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Account

General Ledger Chart of Accounts. Each General Ledger Account has a record in the Account table. Each Account has a Financial segment and up to three additional segments depending upon the General Ledger setup for that Company.

 

Account segment tables

The standard system supports four segment tables named AccountSegment1 thorough AccountSegment4. The number of Account segments determines how many of these are actually used. The Financial segment is always present. If there is only one segment then only the AccountSegment1 table is used.

If two segments are used then AccountSegment1 is used for the first segment and AccountSegment2 for the second segment. Similarly for additional segments.

One segment is used for the Financial segment. It may be the first segment or it may be the second, third or fourth. Other segments represent other categories such as Department, Division or Fund or whatever.

Accounts segments are user-defined in the General Ledger Setup task. Forms and Reports use the segment titles as defined in that task.

 

GlTrans

Master records for General Ledger transactions (Journal Entries) are in this table. These include General Journal Entries as well as Journal Entries from Accounts Receivable, Accounts Payable, Sales, Currency Manager and Payroll if installed. Each transaction has one record.

 

GlTransDetail

Detail records for all General Ledger transactions are in this table. Every transaction has two or more records in this table.

 

GlType

Specifies General Ledger transaction types. Each Gltype has a record in this table.

 

GlEntry, GlEntryDetail

Transaction entry tables.

 

GlImport, GlImportDetail

Transaction import tables.

 

GlRecur, GlRecurDetail

Recurring transaction tables.

 

GlAllocation, GlAllocationDetail

Allocation control tables.

 

GlBudget

Specifies budgets by BudgetID by Account by Fiscal Year and Period. Budgets are optional. Multiple budgets are supported and identified by their BudgetID.

 

Bank

Each Bank Account in the General Ledger has a record in this table.

 

Compressing transaction tables

 

Options | Compress...

This option in the Journal Entries maintenance task is only available to the System Administrator. Before selecting this option be sure that you have a full current backup.

 

Use this option to Compress General Ledger transactions that are within or before a Fiscal Year that you specify. Applicable transactions are consolidated into one transaction per fiscal period and the original transactions are deleted.

The system does the following to preserve the summary information represented by those deleted transactions and ensure its availability for comparative reports. The deleted transactions are summarized by AccountID and Period. These summaries are used to generate GlArchive transactions (e.g. transactions whose GlType is GlArchive) which are then inserted back into the GlTrans and GlTransDetail tables. The result is that net change by AccountID by Period information is preserved for comparative purposes without the overhead of preserving all the individual transaction details. This mechanism also provides superior performance and reliability as compared with using an auxiliary table for this purpose.