Running Ledger Cleardown (LCL)

  1. Open Ledger Cleardown (LCL) from the main SunSystems menu.
  2. Click the Period Cleardown button to specify period cleardown. Or, select Action > Period.
  3. Specify this information:
    Cleardown Period

    The period or year to be cleared down. If you are running a period cleardown, you must enter the last period to be cleared down in the format of ppp/yyyy. You cannot enter the current period.

    If you are doing a year end cleardown, you must enter the year to be cleared down in the format yyyy. You are warned if you select to clear down last year, since you might require these figures to be shown on reports.

    Account Code /To

    The default is for all account codes to be processed. If you do not want to clear down all accounts select the account code, or range of account codes, you require.

    Recalculate Asset Balances

    If you are using the Asset Register, select this option to recalculate the gross, accumulated depreciation and net values for assets in the Fixed Asset Register, from the asset related ledger transactions.

    Analysis Code Consolidation

    Select this to consolidate some, or all, of the analysis codes on cleared transactions.

    Check Transaction Reference

    Select this option to clear down all of the transactions with the same transaction reference at the same time. This means that the transactions referencing a particular transaction reference will only be cleared down when all of these transactions are able to be cleared down.

    Note: This check only applies to the transactions posted to accounts with an Agency/Broker Account Type of Client or Carrier, as defined in Chart of Accounts (COA).
    Switch Off Auditing

    If you are using Data Audit, the ledger cleardown process may be significantly slower depending on the tables for which data audit is switched on. If you want to temporarily switch off data audit in order to speed the cleardown, select this option so that no audit details are recorded during the cleardown. After the cleardown, auditing is automatically switched on again for the tables as configured in Data Audit Configuration (DAC).

  4. Click the Year Cleardown button to specify year cleardown. Or, select Action > Year. Specify the information as described in step 3.
  5. Click OK.
  6. If you set the Analysis Code Consolidation option, the Analysis Code Consolidation window is displayed:
    • Identify each analysis dimension to be consolidated, and enter range of analysis codes for each dimension.
    • Click OK.
  7. A Cleardown? warning message dialog appears. Click Yes to initiate the ledger cleardown, or No to cancel it.
    The process identifies each account as it is cleared down.