It's easy if you know how. But there are some limitations and stipulations.
Short and sweet? GL04D - Delete Transactions by Audit is the program used to drop a general ledger audit. An important and handy reminder…the GL04D button can be protected so that only certain users have the ability to do the drop.
Typically, the kind of entries that can be dropped from the General Ledger are simple GL03 audits. The entire audit must be dropped - can't drop just a piece of an audit. And GL04D bears some discussion on what can and cannot be dropped from the General Ledger, key words here being GENERAL LEDGER. Audits that affect a sub-ledger cannot be dropped. Accounts Payables AP03 - Transaction Entry is a good example of entries that affect a sub-ledger and cannot be dropped. To allow that would cause the sub-ledgers to get out of balance to the General Ledger and that is NO BUENO.
GL04D drops audits from the General Ledger ONLY, not from any of the sub-ledgers. A warning message to that effect is displayed as a reminder that the option deletes entries ONLY FROM the GENERAL LEDGER.
The SSI warning message also recommends to review the audit entries in the General Leder before attempting to use GL04D to delete those entries. Remember, the only way to recover deleted entries is to restore from backup. Better be careful of what you wish for!
Another BIG, YELLOW WARNING MESSAGE appears in the GL04D dialog screen as a reminder that only General Ledger entries will be deleted - no entries affecting a sub-ledger will be deleted.
Seeing a pattern here?
You will need to verify:
Optional Selection Criteria
What audits CANNOT be dropped? Anything that has a sub-ledger, for example - AP03 Accounts Payables Transactions, AR03 Accounts Receivables Transactions, or anything that's gone through JIB processing. There are of course others as well but these are the main ones. In most cases the application will throw a HARD NO and stop you from making this mistake.
Oh! And one more thing! The GL04D does NOT delete audits from any periods CLOSED to General Ledger History. GL04D only drops entries in OPEN General Ledger periods.
So you can see, the SSI Oil and Gas Accounting Software has built into the GL04D program parameters for most instances where entries cannot/should not be deleted.
If used within its boundaries, GL04D can be a handy tool to keep your SSI Oil and Gas Accounting System clean and correct, minimizing in and out wash entries.
For General Ledger problems that are a little more complex? Call SSI HelpDesk! We can help make YOUR job EZier!!
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