Ledger Cleardown Prerequisites

Ledger Cleardown (LCL) is a process which enables you to remove historical or redundant transactions from your business unit ledger and replace them with summarized balance transactions. You are not obliged to perform a ledger cleardown. However, it does provide a more compact, and more easily managed system. It provides two run options:

  • Period Cleardown which accumulates transactions on a period by period basis
  • Year Cleardown which summarizes transactions for a year.

Transactions are only summarized if they have been posted to an accounting period equal, or prior, to the period or year you have chosen to clear down.

Note:  If you run Ledger Cleardown on a budget ledger, the budget transactions are always deleted rather than archived. When you run a year cleardown, all of the budget transactions up to, and including, the specified year are cleared. Summary balances are posted in the last period of the specified year for each account and analysis code combination.

Before carrying out a ledger cleardown, you must ensure that:

  • All audit trail reports have been produced. These would include, for example, journal listings and account listings.
  • All operators have logged out
  • The business unit has been backed up as a safety precaution.