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

Important: If you are an existing user who is using your own Lightning Record Page for the Recurring Journal Entry object, in order to see the Advanced Line Manager, a new page must be activated. For information on the one-time configuration setup, refer to the Winter '23 Configuration Changes article.

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.
   • 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.

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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.

Important: If you are an existing user who is using your own Lightning Record Page for the Recurring Journal Entry object, in order to see the Advanced Line Manager, a new page must be activated. For information on the one-time configuration setup, refer to the Winter '23 Configuration Changes article.

The Advanced Line Manager functionality includes the following:

• After saving a Recurring Journal Entry header record, the initial Recurring Journal Entry Lines (one for the debit entry and one row for the credit entry) will automatically display with the drawer expanded for entering the data.
• The ability to include images and hyperlinks that are created using formula fields:
  • If you include images on your products or other objects and would like to have a formula field that displays an image in the Advanced Line Manager, you will need to create a formula field. Once the new formula field is created, you will need to add it to the Advanced Line Manager Columns or Drawer field set.
    
    Best Practice: Since an image typically takes up extra real estate on the screen, the new image formula field should be added to the Advanced Line Manager Drawer field set. 
    
    
  • If you want to include a hyperlink to a document, you can create formula fields. Create a text formula field and a URL formula field. The text formula field should reference the API Name of the URL field. For example, HYPERLINK(URL_field_c “my URL”). The URL field would contain the hyperlink to the file. For example, a PDF file for a Contact. Once the new formula fields are created, you will need to add them to the Advanced Line Manager Columns or Drawer field set.
    
    Important: In order for the clicked hyperlink from the Advanced Line Manager to actually take you to the document, both the text formula field and the URL formula field must be populated in the Advanced Line Manager Columns or Drawer field set.
    
    For information about using images and hyperlinks in formula fields, refer to the Use Images in Formula Fields Salesforce article. Additionally, if you need information about how to add the new formula fields to the Advanced Line Manager field sets, refer to the Edit a Field Set article.
    
    
• If a required field is missed, when you click Save, the icon below displays, which you can hover over to view any missing required fields. In the example below, the GL Account required field was missing.
  
  
  
  
• Allows you to make changes to the header section of the Recurring Journal Entries, which will refresh and display on the Advanced Line Manager data grid. For example, you updated the name in the Ledger field of the header section. Using this example, Ledger was a column on the Advanced Line Manager data grid, when you saved the change in the header section, the data grid will automatically update the line with the correct Ledger name. Additionally, if you add a new line or change information on a line without saving, and then attempt to make changes to the header section, the message below will display. If you click Stay on this List, you can continue to update changes on the line in the data grid and save your changes. The changes that you made to the header will be updated and saved after the line information is saved. If you select Discard Changes, the line changes will be removed and only the header information will be saved and changed.
  
  
  
  
• The top section of the data grid, which displays when a drawer is expanded and/or collapsed, includes the following fields:
  Note: Depending upon your setup, these fields may be different if the Advanced Line Manager Columns field set was edited. For more information, refer to the Edit a Field Set article.
  
  • • Recurring Journal Entry Line Name - initially displays grayed out until the row is saved. After saving, this field will automatically populate with the subsequent Recurring Journal Entry Line number, such as RJEL - 00012.
    • GL Account
    • Debit
    • Credit
    • Reference
    • Account
    • Product
• The expanded drawer section of the data grid, which only displays when the drawer is expanded, includes the fields below:
  Note: Depending upon your setup, these fields may be different if the Advanced Line Manager Drawer field set was edited. For more information, refer to the Edit a Field Set article.
  
  Note: Click the right-arrow to expand the drawer. Once the drawer is expanded, a down-arrow will display with the open drawer. The down-arrow can be clicked at any time to collapse the drawer, if necessary.
  
  
  
  
  • • GL Variable 1-4
    • Project/Project Task
    • Employee
    • Contact
    • Cash Flow Category
    • Description
    • Quantity
• Button options that display on the upper-right section of the data grid include the following:
  
  
  
  
  • • Add Row - the ability to add one or multi rows to the data grid can be performed by clicking Add Row. The new row(s) will display at the bottom of the last row. For example, the Recurring Journal Entry record that currently displays has 2 pages of Recurring Journal Entry Lines. Then, Add Row is clicked to add a new row.  The new row will display at the bottom of the last row on page 2.
    • Save - when a change is made to the information on the data grid, this button becomes enabled. Click Save to save any changes.
      
      Important: Click Save prior to leaving the record detail page. Otherwise, changes will be lost. For example, if you are on the Recurring Journal Entry record detail page, and leave this page to access the Accounts page without clicking Save, any changes on the Recurring Journal Entry Lines data grid will be lost.
      
      
    • Refresh - reloads the data grid with the latest/most recent information.
    • Import - used to import new and/or existing template file data as Journal Entry Lines into the data grid. For more information, refer to the Import a Recurring Journal Entry Template File section below. 
    • Export - used to export Journal Entry Lines into a .CSV file for reviewing and/or updating. For more information, refer to the Export Recurring Journal Entry Lines into a File section below.
    • Delete - used to delete one or multiple rows of data. Select the row(s) that you want to delete. Then, click Delete.
      
      Important: Clicking Delete is a soft Delete. Click Save to complete the Delete action.
      
      
      
      
    • Undo - provides the ability to undo the last action that was performed prior to clicking Save. Additionally, you can continue to click Undo to undo any additional actions that were performed prior to saving. If you attempt to use the Undo button after saving information, the “No recent updates” message will display.
    • Redo - if the Undo button was used to undo information in a field(s), the Redo button can be used to re-add the data that was removed from a field(s). Redo can be clicked to redo the last action and any other actions that were performed prior to clicking Save.
• Three actions can be performed from the Actions drop-down list.
  
  
  
  
  • • Clone - use this action to make a clone of the existing row. When a row is cloned, the same line number displays for the clone version of the row. The line number can be updated to the next sequential line number by clicking the Pencil icon to make the change. The order of the line numbers following the change will automatically adjust to the correct numbering.
      Note: Line number order can be modified if you have one of the following permission levels:
      
      • • AS Full Admin
        • Accounting Manager
        • Cash Out Banking
        • GL Accountant
          
    • Edit - use this action to make changes to a line. Clicking the Edit action displays the Edit Record dialog box. Make any necessary changes. Then, click Save.
      Note: Clicking Save from the Edit dialog box is a soft Save. After saving here, click Save on the button row that displays at the top right section of the data grid.
      
      Note: In addition to using the Edit action to make changes, fields that are editable on the data grid display with the Pencil icon. Therefore, on any field that has this icon, click the Pencil icon to make an edit. Then, click Save to save your changes. Additionally, you can click the Pencil icon to make changes on multiple rows and then, click Save once to save all of the changes at the same time.
      
      
    • Delete - use this action to delete a single row.
      Note: Clicking the Delete action is a soft Delete. To complete the deletion, click Save on the button row that displays at the top right section of the data grid.
      
• Up to 10 rows per page will display in the data grid. If you have more than 10 rows, normal pagination will be available to select the Next/Previous page and/or pages in between.
  
  
• Column headings on the data grid are sortable. Click the up-arrow or down-arrow to change the sort order from ascending to descending.
  
  
  
  •  
• To prevent errors based upon Salesforce limits when creating records, Accounting Seed restricts the number of Recurring Journal Entry Lines within a single Recurring Journal Entry to 1,000 lines.

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Use the steps below to create a Recurring Journal Entry Line(s)

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).

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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.

Import a Recurring Journal Entry Template File

The Import button in the Advanced Line Manager is similar to and built on the Import Templates tool.  The Import process in the Advanced Line Manager offers a quick and easy way to add additional lines into an existing Recurring record. The name of the Recurring record or the Salesforce ID number must be used to import the new lines directly into an existing Recurring record. 

The main steps for importing include performing a one-time creation and mapping process. Once a file has been imported and mapped to the related fields on the record, the file can be selected and reused, as needed, without having to re-map fields. 

Only .CSV files can be imported using the Import button in the Advanced Line Manager. 

Best Practice: To avoid issues with special characters creating error messages when importing files, we recommend that you save import files using .CSV UTF-8 as the extension instead of only saving as a .CSV file extension. 

Import files with up to 200 lines of data can be imported using the Import button in the Advanced Line Manager. 

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. Select the Recurring Journal Entry for which you want to import new lines. Then, scroll to the Recurring Journal Entry Lines related list.
4. Click Import. 
5. Refer to the Upload File and Select/Create Template article to complete the Import process.

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Export Recurring Journal Entry Lines into a File  

The Export button on the Recurring Journal Entry Lines related list, which is a part of the Advanced Line Manager data grid, provides the ability to export all of the lines into a .CSV file for reviewing the data. For example, you might have a large number of lines on a Recurring Journal Entry, exporting the data would make it easier to review all lines in one file, at the same time. For Recurring Journal Entries, up to 1,000 lines can be exported into a .CSV file. Additionally, since the exported file includes a Salesforce Record ID for each line, you can make changes to the exported file and then, import the file to include the changes. 

Important: Since the Import process handles low volume imports that are up to 200 lines, if you export more than 200 lines and want to re-import, you may need to split up the file so that only 200 lines are imported at a time. 

The naming convention for the .CSV file that automatically downloads once Export is clicked includes the following:

<header_record_name>_Export_<Date-Time Stamp>.csv

RJE - 00012_Export_20220610_12_05.csv

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. Select the Recurring Journal Entry for which you want to export the lines. Then, scroll to the Recurring Journal Entry Lines related list.
4. Click Export. 
   
   
   Note: Click here to view the above image in full screen. 
   
   A .CSV file automatically downloads.
   Note: When you export a file, it will automatically be saved in your Downloads folder. However, you can navigate to save the file in a preferred location.
   
   
5. Open the .CSV file. Then, review or make changes to the data, as necessary.  For more information, refer to the Update Existing Recurring Lines (Recurring Objects - Import Templates) article.

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____________________

Summer '23 Release

Release Notes and Schedule

• Images and hyperlinks can be included in the Advanced Line Manager using formula fields. 

____________________

Spring ’23 Release

Release Notes and Schedule

• The Advanced Line Manager Columns field set (collapsed drawer) on the Recurring Journal Entry Line has been updated to add the Product field. And the Product field was removed from the Advanced Line Manager Drawer field set (expanded drawer).