This batch job compresses resource ledger entries. The entries will be combined so that they take up less space in the database.
Resource ledger entries can be compressed if they appear in closed fiscal years and the Open field is set to No.
The compression works by combining several old entries into one new entry. For example, resource ledger entries from previous 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, Resource No., Resource Group No., Entry Type, Quantity, Total Cost, Total Price and Chargeable.
With the Retain Field Contents facility, you can also retain the contents of these additional fields:
Document No., Work Type Code, Job No., Unit Of Measure Code, Global Dimension 1 Code and Global Dimension 2 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 will be included in the batch job by setting filters. You can select additional fields on the Resource 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:
Entry Type: Select the entry type to be included in the batch job. Click the AssistButton to the right of the filter field to see the options.
Resource No.: Select the numbers of the resources to be included in the batch job. To see the resources in the resource list, click the AssistButton to the right of the filter field.
Resource Group No. Select the numbers of the resource groups to be included in the batch job. To see the resource groups in the Resource Group table, click the AssistButton to the right of the filter 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 resource 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 resource ledger 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 time span 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. Click here to learn more about dimensions.