Three Reasons Why Your General Ledger Should Not Be Your Data Warehouse

Many businesses nowadays depend on the general ledger as key a part of their management reporting, nicely past the obvious economic facts.

The contemporary practices in many organisations, and the architecture in their systems, and even the very structure of the software they purchase have regularly been fashioned via the records of the adoption of records technology within the company.

In many corporations, their management reporting systems reflect the truth that as information era started out for use substantially by means of business, regularly the first actual practical area to be automatic was accounting.

Because finance and accounting are of course at the coronary heart of any company frequently the first automatic reviews and the first database inside an corporation was the general ledger.

In many companies, the overall ledger have become the clearing residence for all data- now not simply financial, and in effect have become a records warehouse earlier than the concept of facts warehousing had even evolved.

Lets have a look at the instance of a manufacturing corporation.

The agency invested in a mainframe pc at a while in the seventies. Management changed into pleased with the new functionality they’d in economic reporting. It did not take long for them to ask to have manufacturing information in the reviews as well.

Eager to thrill, the accounting branch added plenty of additional accounts into the Chart of bills (COA), adding entries that have been “non-economic” storing income quantities, volumes ate up, things like power intake, raw fabric quantities, wastage and illness counts.

This made feel on the time, because in any other case the facts would no longer had been stored digitally. The production plant life used hard stressed relay common sense to control their gadget, and recorded instrumentation readings on chart recorders.

A chart recorder is a device that makes use of a physical pen to report temperatures, pressures, position, speed, and many others. Of equipment on paper that’s bodily pulled beyond the pen at a predefined rate. As these rolls of paper were used up, the operator could trade them. The rolls of paper with the information on them then got stored in filing cabinets.

The shift employees wrote facts into formated pages in a shift book, and then on the quit of the month, administrative workforce added journal entries to seize the information. Many factories didn’t have a computer, or if they did, it become a mini-pc that turned into detailed through and operated through the records era department- which turned into a part of the finance employer. Companies did not have CIOs, handiest CFOs.

The very last result changed into, it become viable to generate control reviews with each monetary and manufacturing statistics. How many liters of paint did we purchase? How many kilowatt hours of strength, for how many units produced. In some methods, this could were the brief golden age of control reporting. (Or is it just that time makes reminiscence blur?)

Then, as computer systems started out to reach anywhere, not just the domain of the finance and accounting branch, the hassle started.

The production plant life set up automation systems. Chart recorders gave way to disbursed manage structures, and SCADA (supervisory control and information acquisition) systems, and pretty quickly they’d their very own databases. They kept having to supply numbers for the bean counters to go into into the now growing old mainframe, however they used their own reviews and ultimately spreadsheets to in reality control their method.

Manufacturing organisations started out to include “automation engineers” which, in reality, were records generation professionals, and multiple IT departments started to shape in all however call. Standards for information layout, coding and techniques for calculating key overall performance indicators advanced slowly, or by no means. Finances definition of a way to calculate things tended to win because they held the keys to the general ledger, where the document that went to the CEO came from.

Then came the ERP. The ERP might also or might not have blanketed the producing operations, however it nearly constantly protected the overall ledger. Regardless of if the manufacturing modules of the ERP had been used or not, the hassle with getting management reviews just were given worse. Manufacturing had all varieties of unique statistics they needed, and preserving the critical, general ledger reports up to date supposed developing increasingly more accounts, an increasing number of value facilities. The idea of a separate data warehouse in which records from a couple of systems (finance, production, sales) may be blended was born, and the general ledger, in theory, back to its roots as a repository for monetary transactions.

The trouble is, in some companies, the information warehouse failed to come. The trendy ledger kept its place because the critical repository for not just monetary, but additionally control reporting.

Huge quantities of non-economic records continues to be stored in lots of general ledgers. Here are just 3 critical motives why your trendy ledger ought to NOT be your records warehouse.

1) It forces you to compromise on stage of element and drill down, and records

No popular ledger can preserve the level of detail available in lots of supply structures. As a result, any interface from the sales gadget, production device and so forth. Feeding into the GL will need to create journal entries that summarize a outstanding deal of records.

While the detail of course will still exist within the source gadget, if your control reporting is all from a standard ledger primarily based device, upper control will have a tendency to use this unmarried supply- and as a result crucial granularity can be misplaced to the decision making procedure.

This summarization additionally makes it very tough (or not possible) to have drill down into the info, giving up a number of the greatest benefits of current business intelligence structures.

Finally, standard ledger primarily based information storage does not usually permit for the tracking of reference records modifications over time. As sales regions are changed, and territories shift, evaluating one period to every other turns into more and more difficult. Data warehouses, designed from the start to save this type of slowly changing reference information, can offer a far extra perception and ancient evaluation.

2) It consequences in a very complex chart of money owed and can even have an effect on month give up near

As the source structures become an increasing number of capable of accumulating facts, the tendency is to want to boom the amount of control reporting. If that is being done in the standard ledger, it approach that further charts of account must be brought, and an accelerated range of magazine entries want to be carried out. Depending how the overall system is setup, its even possible that the expanded complexity may have an effect on the rate at which month give up remaining can be completed, if for no different purpose that the same finance resources ought to both have a tendency to the economic and the control reporting wishes.

3) It discourages move practical definitions and collaboration on evaluation

By making one of the purposeful areas (finance) the center and owner of control reporting, a wellknown ledger based totally reporting structure can actually increase the severity of the statistics silos it is most in all likelihood seeking to cast off.

Because the overall ledger reporting does no longer require all of the element available, each department only wishes to offer the summarized information required by finance. While every branch has to coordinate with finance, there is no requirement for income and manufacturing, for example to examine or coordinate their data definitions. While at a excessive level information is integrated, any advantage from extra tightly integrating records across silos that a statistics warehouse can carry is misplaced.

In a totally real way, a a hit wellknown ledger based totally management reporting device is in fact an impediment to development for an corporations commercial enterprise intelligence and facts evaluation evolution.

Because management reporting is available, the justification or want for a statistics warehouse is not felt as strongly. However, as desires continue to evolve, the effort expended in the continuously growing trendy ledger, and its impact at the financial methods, and the corporations general statistics control tradition will become an increasing number of destructive.

Ironically, organizations who did not ever set up a widespread ledger based totally control reporting gadget should leapfrog their extra financially targeted competitors, as they embody the modern information warehouse, the the tools to be had for data evaluation.

A proper records warehouse isn’t always an smooth street, and is handiest one aspect of a broader information analysis method. In the quick time period, the use of the general ledger for control reporting can appear less difficult, and will dispose of the challenges of additional hardware and software, in addition to the need to coordinate among departments.

However, regardless of its historic location as the middle of all data garage, in a current architecture the overall ledger ought to be used best for accounting because it became at first supposed.

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Author: WPSait

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