Advantage transactions can be archived from the Transaction Catalog, within a transaction, or by submitting the Transaction Archive chain job. The Transaction Archive chain job allows you to mass-select transactions for archiving based on user-entered parameters. As archiving should be a very restricted action and controlled process, it should only be attempted by administrators and others charged with that function.
The Archive action and Transaction Archive chain have Options for what data is created as part of the process. Note: Please see the “Transaction Archiving” section of the CGI Advantage Financial Utilities Run Sheets guide for details on Application Parameters involved. Ultimately, moving those XML files off of the Advantage file system will create the biggest benefit of archiving, but that will also result in the View and Unarchive actions no longer working on the Transaction Archive Catalog or the Unarchive Transaction batch process.
Below are some of the different rules governing when a transaction can be archived or not. Rules 1-3 must be cleared before any of the transaction type rules. If a particular transaction type is not called out after rules 1-3, then only rules 1-3 apply to that transaction type.
Transactions that can always be archived – Transactions that are Historical (Final) or Conflict Draft.
Transactions that cannot be archived – Transactions that are Pending, Draft, or Template.
Transactions that are pending Future Transaction Triggering Processing.
Transactions that are Final and are at the end of a chain or are not part of a chain and are Final. This rule is followed by all transaction codes belonging to the following transaction types: JV, MD, AD, CR, WO, BG, ITA, and IET.
Transactions that have a closing date, and the closing date has been reached. This rule is followed by all transaction codes belonging to the following transaction types: ABS, PR, RE, CL, ARE, and ITI.
A cancellation transaction that is final can always be archived as long as it doesn’t conflict with the following procurement archiving rules.
Procurement transactions that are only part of one procurement folder – All transactions within a specific procurement are filed in a virtual procurement folder. All referencing procurement transactions are filed in this same procurement folder. Therefore, you cannot archive any transactions from a procurement folder until all transactions within the procurement folder have been closed. Transactions excluded from this rule are RQ and IN transactions that reference one of more transactions in different procurement folders.
RQ and IN transactions that are part of multiple procurement folders – If a RQ transaction or an IN transaction belongs to multiple procurement, you cannot archive the RQ or the IN until all procurement to which the transaction belongs are ready for archiving. Example, RQ1 commodity line 1 belongs to Procurement Folder A, and RQ1 commodity line 2 belongs to Procurement Folder B. In Procurement Folder A, all award transactions have been closed. In Procurement Folder B, the award transaction is still open. All transactions in Procurement Folder A can be archived except RQ1. RQ1 will not be eligible for archiving until all award transactions in Procurement Folder B have been closed.