly, must be easily accessible. SYSPRO achieves this using Extensible Markup Language (XML).

Instead of merely deleting data at the time of performing a purge routine, SYSPRO creates a file in XML format that contains the purged data. This data is then stored in a pre-defined location that can be queried using the standard Query programs.

Within SYSPRO, you can archive the following:

  • Sales orders
  • Jobs
  • ECC bill of materials
[Note]

No ''additional'' attached information (such as custom forms, multimedia, notes, etc) is archived.

Because XML documents are stored in a non-proprietary format, you can query (or retrieve) this archived data using any package that is able to render data stored in XML format.

Within SYSPRO, these archive details are rendered in a browser window which enables you to view all the information that was stored prior to archiving.

Configuring archiving for ECC bills

  1. Open the Bill of Materials Setup program (SYSPRO ribbon bar > Setup > Manufacturing > Bill of Materials).

  2. Select the Engineering Change Control tab.

  3. At the Structure and routing archiving option indicate how you want to archive ECC-controlled items.

    • A selection of Batch activates the facility to manually archive bill of materials for ECC-controlled items. You achieve this by running the BOM Structure and Routing Archive program and indicating selection criteria according to which you want to archive structures and routings. An ECC bill of material can only be selected for archiving when an engineering change order is moved to a status that accepts the changes made to the bill of material.

    • A selection of Immediate archives an ECC bill of material automatically when an engineering change order is moved to a status that accepts the changes made to the bill of material.

    • A selection of Immediate (prompted) prompts you to archive an ECC bill of materials when an engineering change order is moved to a status that accepts the changes made to the bill of material.

  4. Save your changes.

  5. Exit the program.

Configuring archiving for sales orders

  1. Open the Sales Order Setup program (SYSPRO ribbon bar > Setup > Distribution > Sales Orders).

  2. Select the History tab.

  3. Enable the Archive completed sales orders option.

  4. At the Maximum sales orders per archive file field, indicate the maximum number of sales orders that may be saved in a single archive file.

    This ensures that archive files remain manageable even when you process a large number of sales orders.

  5. Save your changes.

  6. Exit the program.

Configuring archiving for WIP jobs

  1. Open the Work in Progress Setup program (SYSPRO ribbon bar > Setup > Manufacturing > Work in Progress).

  2. Select the History tab.

  3. Enable the Archive completed jobs before purging option.

  4. Optionally enable the Archive job’s transactions option.

    You would enable this option if you wanted to include all transactions posted against a job in the archive.

  5. At the Maximum jobs per archive file field, indicate the maximum number of jobs that may be saved in a single archive file.

    This ensures that archive files remain manageable even when you process a large number of jobs.

  6. Optionally enable the Use days as retention method for completed jobs option.

    You would enable this option if you wanted the system to determine the cut-off date according to which completed jobs are purged from the system. This, together with your entry at the Number of days field, determines when completed jobs are selected for archiving and purging.

Defining destination folders for archiving orders jobs and bills

  1. Open the Archive Setup program (SYSPRO menu > Utilities > Archiving Utilities > Archive Setup).

  2. Select the type of archive you want to maintain.

  3. At the Next archive number field, indicate the next number that must be used to archive data for the archive type selected.

  4. At the Archive file path field, indicate the folder to which you want to save archived data.

    If you do not specify a folder then SYSPRO defaults to storing archived data in your current working directory (i.e. the working folder you specified at the time of installing the product). In a client/server environment, the archive file path is located on the server.

Archiving bill of materials

  1. Open the BOM Structure and Routing Archive program (SYSPRO menu > Bill of Materials > Engineering Change Control > Structure and Routing Archive).

  2. Indicate the criteria according to which you want to select items for archiving.

  3. Select Start Processing.

    Structure and routing details are copied to an archive file in the pre-defined folder for archived ECC bill of materials.

    Entries are purged from the system only once they have been copied to the archive file.

    The naming convention for the archive file name is: Xyynnnnn.XML where X indicates the company id; yy indicates the type of archive file (e.g. BO for bill of materials) and nnnnn indicates the archive number.

    [Note]

    If archiving structures and routings in batch mode, then a single archive file is generated for each run of the BOM Structure and Routing Archive program.

Archiving sales orders

  1. Open the Order Purge program (SYSPRO menu > Sales Orders > Order Purge).

  2. Select the Purge orders at the Function field.

  3. Select Start Processing.

    For all completed orders that qualify for purging from the system, header and detail lines are copied to a sales order archive file. This archive file is saved in the pre-defined folder for archived sales orders. Entries are purged from the system only once they have been copied to the archive file.

    The order file purge report indicates details of the archive file.

    The naming convention for the archive file name is: Xyynnnnn.XML where X indicates the company id; yy indicates the type of archive file (e.g. SO for sales orders) and nnnnn indicates the archive number.

    [Note]

    The number of archive files generated for each run of the Sales Order Purge program depends on the maximum number of orders you specified per archive file (Sales Order Setup - History tab), and the number of orders being archived.

Archiving wip jobs

  1. Open the Period End program (SYSPRO menu > Work in Progress > Period End).

  2. Select Purge at the Function field.

  3. Select Start Processing.

    For all completed jobs that qualify for purging from the system, header details are copied to a work in progress archive file. This archive file is saved in the pre-defined folder for archived jobs.

    If you selected to archive job transactions, then all transaction details for completed jobs are also archived.

    Hierarchical details are also archived.

    Entries are purged from the system only once they have been copied to the archive file. The naming convention for the archive file name is: Xyynnnnn.XML where X indicates the company id; yy indicates the type of archive file (e.g. JB for jobs) and nnnnn indicates the archive number.

    [Note]

    A single archive file is generated for each run of the WIP Period End program that involves the purge function, unless you have specified a limit within the Work in Progress Setup program (i.e. Maximum jobs per archive file).

    If a limit is specified and this number is exceeded at the time of running the Purge function, then more than one archive file is generated.

    These files are created in the designated folder for archived jobs. This designated folder, together with the range of files generated, is reflected on the report produced by the WIP Period End program.