This batch job compresses maintenance ledger entries, that is, it combines them so that they take up less space in the database. You can compress entries from closed fiscal years only.
The compression works by combining several old entries into one new entry. For example, maintenance ledger entries from previous fiscal years can be compressed so that there is only one entry per fixed asset per month. The amount in the new entry is the sum of all the compressed entries. The date assigned is the starting date for the period that is compressed, such as the first day of the month (if the entries are compressed by month). After the compression, you can still see the net change for each account in the previous fiscal year.
After the compression, the contents of the following fields are always retained: FA No., Depreciation Book Code, FA Posting Group and Document Type. With the Retain Field Contents facility, you can also retain the contents of these additional fields: Document No., Maintenance Code, Index Entry, Global Dimension 1 Code and Global Dimension 2 Code.
The number of entries that result from a Date Compress batch job depends on the number of filters you set, the fields that are combined and the period length you choose. There will always be at least one entry. When the batch job is finished, you can see the result in the Date Compr. Register.
Date Compression deletes entries, so you should always make a backup copy of the database before you run the batch job.
You can define what is included in the batch job by setting filters. You can select additional fields on the Maintenance Ledger Entry tab by pressing F3 and then clicking the AssistButton that appears to the right of the Field field. You can also determine how the batch job is executed by filling in the fields on the Options tab. Fill in the fields as follows:
FA No.: Enter the numbers of the fixed assets to be included in the batch job. To see the existing fixed asset numbers, click the Filter field, then click the AssistButton that appears to the right.
Depreciation Book Code: Click the AssistButton and then select the depreciation book code for the depreciation book to be used in the batch job.
Click the up-arrow at the lower left-hand corner of the window to see the result of the filters you have defined.
Starting Date: Enter the first date to be included in the date compression. The compression will affect all maintenance ledger entries from this date to the Ending Date.
Ending Date: Enter the last date to be included in the date compression. The compression will affect all maintenance ledger entries from the Starting Date to this date.
Period Length: Select the length of the period for which combined entries will be created. Click the AssistButton to the right of the field to see the options. If you selected the period length Quarter, Month or Week, then only entries with a common accounting period are compressed.
Posting Description: Here you can enter text that will accompany the entries that result from the compression.
Retain Field Contents: Place checks in the boxes if you want to retain the contents of certain fields even though the entries are compressed. The more fields you select, the more detailed the compressed entries will be. If you do not select any of these fields, the batch job will create one entry per day, week, or another period, according to the period selected in the Period Length field.
Click OK to start the batch job, or, if you do not want to run the batch job now, click Cancel to close the window.