ERP Systems: Dynamics AX 2009 – Deleting Obsolete Companies

Introduction   

    During implementations, migrations and other projects are created in Dynamics AX temporary companies (aka legal entities, data areas) that aren’t needed anymore once they fulfilled their purpose. Excepting the fact that obsolete companies occupy space in the data center, under certain circumstances they can lead to performance problems. The logical thing to do would be to delete the obsolete companies as long there’s no further demand from the business.    

   In what follows we will look at several methods for deleting obsolete companies. The scripts were tested in Dynamics AX 2009, and more likely they’ll work in coming versions as long the data model behind was kept.

Warning:
    Please note that the scripts are provided “AS IS” only to exemplify a technique and they come without any warranty! Before attempting any of the methods described here, review the comments from “Further Considerations” section!

Method 1: Using DynamcsAX Built-In Functionality   

   Dynamics AX 2009 provides built-in functionality for deleting a company, however when the volume of data in the system goes above a certain limit the functionality starts to perform poorly, even when run directly on an AOS. (It is recommended to run long-running administration jobs directly on the AOS rather than clients.)    For example, it was attempted to use this method to delete several companies in Dynamics AX Test environment. By the first company the deletion job needed a few hours, while by the second company the job hasn’t finished after two days, being thus forced to stop it. After two further failed attempts it came the time to look for another solution.

Warning:
     It seems that this solution can lead to orphaned data (see [1]). So, even if you are using this method, you might need to consider one of the following methods as well.

Method 2: Using sp_MSforEachTable   

  In almost all tables in AX the company is stored in a DataAreaId attribute. Over this attribute the records belonging to a company are logically partitioned. This allows writing a script via the undocumented sp_MSforEachTable stored procedure:

--delete the data for one data area
sp_MSforEachTable @command1 = 'DELETE FROM ? WHERE DataAreaId = ''m01'''

An error with be thrown for the tables that don’t contain the DataAreaId attribute:
Msg 207, Level 16, State 1, Line 1

Invalid column name 'DataAreaId'.The script can be extended to delete in the same step two or more companies:

--delete the data for multiple data areas
 sp_MSforEachTable @command1 = 'DELETE FROM ? WHERE DataAreaId IN (''m01'', ''m02'')'

     During the first test the script needed half of hour to run, however a few tables  in which the company is stored in other attributes remained untouched. One can either search for such tables manually, via a script, or run the built-in AX functionality. We opted for running the built-in functionality, which managed to delete the remaining data relatively fast.

Warning:
Microsoft doesn’t support this method and can be used when the volume of obsolete data is relatively small!    What does it mean relatively small? The most important limitation of this method is the transaction log, considering that the deleted data are logged. One can either change log’s size to accommodate the volume of data to be deleted or run the deletion only for a subset of the tables. (Changing the recovery model to “simple” or “bulk-logged” won’t make a difference.)

   The second important limitation is the available memory, once the available memory is reached SQL Server having to paginate the data, fact that could lead to further disk space consumed.    Other limitations have more with the performance to do, e.g. each deletion is reflected also in the indexes. One might consider for example dropping the indexes before deletion and recreating them afterwards.

Method 3: Using a Cursor    

  Instead of using the undocumented sp_MSforEachTable stored procedure, the loop can be performed via a cursor (see [1]). This method is advantageous when the deletion needs to be performed only for a subset of tables one could use a cursor. The deletion can be grouped together with other activities and run together.

Method 4: Using „Shadow“ Tables    

   When the volume of data available is huge, and the volume of data that remain in the table is small compared with the overall data, it might be useful to consider using “shadow” tables. One can take advantage of the fact that a truncate command performs incomparable better than a delete command.  To use a truncate on a table, the records that need to be kept could be saved temporarily to a copy (aka “shadow”) of the table, the truncate then applied, and the copied records could be moved back. The following scripts exemplify the logic needed to delete the records from InventDim (inventory dimensions) table:

-- (optional) prove the number of records
SELECT count(*) 
FROM dbo.InventDim 
WHERE DataAreaId = 'm01'

-- create the “shadow” table
CREATE TABLE [dbo].[INVENTDIM_Dump](
[INVENTDIMID] [nvarchar](30) NOT NULL,
[INVENTBATCHID] [nvarchar](21) NOT NULL,
[WMSLOCATIONID] [nvarchar](12) NOT NULL,
[INVENTSERIALID] [nvarchar](21) NOT NULL,
[INVENTLOCATIONID] [nvarchar](10) NOT NULL,
[CONFIGID] [nvarchar](10) NOT NULL,
[INVENTSIZEID] [nvarchar](10) NOT NULL,
[INVENTCOLORID] [nvarchar](10) NOT NULL,
[INVENTSITEID] [nvarchar](10) NOT NULL,
[DATAAREAID] [nvarchar](4) NOT NULL,
[RECVERSION] [int] NOT NULL,
[RECID] [bigint] NOT NULL,
[WMSPALLETID] [nvarchar](18) NOT NULL,
[INVENTSTYLEID] [nvarchar](10) NOT NULL
) ON [PRIMARY]

-- copy the data into the “shadow” table
INSERT INTO [dbo].[InventDim_Dump] WITH (TABLOCK)
SELECT *
FROM [dbo].[InventDim] 
WHERE DataAreaId = 'm01'

-- truncate the data frome the main table 
--TRUNCATE TABLE [dbo].[InventDim]

-- copy the data back
INSERT INTO [dbo].[InventDim] WITH (TABLOCK)
SELECT *
FROM [dbo].[InventDim_Dump]

-- (optional) prove whether the IDs were correctly copied 
SELECT count(*)
FROM [dbo].[InventDim] A
JOIN [dbo].[InventDim_Dump] B
ON A.recid = B.RECID 
AND A. DATAAREAID = B.DATAAREAID 
WHERE A.DataAreaId = 'm01'

-- drop the „shadow“ table 
--DROP TABLE[dbo].[InventDim_Dump]

  

   As can be seen the “shadow” tables are simplified versions of the original tables, without constraints or indexes. They can be eventually created in another schema or even other database.   

   Except the script for table’s creation in the other scripts table’s name can be easily replaced in the editor via the search and replace functionality, trick that reduces considerably the time needed for development. I needed on average 5 minutes for each table, plus 3-4 hours for further tests.    

   The optional steps are more for exemplification and can be eventually removed.  

   The Tablock hint used in inserts provides better performance and minimizes the volume of data logged.    

   I used this method only for the tables having more than 3 million records, around 50 tables in total. Between them there were a few tables having 20-200 GB worth of records. I started with these big tables and figured out that also smaller tables could benefit from this method. A few minutes gained for each small table resulted in the end in a gain of a couple of hours.

   The remained records were 0-25% of the initial tables.   

   In theory, these steps could be performed within a cursor in which the creation of the “shadow” tables could be automated via table metadata as well. This approach will pay-off especially when the schema is not fixed, or the procedure needs to be repeated on different schemas.

Method 5: Delete Records in Batches    

   There will be a point beyond which the performance provided by the fourth method will deprecate considerably. This point is based on the volume of records available in the table, and the records needed to be inserted back and forth. Without further tests, I suppose that this point lies in the 50-75% interval. Beyond this point for big tables in range of 10x or 100x GB it might be useful to delete the data in batches. A push in this direction might be constrained by the need to shrink the transaction log in between the deletes. The query could be written as follow:

-- deleting top x records 
DELETE top 10000
FROM dbo.InventDim WITH (TABLOCK)
WHERE DataAreaId = ‘m01’

   The query can be included in a loop or run manually until no records are returned. It can be tested with different batch sizes to determine the best solution. In between is recommended to check also the growth of the log file and truncate it accordingly when needed.

Method 6: Using X++ Code  

    For those having some basic knowledge of X++ and Dynamics AX classes, a solution based on deleting data via AX code could prove to be a better solution as standard functionality can be leveraged, functionality that eventually considers also the business logic implemented. The downside is the code that need to be written for this purpose, however there are already some examples available on the web (see [4]).

Hint:
In AX 2012 built-in support for batch deletes was added via the delete_from statement (see [3]).

Further Considerations    

   Before attempting a deletion, it might be useful to analyze how many records will be deleted from each table, and eventually devise different scenarios for specific table categories. To get the number of records one can use either the built-in functionality from AX or use the sp_MSforEachTable stored procedure and export the results to text, following to overwork the data further in Excel:

-- listing the number of records per company 
sp_MSforEachTable @command1 = 'SELECT dataareaid, ''?'' table_name, count(*) no_records FROM ? WHERE DataAreaId IN (''m01'', ''m02'') GROUP BY dataareaid'

The results can be used also to approximate the space occupied by the data.   

   Independently of the method used it is recommended to restrict users‘ access to the system and to deactivate the scheduled AX or SQL Server jobs. This will ensure that no blockings will occur in the system during the respective time.    

   As data are synchronized between the AOS’s and the database, it is recommended to shut down the not needed AOS services before the deletions are performed, and restart them once all activities were performed.   

   To minimize the risks associated with the loss of data it’s recommended to perform a backup of the database(s) before performing any changes.    

   By deleting the data directly on the database, the business logic from AX (including customizations) is skipped. In theory this can lead to logical inconsistencies, however considering that all the data for a company are deleted, the risks are very small, unless intercompanies are involved.   

   After the data are deleted it is recommended to recreate the indexes and update the statistics on the tables.  

   Check whether the transaction log can accommodate the volume of records to be deleted! In extreme cases your SQL Server might crash! From this consideration it might be advantageous to delete only a company at a time.    

   Based on the volume of data available in the transaction log it might be needed to truncate the log(s) between the steps, as well at the end.  

   After the principle “better safe than sorrow”, it might be a good idea to check the physical and logical consistency of the data before letting the users in.   

  To minimize the impact on the business, it is recommended to perform the deletion outside the working hours, otherwise the action can lead to blocking and even deadlocks in the system.     Always attempt to use standard functionality and resort to other methods only when there’s no way around it.

  It is recommended to always test the scripts thoroughly in the test environment before attempting their productive usage!

References:
[1] Microsoft Dynamics AX Technical Support Blog (2010) How to delete orphaned data remained from deleted company?, by Martin Falta [Online] Available from: https://blogs.msdn.microsoft.com/emeadaxsupport/2010/12/09/how-to-delete-orphaned-data-remained-from-deleted-company/
[2] Art of Creation (2010) Delete an AX company on SQL [Online] Available from: http://www.artofcreation.be/2010/02/03/delete-an-ax-company-on-sql/
[3] MSDN (2012) delete_from Statement [Online] Available from: https://msdn.microsoft.com/en-us/library/aa624886.aspx[
4] Kevin’s blog (2017) Dynamics Ax 2012 History cleanup, by Kevin Roos [Online] Available from: https://www.kevinroos.be/2017/07/dynamics-ax-2012-history-cleanup/