Compress Item Ledger Entries

Applies toAdministration Features

AudienceAll users

Last updatedFebruary 05, 2026

The Item Ledger Entry Compression process removes historical Item Ledger Entries (ILEs), Cost Entries (CEs), and Item Application Entries (IAEs) dated on or before a specified “As Of Date”, and replaces them with summarized entries that consolidate both quantities and costs.
This process helps reduce Salesforce data usage and improve system performance.
It is recommended to retain no more than two years of ILE, CE, and IAE data in production.

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⚠️ Important Notice

• The compression process is irreversible.
• It may take a significant amount of time, depending on the data volume.
• The compression routine does not impact any As Of Now inventory reports.
• Historical reporting on deleted Item Ledger Entries will no longer be available after compression.
• Proceed with caution and follow the checklist carefully.

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Multi-Warehouse and Multi-Ledger consideration

1. Multi-Warehouse

If you have multiple warehouses, you must run the compression routine Warehouse by Warehouse.

2. Multi-Ledger by Warehouse (MultiLedgerUseWarehouse = TRUE)

If Multi-Ledger by Warehouse is enabled:

• You only need to compress by Warehouse

• And by the GL Ledger assigned to that Warehouse

3. Multi-Ledger NOT by Warehouse (MultiLedgerUseWarehouse = FALSE)

If Multi-Ledger by Warehouse is not enabled:

• You must compress every Warehouse

• And for each Warehouse, compress against every GL Ledger that may have transactions for that Warehouse

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Entries That Are Not Compressed

By default, the compression routine does not compress:

• ILEs where Serial No. or Item Lot No. is not blank

• ILEs that are not fully invoiced

• ILEs that have outbound ILEs dated after the As Of Date

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Pre-Compression Checklist

Run GF1003 – Inventory to GL Reconciliation (As Of Date).

• Make sure all posted shipments, posted receipts, and finished work orders dated before the Compression Date are invoiced.
• Run Daily Adjust Cost Routine and confirm there are no Item Ledger Entries with Pending Cost Adj. = true.
• Run the report again using the “Compression Date.”
  • Confirm that the Total Expected Cost = 0.
  • If it isn’t zero, unit costs for the affected items may be inaccurate when invoices are posted later.
• Save or export these results as well.

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Prevent New Postings During Compression

To ensure no new transactions occur while compression is in progress:

1. Restrict company-wide posting

   • In Company Setup, set Allowed Posting From to a date later than the Allowed Posting To date.

2. Override user posting permissions

   • In User Setup, clear both Allowed Posting From and Allowed Posting To so users cannot bypass the company posting rules.

3. Pause background costing

   • Unschedule the Daily Adjust Cost routine.

4. Note the last Item Ledger Entry No., which serves as a reference point before compression begins.

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Pause Scheduled Jobs

Compression routines are resource-intensive. It is recommended to pause all scheduled jobs that could interfere with the compression process

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Backup Historical Records

Before running compression, create a backup of historical data. Either run a full system backup or manually export the following tables:

• Item Ledger Entry (ILE)

• Cost Entry (CE)

• Item Application Entry (IAE)

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Compression Steps

Step 1: Define Compression Date

Go to Demand Planning Setup and fill in:

• Compression As Of Date

  • You cannot unpost any transactions dated before the Compress As of Date once the compression is completed.

  • If you have a large number of Item Ledger Entries, test compression in Sandbox first.

  • Choose the earliest possible As Of Date to reduce the number of ILE being deleted.

• Compression Warehouse

• Compression GL Ledger (if Multi-Ledger is enabled)

• Warehouse Entries

• GL Entries

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Step 2: Run the Compression Routine

Navigate to:

Administration → Compress ILE, CE and IAE

Step 2.1 Lock Quantities and Values

GoldFinch stores key values into compression fields:

• Qty. Base On Hand

• Expected Value

• Invoiced Value

These are used later to detect discrepancies.

Step 2.2 Perform Compression

GoldFinch deletes applicable ILEs/CEs/IAEs on or before the Compression Date, except:

• Serial No. or Lot No. assigned

• Not fully invoiced

• Referenced by subsequent outbound ILEs used after the Compress Date

Then for each Item:

• GoldFinch compares current quantities/values to the locked values

• If differences exist, GoldFinch automatically generates:

  • Adjustment ILE

  • Adjustment CE

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Post-Compression Validation

1. Reconcile Inventory

Run GF1003 – Inventory to GL Reconciliation again.

Compare:

• Quantities

• Expected values

• Invoiced values

They must match the pre-compression report.

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2. Check for Compression Exceptions

Go to:

Item List View → xCompression Entry Required = TRUE

This list must be empty.

If any Items appear:

• Some quantities did not match

• You must re-run Step 2 for those Items

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3. Continue for Remaining Warehouses & Ledgers

Once a Warehouse + Ledger combination is finished:

• Move to the next GL Ledger (if Multi-Ledger Use Warehouse = FALSE)

• Or compress for the next Warehouse

• Continue until all Warehouse × Ledger combinations are complete.

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4. Restore Normal Operations

• Re-enable all scheduled jobs

• Reset Allowed Posting From / To to resume normal posting activity

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Article Compress-Item-Ledger-Entries  ·  Last updated February 05, 2026 · GoldFinch ERP Help Center