Create Filing Template for Selective Archiving of Ledger Transactions

This document explains how you define filing templates for archiving of individual balance or profit/loss items, or separate customer or supplier records.

The purpose of the templates is to enable you to distinguish between different accounting identities to be archived at different occasions. For example, you archive all your cash accounts first. Later on, or less frequently, you may archive your long-term debts.

Outcome

A filing template belonging to one of the four filing categories (see below) is defined. To each template, so-called filing identities (business accounts, customers or suppliers) are linked.

Connect the template to a filing type controlling how the archiving will be done in 'Filing Type. Open' (GLS810). When selecting a filing type for the archiving in 'General Ledger. File' (GLS800), all transactions linked to the filing identities are included in the routine.

The FARMDF and FARMLN tables are updated.

Before you start

The company must have well-defined archiving routines.

Follow These Steps

Select Category

Start 'Filing. Open Template' (GLS820/B).
Enter an ID, select one of the following filing categories, and then click New:
- 1 = Balance transactions
- 2 = Result transactions
- 3 = Accounts receivable transactions
- 4 = Accounts payable transactions.
On the E panel, enter a description and name. Press Enter.

Link Filing Identities to Category

In 'Filing. Open Template' (GLS821/B), enter either the account (for balance and result transactions), customer or supplier (for accounts receivable and accounts payable transactions respectively) as the filing identity, depending on the selected filing category.
Enter a name for the selection. Click New.
In (GLS821/E), adjust the proposed name of account/customer/supplier, if needed to clarify the record. Press Enter.
Repeat steps 4 to 6 for each new filing identity to be processed separately in the archiving routine.