Chapter 6_ _NEW Data Archive – Phase I

This chapter describes the integration with Professional Advantage's Company Data Archive (PA-CDA) software using GP Dynamics/Dexterity and Microsoft SQL Server. (CIN-3792)
This chapter contains the following sections:

• Introduction

• Prerequisites

• Installation

• Data Archive Procedures

Introduction
Data Archive – Phase I provides an easy way to move CINCH Sales (Bookings, Invoice, Prepay, Shipment Invoicing, Branch & Bulk Transfers) historical information from your 'live' company to an 'archive' company along with any necessary master tables. History records provide useful information for audit and analysis purposes and reduces the size of your live company database which then improves system performance.
Archiving is done by a cutoff date of historical data. All historical transaction with a date on or before the archive date will be moved to an archive company. Archived transaction will still be available to inquire and report on via the archive company as you would any other company.
Please refer to PA-CDA's Best Practices documentation and manual for more information on archiving.

Prerequisites
The following is the list of prerequisites:

1. Microsoft Dynamics GP installed and setup. Minimum version 12.00.2038 KB 3102154.

2. Professional Advantage Company Data Archive – Plus installed and setup for each company you wish to archive data. Minimum version 12.0b45.

The PA-CDA version must support your Microsoft Dynamics GP version.

1. CINCH installed and setup. Minimum version 12.3 M43 (SP5).

   1. CINCH needs to be installed on both the LIVE and ARCHIVE database.

   2. Only the following SQL scripts need to be ran against the ARCHIVE database.

      1. SQLCompanyFunctionsRXXX.sql

      2. SQLCompanyViewsRXXX.sql

      3. SQLCompanyProceduresRXXX.sql

DO NOT run the following CINCH SQL script against your ARCHIVE database; SQLCompanyTriggersRXXX.sql, Please contact customer support if this script was processed against the ARCHIVE database, reference CIN-5447.

The following SQL scripts do not need to be ran against the ARCHIVE database but will not cause issues; SQLCompanyCinchXR1852 or SQLCinchXSystemProcs18.52.0.8 and SQLCompanyeConnectR1852.sql.

Installation

Data Archive is easy to install once all prerequisites have been completed. Simply run the following SQL script against your GP System database, which may or may not be DYNAMICS.

IRArchive_System_Install_CINCH.sql

DO NOT run this script against LIVE databases.

Data Archive Procedures

If this is your first-time using Data Archive and Professional Advantage's Company Data Archive (PA - CDA), you likely have many years of data you'll need to archive. However, attempting to archive all data, across all modules, all at one time, will very likely take days to accomplish. For example, you may have 10 years of data in your live company, but you determine it is only necessary to keep the most recent three years in your live company. It is our recommendation to split this initial archive into several pieces.

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      • Archive just Master Data

      • Archive one GP/CINCH/Intellego module for just your oldest fiscal year. You may even want to do half years or even quarter years depending on the size of the tables being archived.

      • Continue archiving by year, half year or quarter year until you have reached your desired cutoff.

      • Follow this process for all GP/CINCH/Intellego modules

Please refer to Professional Advantage's Best Practices documentation and manual to help complete your archiving tasks.

1. Open PA – Archive Company Data

(Microsoft Dynamics GP >>Tools>>Utilities>>System>>Company Data Archive)

If CINCH is installed but CINCH's Data Archive script is not executed, this window will not be accessible. Companies that do not use CINCH but reside within a SQL instance with companies that do use CINCH, will only be able to use this window once CINCH's Data Archive script has ran.

1. Data Archive works with the following PA–CDA modules.

   1. Master Data

   2. Purchasing >> Payables Management

   3. Purchasing >> Purchase Order Processing

   4. Sales >> Sales Order Processing

   5. Inventory >> Inventory Control

   6. Additional Products

      1. CINCH/Intellego – Booking

      2. CINCH/Intellego – Prepay

      3. CINCH/Intellego – Branch Transfer

      4. CINCH/Intellego – SalesShipInv (Sales Shipment Invoicing)

      5. CINCH/Intellego – Bulk Transfer

See Appendix B for a list of CINCH tables that will be moved for each module.
NOTE: PA–CDA is not displaying the correct estimates for Additional Products within the Archive Preview window. This can not be fixed by CINCH/Intellego but has been reported to PA–CDA. (CIN-5388)
If you would like to see what should be displaying in the Archive Preview window for CINCH/Intellego Additional Products. Run the following script after you open the preview window. Preview data is generated once the Preview button is selected.
select DSPLNAME, Count1 from DYNAMICS..paISVPreview where PRODID = 4087 (CINCH) or 3369 (Intellego)