Recurring Journal Entries

Overview 

A Recurring Journal Entry is a Journal Entry template that allows you to create journal entry records that should be repeated during a defined future interval.

Note: After creating a Recurring Journal Entry, if you would like to automate the process for running, refer to the Automated Jobs article to schedule the Recurring Journal Entry job. 

Note: If you are using a Consolidations Ledger(s), Recurring Journal Entries can be created for an Eliminations Transactional Ledger(s).

Do you want to:

• Create a Recurring Journal Entry
• Create Recurring Journal Entry Lines
• Clone a Recurring Journal Entry

Create a Recurring Journal Entry

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Journal Entries.
2. Click New.
   Note: My Domain in Salesforce must be enabled. To learn more, view the Salesforce My Domain knowledge article.
   Note: Setting up a Recurring Journal Entry includes an Owner field that is populated with the login name.  
3. The following fields are required before the New Recurring Journal Entry can be saved:
   Note: Required fields display with a red asterisk (*).
   
   • Recurring Journal Entry Name: Any name can be used.
   • Status: Determines if the Recurring Journal Entry should still be used (defaults to Active, can be set to Inactive).
   • Journal Entry Frequency defaults to Monthly but can be reset to:
     • Weekly
     • Bi-weekly
     • Quarterly
     • Semi-Annual
     • Annual
   • Next Journal Entry Date: Used to specify the creation date of the next journal entry.
4. (Optional) Enter the following fields, as necessary:
   
   • Type - select one of the following from the Type drop-down list to indicate the kind of Recurring Journal Entry that is being created or the reason for the creation.
     Note: When creating a Journal Entry from a Recurring Journal Entry, if one of the below options was selected as the Type on the Recurring Journal Entry, it will automatically be populated in  the Type field when the Journal Entry is saved. 
     
     • Bank Transfer
     • EOM Adjustment
     • Intercompany
     • Sub-ledger Adjustment

1. • Source - the Source can be left as “None.” When a Journal Entry is created from a Recurring Journal Entry, the Source will automatically be set to “Recurring Journal Entry.” 
     Note: Even if a different Source is selected from the Source drop-down list,  “Recurring Journal Entry” will default when the Journal Entry is created from a Recurring Journal Entry.
   • Auto-Reverse – select this checkbox if you want the Journal Entry (JE) that is created from this Recurring JE to automatically be set up for Auto-Reversal. If this checkbox is selected, when the JE is created and saved, the same checkbox will be selected on the JE and the Reverse in this Accounting Period field will automatically populate with the subsequent Accounting Period.
     Important: If using the Auto-Reverse feature, future Accounting Periods should always already exist.
     
     If you attempt to create a Journal Entry from a Recurring Journal Entry when the subsequent Accounting Period does not exist, an error message will display preventing the Journal Entry creation. Additionally, if you schedule Recurring Journal Entries to run as part of the Automated Jobs, and the subsequent Accounting Period does not exist, the Recurring Journal Entry portion of this job will fail. The related information about the failed records will be available as a part of the Automated Job Results.  
     
     
   • Ledger - click the Lookup icon to search for and select the appropriate Ledger.
   • Reference - enter any external source document information or description.
   • End Date: Used to specify the date until which Journal Entries can be created from this Recurring Journal Entry. If the Next Journal Entry Date is equal to or greater than the End Date, the Status on the Recurring Journal Entry will automatically be set to “Inactive.” If an attempt is made to create a Journal Entry after the End Date, a message displays to indicate that “You cannot create a Journal Entry from an inactive Recurring Journal Entry record.”
     Note: The existing End Date can be manually changed and the Status can be reset to “Active,” if necessary.
     
   • Last Journal Entry Date: This field is used for recording the date the last Journal Entry was created from this Recurring Journal Entry template. It is ignored when creating a new Journal Entry.
     
     
     
     Note: The Exclude from Automation checkbox is used in conjunction with scheduled jobs. By default, this is unchecked and the Recurring Journal Entry record will be included in a scheduled job. When checked, the Recurring Journal Entry record will be excluded from the scheduled job.
     
     
5. Exit the New Recurring Journal Entry screen by clicking one of the following:
   • Save: Saves the New Recurring Journal Entry. 
   • Save & New: Saves the New Recurring Journal Entry screen and offers another (blank) New Recurring Journal Entry screen to populate (repeat this process until all required Recurring Journal Entries have been created).
   • Cancel: Cancels the current New Recurring Journal Entry.

Return to top

Create Recurring Journal Entry Lines

The Advanced Line Manager functionality that includes the data grid with expand/collapse drawer capabilities is available when creating a Recurring Billing Line.

Note: For information about the Advanced Line Manager, including functionality, refer to the Advanced Line Manager article. 

1. If you already have a Recurring Journal Entry displayed based upon the information above, continue with step 2. Otherwise, navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Journal Entries. Do the following:
   
   1. Select a list view (other than the Recently Viewed list view).
   2. Select a desired Recurring Journal Entry. Then, continue with step 2.
2. The initial rows for the debit and credit entries display in the expand/collapse data grid. Click the Lookup icon to search for and select the GL Account, which is the only required field.
   
   Note: A GL Account is required for the debit entry and for the credit entry on the next row. Additionally, a value must be entered in both the debit entry line and the credit entry line. If the total debits and total credits are not equal, a Journal Entry cannot be created from the Recurring Journal Entry.
   
   
   Note: Click here to view the above image in full screen.   
   
3. Complete the following fields, as necessary.
   
   1. Debit
      Note: A row will be available to make the debit entry and a second row below will be available to make the credit entry.
   2. Credit
   3. Reference
   4. Account
   5. GL Variable 1-4
   6. Project/Project Task
      Note: If a Project is selected, a Project Task must also be selected.
      
   7. Employee
   8. Contact
   9. Product
   10. Cash Flow Category
   11. Description
   12. Quantity
4. Click Save.
5. (Optional) Click Add Row to include an additional row(s).

Note: The Recurring Journal Entry Line limit is 1000 lines/rows. However, if you have the Large Data Optimizer feature enabled, the line limit is up to 20,000.  

Return to top

Clone a Recurring Journal Entry

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Recurring Journal Entries.
2. Select a list view (other than the Recently Viewed list view).
3. Click the Recurring Journal Entry that you want to clone.
4. Click Clone w/Lines. The Clone with Lines dialog box displays.
   
   
   
   
5. (Optional) Update the Next Journal Entry Date.
   Note: The Next Journal Entry Date defaults to today’s date.
   
6. (Optional) Select the appropriate Currency from the drop-down list.
   Note: The Currency drop-down list only displays if Multi-currency is enabled.
7. Click Clone.
8. On the Edit dialog box, update the Recurring Journal Entry information, as needed.
9. Click Save.

Return to top

____________________

Spring '24 Release

Release Notes and Schedule

A new validation rule has been added to the Journal Entry object: No_Reversal_Period_for_Auto_Reverse.

____________________