The Effects of the Archive and Purge Utilities on Transactions

Product: TAM V7.0.0

Requirements

The following criteria must be met for transactions to be archived or purged.

The MEM and Client Transaction Views

When an item meets the above archive criteria, it will be archived or purged accordingly. If an item that was purged or archived achieved a zero balance from an item that was not purged or archived, a MEM transaction is created that acts as a placeholder for this offset. This allows a transaction view - balance forward to be run. The sum of the item amounts (including the MEM) matches the overall client balance.

Example 1

The following transactions exist for this client.

Item Trans Month Amt Bal CPAID Closed
1000 NEW 9602 1000.00 0.00      
1000 CRP 9602 -1000.00 0.00 Y   
1500 PAY 9603 -1000.00 0.00 Y Y

Now the following transactions exist for this client.

Item Trans Month Amt Bal CPAID Closed
0 MEM    -1000.00         
1000 NEW 9602 1000.00 0.00      
1000 CRP 9603 -1000.00 0.00

Y

  

On the balance forward view (the default view for the client under general transactions), the following displays.

0 MEM -1000.00
1000 NEW 1000.00

This verifies the balance of 0 on the client.

Example 2

The following transactions exist for this client as of SEP96.

Item Trans Month Amt Bal CPAID Closed
1010 NEW 9602 1000.00 0.00 Y Y
1010 CRP 9603 -1000.00 0.00 Y Y
1510 PAY 9603 -1010.00 0.00 Y Y
1510 DBI 9608 10.00 0.00 Y Y
1600 +EN 9608 100.00 0.00      
1600 CRI 9608 -10.00 0.00 Y   
1600 CRP 9609 -90.00 0.00 Y   
1700 PAY 9609 -90.00 0.00 Y   

Now the following transactions exist for this client.

Item Trans Month Amt Bal CPAID Closed
0 MEM    1000.00    Y   
1510 PAY 9603  -1010.00 0.00 Y Y
1510 DBI 9608 10.00 0.00 Y Y
1600 +EN 9608  100.00 0.00      
1600 CRI 9608 -10.00 0.00 Y   
1600 CRP 9609 -90.00 0.00 Y   
1700 PAY 9609 -90.00 0.00 Y   

On the balance forward view (the default view for the client under general transactions), the following displays.

MEM 1000.00
PAY -1010.00
+EN 100.00
PAY -90.00

This verifies the balance of 0 on the client. Without the archive MEM, it would look like the balance on the client is incorrect and should be -1000.00.

Transaction Date Range Note

Due to the date on the MEM transaction, the date range will not total correctly, as the MEM has a later transaction date than the items it has replaced. In the first example on the date range, the NEW would show in the total for FEB96. The MEM however, will file with the transaction date and a month based on when the archive was run. This is deceiving, as the MEM balance belongs in the month of the item it replaced. 

Last Revised: February 19, 2008 02:24 PM

SWE21671