Recurring journal entries list
Related information
Related topics
Recurring journal entries work the same as standard journal entries, except that the journal entry is repeated according to a schedule you set. You also have the option to set a reversing schedule, for journal entries that are always reversed later.
Using the Recurring Journal Entries list, you can:
- View the list of recurring journal entries defined for your company
- Find out the next date on which recurring journal entry will be posted
- Drill down to the transactions that have been generated by each recurring journal entry
Need to update the amount or other details before the transaction is posted? Use a memorized transaction instead.
| Subscription |
General Ledger |
|---|---|
| Regional availability |
All regions |
| User type | Business, Employee, Project Manager, and Warehouse |
| Permissions |
Journal Entries: List and View Recurring Journal Entries: List and View |
View a list of recurring journal entries
Go to General Ledger > All > Recurring.
A list of recurring journal entries is displayed.
View transactions posted by the recurring schedule
For every recurring journal entry, you can select a link to view the transactions that have been generated from the recurring schedule.
To view posted recurring journal entry transactions:
- On the Recurring Journal Entries list, find the journal entry with the transactions you want to see.
- Under the Posted column, select the number link.
Only items with 1 or more posted transactions have active links.
Manage recurring journal entries
Use the Recurring journal entries list to manage individual items. From the main list you can:
- View: Select this to view the details of an entry.
- Edit: Select this to open an item and duplicate it or make changes.
- Delete: Select this to delete the recurring journal entry.
When you select Edit for a recurring journal entry in the list, you can see and change the details for that entry.
- Edit: Change the schedule details, transaction information, and line item entries.
- Stop or duplicate: If you want to stop a recurring journal entry or suspend it, but do not want to delete it for some reason, you can suspend it.
- Reverse: Automatically reverse the journal entry.
The most common reasons for being unable to edit a recurring journal entry are lack of permissions and that the recurring entry is "not owned." If Not owned appears at the end of the entry on the list, you will not be able to make any changes.
What's "not owned"?
In a multi-entity company, shared records such as customers, vendors, and other items can be edited only at the top level of a company. Some journal transactions, for example, recurring journal entries created at the top level, are also owned at the top and can't be edited from within an entity.
If you display the list of shared records (customer, vendor, or entry) within an entity, you can see the shared records in the list. However, these will be listed as Not owned by the entity and the Edit option won't appear. Move to the top level, which owns the record, to make any changes.
Field descriptions
Transaction schedule section
| Field | Description |
|---|---|
| Description | The description provided for the journal entry. |
| Journal | ID of the journal for which the entry recurs. |
| Last posted | Date that the last time this entry was posted. |
| Last posted result | Shows the status of the post. Select the link to see the log for more details. |
| Next posting date | The date when the next time the entry is scheduled to be posted. |
| Posted | Shows the number of times that the entry has been posted after the schedule began. |
| Last reversed | If the entry has autoreversal, shows the last date on which entry was reversed. |
| Last reversed result | Shows the status of the reversal. Select the link to see the log for details. |
| Next reversal date | If autoreversals are scheduled, shows the next time the entry is scheduled to be reversed. |
| Reversed | Shows the number of times the entry has been reversed since the schedule began. |
Buttons
| Field | Description |
|---|---|
|
Add |
Add a new recurring journal entry. |
|
Done |
Close the recurring journal lists. |
|
Export |
Export the list of entries to a PDF, CSV, Excel, or Word file. |
Links
| Field | Description |
|---|---|
| Edit | Open the recurring journal entry for editing. |
| View | Open the recurring journal entry in View mode. |
| Result | Shows whether the posting was successful. Select the link to open the log. |
| Delete | Deletes the recurring entry. |
