This chapter contains these topics:
Prior to purging the Account Ledger (F0911) you can run the Summarize Transactions (P09811) program to create a summarized F0911 record (BF document type) for each period, ledger, subledger, and subledger type. The summarized records (BF) serve as an audit trail to the Account Balances (F0902) table. These files are useful in the event you must repost transactions for a year that you have previously purged.
Before beginning the restoration process, back up the Account Ledger (F0911).
Summarize Transactions (P09811) uses two AAIs:
GLSMxx AAIs define ranges of accounts to excluded from summarization
GLRCxx AAIs define ranges of accounts that must be reconciled before they are summarized
The "Periods to Retain" processing option indicates the number of periods to retain in detail. The system recognizes each year as having 14 periods, regardless of how the date pattern is defined in the Company Constants file (F0010). The Periods to Retain processing option, is the total number of periods that you are not including in your summarization.
For example, if the current period is March 2017, to retain detail records going back to the beginning of 2013, 59 periods (4 years x 14 periods per year plus 3 periods in 2017) need to be retained, enter 59 in the processing option.
The Summarize Transactions (P09811) program creates a record in the Account Ledger (F0911) for each account for each period, ledger type, subledger, and subledger type.
Each record that Summarize Transactions (P09811) creates has:
A Document Type (DCT) of BF
A Document Number (DOC) representing the Julian date when you summarized the record.
The Reference 1 (R1) field populated with P09811
The Batch Rear End Posted Code (BRE) field populated with a P
Additionally when you summarize the records, the Summarize Transactions (P09811) program adds a Y in the Summarized Code (SUMM) field for those records that you will purge, records that are not Document Type BF.
From the time the Summarize Transactions (P09811) program creates the BF records and the time that you run the purge program (P09911), the Accounts Ledger (F0911) amounts for the summarized accounts are doubled and any reports based on these accounts will be incorrect during that time.