| # To set up recurring journals Step 1. Recurring Journals (tfgld0140m000) To create a new definition, you can do one of the following: Click New. Select a recurring journal definition and click Copy. You can copy the journal definition including or excluding the individual transactions and instructions. The Recurring Journal - Transactions (tfgld0140m100) session starts. Step 2. Recurring Journal - Transactions (tfgld0140m100) Enter or change the header data such as the transaction type, the currency, the data class of the transactions, the rate determiner, and the effective period during which the recurring journal vouchers can be generated. If the data class is Transfer or Allowance, the rate determiner must be Manually Entered. If the data class is Payment or Billing, you can select a rate determiner. If you use a dependent multicurrency system and the Rate Determiner is Manually Entered, you can change the rate between the transaction currency and the reference currency, and you can enter a rate date. Then, on the Details tab, add transactions to the recurring journal definition. To add transactions, you can do one of the following: Click New. Select a line and click Copy. On the appropriate menu, you click Create from Document to generate transaction lines based on an existing invoice. You can select the transaction type and document number of the document you want to use. The Recurring Journal Details (tfgld0141s000) session starts. Step 3. Recurring Journal Details (tfgld0141s000) Enter the transaction details such as the transaction amount, the ledger account and dimensions, and the tax details. You can enter multiple transaction lines. The following rules apply: If the data class is Transfer or Allowance, you must enter at least two lines and the total amount must be zero. If the data class is Payment or Billing, you must enter at least one line. For payments, the total amount must be negative (debit) and for billing, positive (credit). Step 4. Recurring Journal - Transactions (tfgld0140m100) View the lines and the resulting total amounts and tax amounts. Then, on the Instructions tab, click New to start the Recurring Journal Instructions (tfgld0143s000) session. You can only create instructions if the transaction lines fulfil the conditions listed in Step 3. Step 5. Recurring Journal Instructions (tfgld0143s000) Specify the document dates and posting details for the recurring journal transactions. The transactions will be generated at the moment when you run the Generate Recurring Journal Transactions (tfgld0240m000) session. However, the document date will be the generation date that you enter in the instructions. For every time that you want the journal transactions to be generated, you must create a recurring journal instruction. For example, if you want to generate the journal transactions monthly during one year, you must create twelve recurring journal instructions with generation dates in the successive months. To set up periodic reversal To reverse Transfer or Allowance transactions , you can set up periodic reversal, as follows: For transactions that must be periodically reversed, select Included for Periodic Reversal in the Reversal Type field of the Recurring Journal Instructions (tfgld0143s000) session. Iin the Reversal Date field, enter the date on which the transactions must be reversed. For the same recurring journal definition, create an instruction with the reversal type Periodic Reversal and in the Generation Date field, enter the reversal date of the transactions that must be reversed. The instruction reverses all the transactions of which the reversal date is the generation date. If the reversal dates of the journal transactions are different, you must create a Periodic Reversal transaction for each reversal date. If you run the Generate Recurring Journal Transactions (tfgld0240m000) session for the recurring journal definition and for the period that contains the reversal date, LN uses the currency rate information of the journal transaction document dates to reverse the transactions without causing currency differences. The instructions for the journal transactions and for the reversal transactions must be part of the same recurring journal definition. If you select the Use Latest Currency Rates check box, LN uses the currency rates that are valid on the day when the transactions are generated. Otherwise, LN uses the currency rates you specified on the journal header. Step 6. Print Recurring Journal Proof List (tfgld0443m000) You can optionally use this session to simulate the recurring journal transactions and print a report. Before you generate the recurring journal transactions, you can print this report to check whether the journal transactions will be correctly generated. Step 7. Recurring Journal - Transactions (tfgld0140m100) In the header, set the Recurring Journal Status to Approved. LN validates the journal details and the instructions. If LN detects any errors, a message appears to explain the error and the status remains Registered. Correct the error and then set the status to Approved. Related topics Recurring journals To generate recurring journal transactions |