Creating Recurring General Ledger Entry Templates

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

Click [New] to open the Add Recurring Journal Entry window.

Complete the following fields where appropriate:

Number: Number or name to identify this recurring journal entry.

Type: Type of journal transaction that describes this recurring journal entry.
Note: The system automatically enters GJ for General Journal, but you can change it.

Description: Brief description of this recurring journal entry.

Reversing: When checked and this entry is posted, e-automate creates an equal and reversing journal entry in the next accounting period in addition to the entry defined.
Note: You use a reversing entry to record an estimated journal entry for a transaction for which you are waiting for complete information. This entry eliminates the chance you forget to reverse it later after posting the actual entry.

Reference: e-automate automatically enters (Next), but you may change it.

Posting cycle: If you want to allow users to post this template as part of a recurring journal entry batch, choose from the lookup icon how frequently you want e-automate to post the recurring entry. Only identify a cycle in this field if you want to use the batch posting of recurring general ledger templates or e-agent for recurring general ledger entry posting.

Next date: If you set a posting cycle for your recurring entry, set the next date you would like it to post.

If you want the system to post the recurring general ledger entry on the last day of each month, check the Last day of month checkbox.
Note: If you enter the last day of the month in the Next date field, the system automatically checks the Last day of month checkbox. If this box is checked when you post a recurring entry, the system will default the Next date field's value to the last day of the next month (e.g., a Next date of 1/31 will cycle forward—in a non-leap year—to 2/28, then to 3/31, and so on).

Recur until: If you set a posting cycle for your recurring entry, you can choose an ending date for the recurring entry.

Allow e-agent to automatically post: Check this box only if you want to allow e-agent to post this recurring journal entry automatically using e-agent.
Note: If you check this checkbox, you must configure e-agent to post recurring general ledger entries.

Do any of the following to define a recurring journal entry:

To QuickAdd recurring journal detail to the template, do the following:

In the General ledger account field, use the lookup to select the account to which the template will post.

In the Department field, use the lookup icon to select the department to which the template journal detail will be associated.

In the Branch field, use the lookup icon to select the branch to which the journal detail template will be posted.
Note: The Branch field is only displayed if enabled.

In the Description field, enter a description of the template journal detail.
Note: E-automate enters the description entered from the header Description field automatically, but you can change it.

Do ONE of the following:

To record a debit in the template, enter the debit amount in the Debit field.

To record a credit in the template, enter the credit amount in the Credit field.

Click [QuickAdd] to add the template journal detail to the Entry Details region.

Repeat Steps a through f for each journal detail to be included in this template.
Note: Debit and credits must equal to allow e-automate to accept the template.

To Add journal detail to the journal entry template, do the following:

Click [Add] to open the Add General Ledger Journal Entry Detail window.

In the Account field, use the lookup icon to select the account to which you want this template to post.

In the Department field, use the lookup icon to select the department to which you want this template entry associated.

In the Branch field use the lookup icon to select the branch to which you want this template entry associated.
Note: The Branch field is only displayed when branching is enabled.

In the Description field, type a description of the template journal detail.

To record a debit in the template, in the Debit field, type the debit amount.

To record a credit template, in the Credit field, type the credit amount.

To associate this template journal detail to a customer, in the Customer field use the lookup icon to select a customer.

Click [Add] to add the details to the Entry Details region and enter another template journal detail, or click [OK] to save the entry detail, close the window, and return to the Add Recurring Journal Entry window.

Repeat Steps a through i to add additional template entry details until the sum of the debits and credits equal.

To change the template journal entry detail, do the following:

In the Entry Details region, select the template journal detail to be changed. E-automate displays the journal detail information in the fields at the bottom of the window.

Change the appropriate fields at the bottom of the window.

Click [Update] to change the information in the Entry Details region.
Note: You can also modify the entry details, including customer by selecting the template journal detail to be changed and clicking [Edit]. Make the necessary changes and click [OK].

To delete a template journal detail, do the following:

In the Entry Details region, select the template journal detail to be changed.

Click [Delete] to open a window asking if you want to delete the journal entry line.

Click [Yes] to remove the template journal detail from the Entry Details region.

Click [OK] to save the recurring general ledger journal entry template.