This batch job compresses job ledger entries. The entries will be combined so that they take up less space in the database. Job ledger entries can be compressed, if they appear in closed fiscal years and the field Open contains No.
The compression works by combining several old entries into one new entry. For example, Job ledger 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 to be 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, Entry Type, Job No., Type (Resource or Item), Quantity, Total Cost and Total Price.
With the Retain Field Contents facility, you can also retain the contents of these additional fields:
Document No., No. (Resource or Item No. - depends on Type field), Resource Group No., Unit Of Measure Code, Location Code, Chargeable, Work Type Code, Phase Code, Task Code and Step Code.
By clicking the AssistButton in the Retain Dimensions field, you can also select the dimension information you wish to retain on the compressed entries.
The number of entries that result from a Date Compress Job Ledger 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 will be included in the batch job by setting filters. You can select additional fields on the Job Ledger Entry tab by pressing F3 and then clicking the AssistButton that appears to the right of the Field field. 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:
Job No.: Select the numbers of the Jobs to be included in this batch job. To see the jobs in the Job table, click the AssistButton to the right of the field.
Job Posting Group: Select the numbers of the Job Posting Groups to be included in the batch job. To see the Job Posting Groups in the Job Posting Group table, click the AssistButton to the right of the field.
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.
Starting Date: Enter the first date to be included in the date compression. The compression will affect all Job 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 job ledger entries from the Starting Date to this date.
Period Length: Select the length of the time span for which 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.
Retain Dimensions: Click the AssistButton to select the dimension information you wish to retain on the compressed entries.
Click OK to start the batch job. If you do not want to run the batch job now, click Cancel to close the window.
Click the up-arrow in the lower left-had corner to see the results of the filter you have defined for the table.