Maintain Build and Clear Period Summaries

These options are only available for General Ledger Account Trees. They enable quicker reporting where period summary information is being accessed when a report runs. You can indicate that you want Maintain period summaries at the tree level, instead of at the company level.

This means that transactions will be summarised using the tree that a general ledger account belongs to, so that when a report runs, Greentree only must access period summary information exclusive to the selected tree. A significant amount of processing time is saved because Greentree is not accessing period summary information for all general ledger accounts when a report runs.

When you are working with a tree for the first time, you will be presented with the Maintain period summaries option. If you select this option, Greentree will maintain period summaries using the general ledger accounts you have assigned to the tree. You will be prompted to enter an Effective date.

This is the from date indicator Greentree uses to create the period summaries. For example, if you enter a date of 01/01/18, Greentree creates period summaries to include transaction data from 01/01/18 to the current date. If you want to report on transactions dating back two years, you should enter a date two years before the current date (or last financial year-end). If you only want to report back one year, then enter a date one year before the last financial year-end, and the like.

When you have entered the date, click Build Period Summaries to create the period summaries.

Once period summaries exist for a tree, each time you select that tree in the Tree Assignment form. If you want to delete the period summaries, click the Maintain period summaries option, and Greentree prompts you that all period summaries will be deleted. You can select Maintain period summaries again, and rebuild the summaries.

You can't make changes to a tree if period summaries exist. If you are want to make changes to your tree, you must click on the Clear Period Summaries button first. This removes all period summaries and allow you to complete the maintenance.

You can then rebuild the summaries once you have made your changes. You can also use the Clear Period Summaries option to re-enter an Effective date, so that you can rebuild summaries for a longer or shorter time period that you were previously maintaining.