Best practice for unneeded companies

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Our CFO is looking to remove a few companies in GP that we never use and would like to keep the data and remove the companies from GP. The removal is pretty easy, but I’m more concerned about what would happen if we ever needed to restore those companies in the future.

My concern is there might not be an upgrade path from GP 2013 R2 to GP 2020 if we ever needed to restore the company in the future.

What does everyone else do?

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L Vail 65,271 on at

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If you think there is a possibility that you will need to access those companies from the GP program, consider inactivating the company by taking all user access away from it. You would still update its tables just like you do with the production companies. The other thing is to set them to a Simple recovery method. If you only need to access the data via SQL, then delete them from the GP interface, but leave the databases intact on the SQL server.

Kind regards,

Leslie

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Community Member on at

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But by keeping the companies in GP, we're still having to update them whenever we upgrade software. I realize this is an all or nothing thing 'either we keep them in GP or we don't' but I was just looking for the "magic maybe" button instead.

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L Vail 65,271 on at

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Carl,

I suppose you could keep a working version of whichever version those companies are on and perhaps stick it on a different computer. You wouldn't have to worry about updating them, yet they would be there on version xx if you wanted to use them for inquiries.

Kind regards,

Leslie

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Bill Campbell 12 on at

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Carl, while I understand the desire to remove them from the system so that you are not updating them each time, I can tell you from experience that 'skipping' a few updates and then trying to catch up for only few of the databases is not any fun.

We did this for a client that had / has over 40 databases. They were inactive and not needed. The Controller (of the day) convinced the Owners that the space and time would be better used if the databases were simply removed.

We were told to remove 20 of the then inactive databases. We did so, however, we took the time to back them to CD. Good thing we did as a about 5 years later the Owner demanded data from several of the old inactive companies and the (then) new controller was beside himself that the data was not available.

The client spent about 6,000 to get the data from the databases - way more then it would have taken to preform the database updates over that time. At that point the owner requested the remaining databases be restored and updated, again at his expense.

Leslie, gave you great advise, remove the user access from the companies and from a GP perspective they all go away. Only in SQL and only at Update time do they seem to appear. KEEP records and make it part of the Update and Maintenance of the GP system going forward.

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