43 Create Balance Forward Records

This chapter contains this topic:

43.1 Creating Balance Forward Records

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From General Accounting (G09), choose G/L Advanced & Technical Operations

From G/L Advanced & Technical Operations (G0931), choose Summarize & Purge Data

From Summarize & Purge Data (G09317), choose Summarize Transactions

You can create a single balance forward record to replace numerous detailed transaction records by summarizing transactions.

When you summarize transactions, this program:

  • Creates a balance forward record for each accounting period, ledger type, subledger, or subledger type. This record has a:

    • Document type of BF (balance forward)

    • Document number that is the system Julian date when you summarize transactions

    • G/L date for the period-ending dates

  • Marks the summarized detail records. The summarized code in the Account Ledger table is marked:

    • Y (Summarized)

    • Blank (Not summarized)

Summarize Transactions is a DREAM Writer program.

Three AAI items control the account ranges that are to be summarized or bypassed:

AAI Explanation
GLSMxx Defines the range of accounts not to be summarized.
GLRCxx Defines a range of accounts that must be reconciled before they are summarized. The Reconciled field must have a value from user defined codes (09/RC) to allow summarization.
GLPRxx Defines a range of accounts that are not purged.

You can also summarize on a period-by-period basis with this program.

After you summarize transactions, you have the ability to restate prior fiscal years, if necessary.

After the system creates a balance forward record, you can delete or purge summarized records for that year from the Account Ledger table (F0911). Summarization adds balance forward records. You must purge and reorganize to actually make more disk space available.

You should run this process after business hours to ensure adequate processing time.

43.1.1 Before You Begin

  • Back up the Account Ledger table.

  • Determine which fiscal year, companies, ledger types, and so on to summarize.

  • Reconcile accounts, if necessary. See Working with Manual Reconciliation in the JD Edwards World General Accounting I Guide

43.1.2 What You Should Know About

Topic Description
Summarized reporting You do not have to summarize transactions for summarized reporting. You can summarize general ledger reports by setting the processing option to include a specific object account range.
Purging records Before you can purge the current year's account ledger records, you must summarize transactions. Balance forward records are required to support the Account Balances table (F0902). Any current year records that you leave unsummarized are bypassed when purging prior year journal entries.
Repost Account Ledger JD Edwards World recommends that you summarize transactions before you purge account ledger records for the prior year. Account balances can be set to zero by the Repost Account Ledger program if any purged prior year records are left unsummarized.

See Also:

43.1.4 What You Should Know About

Topic Description
The processing option The system uses the fourteen period net posting amounts from the Account Balances table when calculating which periods to retain. If you have a 12-period fiscal year, you might want to add two to the number of periods to retain. This allows you to retain information from a prior fiscal year.

For example, you are in the third period of your fiscal year, and you want to retain information from the last two periods of the prior fiscal year. You enter 7 in the processing option as the number of periods to retain.

If you want to retain information only for current fiscal year, you do not need to increase the number of periods by 2.

For example, you are in the fourth period of your fiscal year, and you want to retain information from periods 2, 3, and 4 of the current fiscal year. You enter 3 in the processing option as the number of periods to retain.

The following illustrates which periods are retained when you enter 7 in the processing option.

Figure 43-1 Periods Retained When 7 is the Processing Option Chosen

Description of Figure 43-1 follows
Description of "Figure 43-1 Periods Retained When 7 is the Processing Option Chosen"