You use the Date Compr. Item Budget Entries batch job to compress item budget entries, that is, combine 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, item budget entries from previous fiscal years can be compressed so that there is only one sales amount entry, one cost amount entry and one quantity entry per item 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, Budget Name, Item Number, Source Type, Source No., Sales Amount, Cost Amount and Quantity. With the Retain Dimensions facility, you can also retain the contents of these additional fields: Global Dimension 1 Code, Global Dimension 2 Code and Global Dimension 3 Code.
The number of entries that result from a Date Compress batch job depends on how many filters you set, which fields are combined, and which 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.
You can define what is included in the batch job by setting filters. You can select additional fields on the tab by clicking the Field field, then clicking the AssistButton that appears to the right. In addition, the Options tab contains other fields in which you must specify conditions for running the batch job. Fill in the fields as follows:
Budget Name: Enter the budgets that you want to include in the batch job. To see the existing budgets, click the Filter field and then click the AssistButton that appears to the right.
Item No.: Enter the item numbers that you want to include in the batch job. To see the existing item numbers, click the Filter field and then click the AssistButton that appears to the right.
Click the up-arrow at the lower left-hand corner of the window to see the result of the filters you have defined for the table.
Analysis Area: Select the analysis area that you want to include in the date compression: Sales or Purchases. The compression will affect all Item budget entries within the analysis area you choose.
Starting Date: Enter the first date to be included in the date compression. The compression will affect all Item budget 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 Item budget entries from the Starting Date to this date.
Period Length: Select the length of the period during which entries will be combined. Click the AssistButton to the right of the field to see the options.
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 Dimensions: Click the AssistButton and then select the fields you want to retain the contents of despite the entries being 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 other period, according to what you have selected in the Period Length field.
Click OK to start the batch job. If you do not want to run the batch job now, click Cancel to close the window.