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Batch Posting Recurring General Ledger Entries

A recurring journal entry is a general journal entry you post on a recurring basis, usually monthly. Examples of recurring journal entries include:

Monthly journal entry for accumulated depreciation, if you are not using e-automate’s fixed asset module

Periodic journal entry for accrued bad debt

Monthly journal entry to move prepaid expenses from assets to expenses

In e-automate you create recurring journal entry templates that can be used repeatedly (see the topic, Creating Recurring General Ledger Entry Templates). You can then use these templates to post a batch of recurring journal entries based on a cut-off date or individually post each journal entry using the journal entry window.

To post a batch of recurring journal entries, each entry template must be configured to allow posting on a Posting cycle. The recurring template must be created with a Next date as well as a Recur until date. If these fields are not populated on the recurring general ledger entry template, you cannot post using a batch or e-agent. See Creating Recurring General Ledger Entry Templates for more information.

Getting to the TransactionGetting to the Transaction

From the Accounting menu, select General Ledger > Post Recurring Journal Entries to open the Post Recurring Journal Entries window.

In the Post date field, use the Lookup calendar to select the posting date or type the date you want to post the recurring journal entry templates.

Basic InformationBasic Information

Do ONE of the following:

Click [New] to open the Add Journal Entry window and create a general ledger journal entry. For additional information on creating general ledger entries, see topic, Recording General Ledger Journal Entries.
Note: You can add as many entries as you want to post using the batch window.

Click [Create List] to use e-automate to generate the journal entries for you.

Set a Cutoff date that e-automate uses to find recurring journal entry templates to post before that date.

Click [OK].

The list includes every recurring journal entry that meets the date criteria for your list as well as any manually added entries.

To review your entries, click [Print] to display a list of all general ledger entries and templates that can be posted. If all is correct, continue. If you need to remove an entry, select the entry and click [Remove].

To edit an entry, select the entry to edit and click [Edit]. Make the necessary changes to the entry.
Note: Making changes in this window only changes the entries that post during this process, it does not change the template.

Click [Post]. e-automate asks if you are sure you want to post all entries in the list on the date identified in the Post date field. To post the entries, click [Yes]. To cancel, click [No] to return.

E-automate clears the Journal Entries list and posts the recurring entries to the general ledger.
Note: If the entries were templates, e-automate increments the Next date field on the recurring general ledger entry.