Historical General Ledger Names/Numbers
Overview document (not a LeasePak menu item)
Corresponding End of Period process: None
Describes the process of archiving historical general ledger account name and number information.
Setup
Turn on general ledger name/number archiving using the Store Historical G/L Name/Number switch in Custom General [U0712]: Miscellaneous Customizations. LeasePak only archives changes made after this switch is turned on.
Office G/L Change [U0716]
Use Office G/L Change [U0716] to make changes to general ledger account names/numbers. Each unique portfolio/company/region/office (PCRO) combination has its own set of general ledger names and numbers.
With Store Historical G/L Name/Number turned on,
Office G/L Change displays an audit report showing any changes made. The LeasePak database
stores archived general ledger names/numbers in the dhg Historical General Ledger Name table.
LeasePak only archives the last change made to any given PCRO's general ledger name/number on a particular day. For example,
if a user changes the 1027/Inventory account in PCRO 2/1/1/1 to '5127/Storage', then changes the account again to '3127/Warehouse' the same day,
LeasePak will only record '1027/Inventory' as a historical name/number and '3127/Warehouse' as the new name/number.
If the user changes the account name/number to '5127/Storage' on the following day,
then LeasePak will record '3127/Warehouse' as a historical name/number and '5127/Storage' as the new name/number.
Daily Transaction Journal [R0405]
With Store Historical G/L Name/Number turned on, The Transaction Listing Report [R0405A] lists transactions with the appropriate historical general ledger names and numbers.
Turning historical general ledger archiving will impact the performance of this report. The Transaction Consolidation Report [R0405B] does not report on historical names and numbers and is therefore not affected by archiving.
Changes made to general ledger names/numbers affect transactions starting the following day. For example,
if a user changes the 1027/Inventory account to '3127/Warehouse' on December 14, the Daily Transaction Journal will use
the new name/number starting with transactions posted on December 15. MSI therefore recommends that users make
general ledger name/number changes after daily work is complete but before midnight of the following day.
Office [U0206]: Delete Office
With Store Historical G/L Name/Number turned on, when the user deletes an office, LeasePak will also delete the historical general ledger names and numbers for that office. As in other cases, the office must pass certain criteria (such as having no general ledger transaction records attached to the office) in order for the user to be able to delete it.
Additional Information
The following updates and reports will always display the current general ledger account names and numbers, even for older transactions made under historical names/numbers:
- General Ledger Adjustment [U0121]
- Master General Ledger Reconciliation Report [U0460]
- General Ledger Reconciliation [R0403]
- General Ledger Reconciliation [R0406]
- Historical General Ledger [R0410]
- Chart of General Ledger Accounts [R0917]
- Asset Movement History [R1003]
- Notes Transaction Journal [R1205]
Also, in update fields using drop down lists for bank codes and/or general ledger accounts, LeasePak will always display the current general ledger account names and numbers.
LeasePak Documentation Suite
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