Consolidate Transaction History

Access this form with Administrative user rights using Organization>Consolidate Transaction History. This requires exclusive access to the organization and system databases.

Use this form to consolidate the balance and detail data in your database. The consolidation process creates summary records from the detail records, and then the detail records are deleted from your database (thereby reducing the size of the database).

• The balance records are consolidated by fiscal year date, one year at a time. The summation periods available are fiscal month-end, fiscal quarter-end, or fiscal year-end.
• Typically, you can only run the consolidation process on a closed fiscal year. However, if you have imported or converted data that is dated prior to a closed fiscal year, the system consolidates those earlier years first, one year at a time, beginning with the oldest year. Then, it consolidates the closed fiscal years.

Note: In order to consolidate, there must be at least three times the current database of free space on the drive. We also STRONGLY URGE making a backup of the database prior to consolidation, using File>Backup. So if an error occurs during the consolidation process, you have a backup database.

After the consolidate transaction history process is complete, you may see some entries that were not consolidated. This happens when transactions with the same Matching Document IDs have dates that occur within two different fiscal years. This can occur in subledgers as well as other transactions. For example, this will happen if you have a prior year adjustment with another adjustment made to the opening balances in the current fiscal year, and both are processed with the same Document ID within the same session.

 

Fiscal Year: The system displays the oldest fiscal year (opened or closed) that has not been previously consolidated. This date range cannot be edited. (A fiscal year was assigned when this organization was created using File>New Organization.)

Method of Summation: Select the method to consolidate your data—Monthly, Quarterly, or Annually. Then, click Start to begin consolidating data.