Maintain, Build, and Clear Period Summaries

These options are only available for general ledger account trees. They enable quicker reporting if 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 are summarised using the tree that a general ledger account belongs to, so that when a report runs, Greentree Desktop only must access period summary information exclusive to the selected tree. A significant amount of processing time is saved because Greentree Desktop 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 can select the Maintain period summaries option to maintain period summaries using the general ledger accounts you have assigned to the tree. You are prompted to enter an Effective date.

The effective date is the from date option Greentree Desktop uses to create the period summaries. For example, if you enter the date 01/01/18, Greentree Desktop creates period summaries to include transaction data from 01/01/18 to the current date. 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. To delete the period summaries, click the Maintain period summaries option, and Greentree Desktop prompts you that all period summaries are deleted. You can select Maintain period summaries again, and rebuild the summaries.

Note: 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 the Clear Period Summaries button first. This removes all period summaries and you can continue editing.

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.