Recurring journal entries

1. In the Navigation pane, highlight the General Ledger > Journal Entries > Recurring Entries folder.
2. Click . The New Recurring Entry window opens.

   

3. Enter a Reference about the recurring journal entry. You can use up to 12 characters. The value you enter here becomes the activity source on the new journal entry that is created when the recurring entry is processed.
4. Enter a Description of the recurring entry.
5. In the Calendar field, select the GL calendar that defines the accounting period structure for the recurring entry. The calendar determines posting frequency and entry date.
6. In the Begin Date field, enter the earliest date that the recurring entry can be processed.
7. In the End Date field, enter the date that processing of the recurring entry should end.
8. To allow the recurring entry to be processed more than once during a calendar period, mark the Allow Duplicates checkbox.
9. To reverse the recurring entry at the beginning of the next period of the default calendar, mark the Reverse Entry checkbox.
10. To put the recurring entry on hold so that it cannot be merged for the time being, mark the Hold checkbox. Entries on hold can be processed but not merged.
11. In the Detail table, perform the following steps for each journal entry detail line you need to add for the recurring entry.
    1. In the Account column, enter the account to post to for this journal entry detail line.
    2. The table may include zero or more attribute columns. In each attribute column, select the attribute item (if applicable) to assign to the corresponding attribute for the transaction.

    3. In the Day column, enter the day of the period you want the journal entry detail line to occur. You can enter a number greater than the number of days in the period to automatically cause the recurring entry to occur on the last day of the period. Enter "0" to use the posting date specified in the Process Recurring Entries wizard.

       Example

       Enter "10" here with a monthly calendar to cause the recurring entry to occur on the 10th of every month.

    4. Enter a Reference for the recurring entry. You can use up to 12 characters.

       Examples

       deposit number, invoice number, "JE" for journal entry

    5. In the Debit or Credit column, enter the amount for the journal entry detail line. If the amount varies from period to period, you can enter "0.00" now and edit the amount on the new journal entry after it is created.

    Note

    Press Ctrl+B to automatically balance the posting.

    6. The Description defaults from the recurring entry description. Accept the entry or enter a different description.
    7. Enter a Memo about the journal entry detail line if desired. When the recurring journal entry is processed, any memo on a GL detail line is copied to the resulting GL detail line on the generated journal entry.
12. When you finish, save the recurring journal entry.

Before recurring journal entries can be merged, they must first be processed. Processing generates new journal entries from the recurring entries. You can process one, several, or many recurring entries at a time. After processing, the new journal entries are added to the Journal Entries folder.

1. In the Navigation pane, highlight the General Ledger > Journal Entries > Recurring Entries folder.
2. Start the Process Recurring Entries wizard.
   • To process all or a filtered subset of recurring entries:
     1. Right-click and select Select and Process from the shortcut menu. The Process Recurring Entries wizard starts.

        

     2. On the Selection tab, define any filters to apply to the data.
   • To process specifically selected recurring entries:
     1. In the HD view, select the recurring entries to process. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click to start the Process Recurring Entries wizard.

        

3. On the Process tab, enter the name of the Batch to use to process the recurring entries. You can use up to 15 characters. After processing, this batch name becomes the batch name for the new journal entries.
4. In the Posting Date field, enter the date to post the journal entries. After processing, this date is used as the date on each detail line of the new journal entries.
5. Click Next >>. You are prompted to confirm that you want to process the entries.

   

6. Click Yes.

   

   ActivityHD reports the journal entries created successfully as well as any errors and warnings encountered during processing.

7. Click Next >>. ActivityHD lists the new journal entries created in the process.

   Note

   This is a good time to edit any journal entry detail lines which have variable debit and credit amounts. To do so, locate the journal entry in the right pane and double-click it to open the underlying journal entry record. Otherwise, you can open the journal entry later from the Journal Entries HD view to edit it.

   

8. At this point, you can proof and merge the journal entries if desired.
9. Click Finish.

Recurring journal entries can be deleted with impunity.

To delete a recurring journal entry, highlight the recurring journal entry in the HD view and click , or open the recurring journal entry and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the recurring journal entry.