General Ledger > Setup > GL Copy, Merge and Delete

GL Copy, Merge and Delete

You use this program to facilitate the creation of your company's chart of accounts and to consolidate data for multiple companies. This in turn enables you to use the Financial Report Writer to produce consolidated financial reports.

Toolbar

Field Description
Start Processing

Begins processing the General Ledger data according to the Options indicated.

See also: Notes and warnings.

Print Prints the information displayed in the GL Copy, Merge and Delete Report pane.
After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

GL Copy, Merge and Delete

Field Description
Options  
Function
Option Description
Create chart of accounts

Copies a Chart of Accounts from another company to your current company.

Only ledger code and group code information is copied during this function (i.e. budgets, history and detail movements are ignored). The new Chart of Accounts is created with zero balances and values.

If any accounts already exist in the target company with the same ledger code as those in the source company, then those accounts in the target company are retained.

See also: Notes and warnings.

Copy live ledger

Copies all of a company's ledger files to your current company. This includes information from the master file, detail transaction file, history file, and all the General Ledger settings from the GenControl table.

This is useful if you want to copy your ledger information from your live company to a test company or if you want to retain a snapshot of your general ledger at any given point in time.

The new general ledger is created with the same balances and budget values as the company from which the records were copied.

Once you have copied the live ledger to your current company you must run the Balance function of the GL Period End program to update the company control record.

See also: Notes and warnings.

Merge live ledger

Combines the ledger file of one or more companies with the ledger file of your current company.

This is generally used when you want to produce consolidated financial reports using the Financial Report Writer.

By default, each company uses its own set of ledger files. However, if you want to produce consolidated financial reports for two or more companies, you must set up the system to use shared General Ledger files.

To do this, you set the Shared companies options (Company Setup) in the subsidiary companies to point to the holding company. Once you set the option in the subsidiary companies all ledger master, history and detail transactions are stored in the holding company's file.

Delete live ledger

Deletes an entire company's General Ledger.

The current Company id is set as the default company to delete, so ensure that you do not delete your current company ledger by mistake.

You would typically use this function to remove the general ledger data for a company or for a company that is merged into the physical tables/files of the current company.

If you are consolidating general ledger data from remote companies (e.g. your branches run SYSPRO remotely on their own servers) then you use this function to remove the data after the monthly financial reporting has been completed. This ensures that the data can be re-imported at the next month end without encountering duplicate ledger accounts.

Alternate currencies These options are relevant if you created alternative reporting currency ledgers using the GL Alternative Currency Setup program.
OptionDescription
Exclude

You cannot select this option if alternative reporting currency ledgers exist for the current company.

Therefore, although this is the default selection, this option can only be selected if no alternate currencies exist in the current company.

Include

Select this to include all alternate currencies common to both companies in the copy or merge.

Transactions are copied or merged at the exchange rate at which they were created.

Accounts that already exist in the target company are not overwritten with the information from the source company (i.e. duplicate accounts are ignored).

Single

Select this to include a single alternate currencies common to both companies in the copy or merge.

Transactions are copied or merged at the exchange rate at which they were created.

Accounts that already exist in the target company are not overwritten with the information from the source company (i.e. duplicate accounts are ignored).

You use the Currency field to define the single currency to use.

Single (including local)

Select this to include a single alternate currency common to both companies together with the base (local) currency in the copy or merge.

Transactions are copied or merged at the exchange rate at which they were created.

Accounts that already exist in the target company are not overwritten with the information from the source company (i.e. duplicate accounts are ignored).

You use the Currency field to define the single currency to include with the base (local) currency.

Currency

Indicate the single alternate currency you want to include in the copy or merge.

This only applies if you selected the Single or Single (including local) option.

From company

Indicate the company from which the General Ledger information must be copied, merged or deleted, depending on the Function selected.

Company name This is the company name for the company code and is displayed for identification purposes.
After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

GL Copy, Merge and Delete Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

Notes and warnings

Deletion considerations

  • The Delete live ledger function deletes all ledger codes, budgets, history, detail transactions and group codes of the selected company's General Ledger. For this reason we recommend that you take a backup or make a copy of the current general ledger tables/files.

Analysis considerations

  • If you used the GL Structure Definition program to structure your General Ledger codes and you selected the Section analysis required option from the GL Structure Definition program, then the Rebuild Analysis History screen is displayed after processing is complete.

    This screen enables you to rebuild your General Ledger analysis history tables/files based on your existing General Ledger history and budget tables/files. (see Rebuild Analysis History).

  • Analysis categories defined against the source ledger codes are ignored when copying the chart of accounts. This means that if the G/L analysis required option is enabled against ledger codes in the source company (Browse on General Ledger Codes) then this option is not set to selected against the ledger codes in the target company.

    If you require G/L analysis for ledger codes in the target (current) company, then you need to define this manually after the copy is complete.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.