This batch job compresses G/L entries, that is, 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, G/L entries from previous fiscal years can be compressed so that there is only one credit and one debit entry per account 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: Posting Date, G/L Account No., General Business Posting Groups, Gen. Prod. Posting Group, Gen. Posting Type, Amount and VAT Amount. With the Retain Field Contents facility, you can also retain the contents of these additional fields: Document Type, Document No., Job No. and Business Unit 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. Registers window.
Date Compression deletes entries, so you should always make a backup copy of the database before you run the batch job.
Fill in the fields as follows:
Starting Date: Enter the first date to be included in the date compression. The compression will affect all G/L 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 G/L entries from the Starting Date to this date.
Period Length: Select the length of the period whose entries will be combined. 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 a text that will accompany the entries that result from the compression. The default description is "Date Compressed."
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.
Retain Dimensions: Click the AssistButton in the field and select which dimension information you want to retain when the entries are compressed. The more dimension information you choose to retain, the more detailed the compressed entries will be.
Retain Totals: Here you can specify that the total of the Quantity fields be retained.
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.