Ledger Lines – Period End Maintenance in Sage 300
We often get questions about recommended maintenance at the end of a fiscal period. These questions normally surface after investigation of the G/L Periodic Processing folder in Sage 300. We dive into Period End Maintenance in this article.
There are 4 components to the G/L Period End Maintenance screen as shown below:
Delete Inactive Accounts: Before a GL Account can be deleted, two things must be true (1) there must be no history for the account, and (2) it must be set as inactive. You can delete accounts individually in the GL Accounts screen, however if you are looking to remove several accounts, setting them as inactive then running this utility can be quicker.
Delete Transaction Detail History: Transaction details are as the description suggests. The individual transactions charged to a GL account will be removed from history. When you select this, a Warning message will pop up stating the oldest year of history to be retained and that drill down will no longer be possible. You are not able to change the year here; the number of years of history to retain is defined in GL Options. This process runs automatically when Create New Year is performed, so this only needs to be run when the years to keep has been lessened and you want to immediately remove the history.
Delete Fiscal Set History – Fiscal Set history maintains the total change to the account for a period. These amounts are held separately from the Transaction Details. All the remaining points regarding Delete Transaction History Details are true for Delete Fiscal Set History.
Reset Batch Numbers – Running this process resets the GL Batch number back to 1. A warning will pop up stating that all posted and deleted batches will be removed. Since drill down from transaction History takes you to the GL Batch, this functionality will be lost. To reset batches, you will need to print and clear the Posting Journals (found under Clear History).
Once the selections have been made, click Process to complete the task.
TIP
Delete Inactive Accounts can speed up the process when you have done some major work on your chart of accounts. With the increase in storage capacities, the need to reduce data size is becoming less of an issue resulting in less need to purge data and with drill down features, detail is required. As a result, G/L Period End Maintenance is rarely used.
