Compressing General Ledger Transactions

Use the Compress General Ledger Transactions Utility to combine ledger transactions into two summary transactions for each account. This is useful for reducing the number of records in the ledger.

G/L compression is either by date or period. If compressing by date, the system totals all transactions for an account on a particular day and creates a transaction with a reference of date summary. If there are 30 transactions, each on a different day, 30 date summary transactions are created. If all transactions are on the same day, only one transaction is created.

If compressing by period, the system totals all transactions for an account that fall into one of the defined accounting periods and creates a transaction with a reference of period summary. If there are 30 transactions, each on a different day, but within one of the defined periods, one transaction is created.

This function does not compress transactions with a reference of income summary. A transaction with this reference is created when closing a year. The amount in this transaction is the net effect of revenue and expenses for the year.

To compress transactions:

Open the Compress General Ledger Transactions Utility.
Select the method of compression to use:
- Date: The system compresses everything for one day.
- Period: The system compresses everything for one period.
Select the level at which to compress the transactions: reporting unit or account.

If you select Account and two transactions with different unit codes exist for an account, the unit codes for the compressed transaction are blank. Also, if you select Account and the transactions are compressed, you will receive a message that the Rebalance Ledger Period Totals utility should be run. Run this utility to clear the unit codes and change which buckets the transactions belong to.
For these fields, select the range of values to include in the compression:
- Transaction Date
- Account
Select Use Analytical Ledger to process only Analytical Accounts.
Select Print and click Process to print the results without saving.
Select Commit and click Process to save the results.