When a system has been running for a while, data can start to pile up. For some types of data this makes perfect sense, and your organization might be required by law to keep e.g. audit data for a long period of time. In other situations, though, storing old data might not be beneficial at all.
This document aims to give an overview of the data cleanup functionality in AMC Banking, and how this functionality can help keep your system neat and tidy, while at the same time preventing obsolete data from unnecessarily clogging up your system.
Cleaning up old data
To activate the cleanup functionality, open the cleanup dialog from AMC Banking > System > Data > Data cleanup
The opened cleanup dialog offers cleaning up the following types of data:
• Payment journals
• Posting journals
• Account statements
• Import log
• Search strings
Setting up executing cleanup
The first thing to choose, is whether to clean up data in the current company only or across all companies. This is done by setting the All companies option to either Yes or No
Next step is to choose which type(s) of data to clean up. This is done by marking the checkboxes next to the option(s), that should be cleaned up. Upon marking a checkbox, the related fields for the option are enabled. This allows setting up a certain cleanup period, by setting the type of Period and the number of the selected period type via the Count field. Data older than the specified period will be deleted.
Example 1:
System date: July 15, 2020
Period type: Years
Count: 5
The above setup would result in data prior to July 15, 2015 being deleted
Example 2:
System date: July 15, 2020
Period type: Days
Count: 10
The above setup would result in data prior to July 5, 2020 being deleted
In addition to the period settings, the Payment journal and Posting journal options also have a Posted setting. This allows users to specify, the status of the journals to delete. The options are:
• Posted
• Not posted
• All
To execute the cleanup using the settings specified in the dialog, click the OK button. Please also notice, that the cleanup functionality is batch executable, meaning the cleanup can be configured to run continuously in the background, e.g. daily.
What is cleaned up?
To ensure that the data cleanup only deletes the data, that you wish for it to delete, please see the descriptions below. This describes in detail for each cleanup option, the exact criteria used by the cleanup, when deciding whether to remove or keep a given record.
PAYMENT JOURNAL & POSTING JOURNAL
When deciding whether to delete a payment/posting journal or not, the cleanup ignores the journal itself, as e.g. the creation date is not an accurate reflection of how old the journal related data is.
Instead the cleanup examines the content of the journal, i.e. the individual journal lines. If the journal lines are all older than the specified cleanup period, the journal will be deleted, but if a single line is not older than the specified cleanup period, the journal is instead kept. The cleanup functionality will of course also respect journals Posted parameter, ensuring that only journals, corresponding the Posted parameter specified in the cleanup dialog, are deleted
When a journal is deleted, a hierarchy of delete actions will ensure, that all related records are also removed, meaning that journal lines, settlements, logs etc. are removed as well.
ACCOUNT STATEMENT
Like the payment and posting journal cleanup described above, the cleanup ignores the account statement itself, when deciding whether to delete it or not.
Instead the cleanup examines the date of the account statements’ bank movements. If all bank movements are older than the specified cleanup period, the account statement will be deleted, but if a single line is not, the account statement is not deleted.
When an account statement is deleted, a hierarchy of delete actions will ensure, that all related records are also removed, meaning that bank movements, reconciliations, comments etc. are removed as well.