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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Removing Old GP Data
Microsoft Dynamics GP (Archived)

Removing Old GP Data

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Posted on by Jeff Garrison 2,485

Another question.

What is the best way to purge data?  I'm trying to remove all data prior to 2005 (standard 7 year retention) without screwing up any financials.

I guess what I'm looking for is some help on what exactly I need to do to remove the data without messing up the Financials (step by step guidance would be ideal).  I have never gone through and done this myself and the company does not want to spend the amount of money that partners are asking for to do this.

I know there are products out there that can archive data, but they also want $$$.

Thanks in advance.

Jeff

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  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    Jeff,

    Each of the modules in GP has a Utility for removing historical transactions.  For instance, for Purchasing, navigate to Purchasing>>Utilities>>Remove Transaction History, Distributions, Period History, etc.  Click on the Help button at the bottom of each window.  Help should provide you the necessary instructions you need to safely perform the processes.  If you have any further questions after reading the Help files, let us know. And always make sure you back up your database(s) before trying this at home!!

    Good luck,

  • Community Member Profile Picture
    Community Member on at

    frank,

    please clarify for me.  from a user perspective, what exactly does 'remove historical transactions' mean?  in other words, will the historical transx no longer be available on inquiry screens and reports?  is this literally deleting data from the tables/system?

    thanks!

  • Jeff Garrison Profile Picture
    Jeff Garrison 2,485 on at

    Frank -

    For clarification, by removing Transaction History, Distribuitons, etc., it will not impact the Financials correct?  The current Financials are not impacted by deleting the prior history?

    Rick - I believe the answer to your question is Yes, they are removed from the tables.

  • Community Member Profile Picture
    Community Member on at

    Just don't run any reconcile utilites for the periods deleted.   For example if you remove GL history for 2005, your summary balances for 2005 will remain.   However, if you run reconcile then the summary balances for 2005 will go to 0.    

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

    Rick and Jeff:

    Yes, removing historical transactions means deleting the transactions from the tables.  However, you can delete historical transactions from the Purchasing and Sales modules, for example, and it won't affect your financial reporting because financial reporting data is pulled from the GL tables.  As long as you leave the GL history in place, you can still run financial reports on those historical years.

    Historical transactions means different things in different modules.  In Financial, it means transactions in a closed fiscal year.  In Sales, it means fully paid sales and receivables invoices.  In Purchasing, it means closed and/or cancelled POs and fully paid vendor invoices.

    Also, in the Sales module, fully paid documents don't move to history until you run the Paid Transaction Removal Routine.  In the Purchasing module, fully paid documents transfer to history automatically.

    Hope this helps,

  • Community Member Profile Picture
    Community Member on at

    yes sir.  this was very helpful.  thank you frank.

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