<?xml version="1.0" encoding="utf-8"?>
<ManualTopic ID="/baanerp/tf/onlinemanual/000451" xml:lang="en">
   <Header>
      <Title>To set up recurring journals</Title>
      <Keyword type="header" order="d1e1664874">
         <Level1>recurring journals</Level1>
      </Keyword>
   </Header>
   <ProcedureSection>
      <Steps>
         <StepsIntro>To set up recurring journals, use the following sequence of
		  sessions:</StepsIntro>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0140m000" role="session">Recurring Journals (tfgld0140m000)</GUIRef>
            </StepTitle>
            <List>
               <ListIntro>To create a new definition, you can do one of the
				following:</ListIntro>
               <ListItem>Click <GUIRef href="" role="manual">New</GUIRef>.</ListItem>
               <ListItem>Select a recurring journal definition and click <GUIRef href="" role="manual">Copy</GUIRef>. You can copy the journal definition including or
				excluding the individual transactions and instructions.</ListItem>
            </List>
            <Paragraph>The <GUIRef href="/baanerp/tf/gld/tfgld0140m100" role="session">Recurring Journal - Transactions (tfgld0140m100)</GUIRef> session starts.</Paragraph>
         </Step>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0140m100" role="session">Recurring Journal - Transactions (tfgld0140m100)</GUIRef>
            </StepTitle>
            <Paragraph>Enter or change the header data such as the transaction
			 type, the currency, the <Link href="/baanerp/tf/domains/gld.dcls" role="domain" Update="No">data class</Link> of the transactions,
			 the <Link href="/baanerp/ci/glossary/glossary#000007" role="glossary">rate determiner</Link>, and the effective period during which
			 the recurring journal vouchers can be generated.</Paragraph>
            <Paragraph>If the data class is <GUIRef href="/baanerp/tf/domains/gld.dcls#transfer" role="option">Transfer</GUIRef> or <GUIRef href="/baanerp/tf/domains/gld.dcls#allowance" role="option">Allowance</GUIRef>, the rate determiner must be <GUIRef href="/baanerp/tc/domains/fcrt#manual" role="option">Manually Entered</GUIRef>. If the data class is <GUIRef href="/baanerp/tf/domains/gld.dcls#payment" role="option">Payment</GUIRef> or <GUIRef href="/baanerp/tf/domains/gld.dcls#billing" role="option">Billing</GUIRef>, you can select a rate determiner.</Paragraph>
            <Paragraph>If you use a dependent multicurrency system and the <GUIRef href="/baanerp/tf/gld/tfgld0140m100#tfgld040.rade" role="manual">Rate Determiner</GUIRef> is <GUIRef href="/baanerp/tc/domains/fcrt#manual" role="option">Manually Entered</GUIRef>, you can change the rate between the transaction currency and
			 the reference currency, and you can enter a rate date.</Paragraph>
            <Paragraph>Then, on the <GUIRef href="" role="manual">Details</GUIRef> tab, add transactions
			 to the recurring journal definition.</Paragraph>
            <List>
               <ListIntro>To add transactions, you can do one of the following:</ListIntro>
               <ListItem>Click <GUIRef href="" role="manual">New</GUIRef>.</ListItem>
               <ListItem>Select a line and click <GUIRef href="" role="manual">Copy</GUIRef>.</ListItem>
               <ListItem>On the <Link href="/baanerp/tc/glossary/glossary#specific" role="glossary">appropriate</Link> menu, you click <GUIRef href="/baanerp/tf/gld/tfgld0140m100#create.details.from.doc" role="command">Create from Document</GUIRef> 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.</ListItem>
            </List>
            <Paragraph>The <GUIRef href="/baanerp/tf/gld/tfgld0141s000" role="session">Recurring Journal Details (tfgld0141s000)</GUIRef> session starts.</Paragraph>
         </Step>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0141s000" role="session">Recurring Journal Details (tfgld0141s000)</GUIRef>
            </StepTitle>
            <Paragraph>Enter the transaction details such as the transaction
			 amount, the ledger account and dimensions, and the tax details. You can enter
			 multiple transaction lines.</Paragraph>
            <List>
               <ListIntro>The following rules apply:</ListIntro>
               <ListItem>If the data class is <GUIRef href="/baanerp/tf/domains/gld.dcls#transfer" role="option">Transfer</GUIRef> or <GUIRef href="/baanerp/tf/domains/gld.dcls#allowance" role="option">Allowance</GUIRef>, you must enter at least two lines and the total
				amount must be zero.</ListItem>
               <ListItem>If the data class is <GUIRef href="/baanerp/tf/domains/gld.dcls#payment" role="option">Payment</GUIRef> or <GUIRef href="/baanerp/tf/domains/gld.dcls#billing" role="option">Billing</GUIRef>, you must enter at least one line. For payments,
				the total amount must be negative (debit) and for billing, positive (credit).</ListItem>
            </List>
         </Step>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0140m100" role="session">Recurring Journal - Transactions (tfgld0140m100)</GUIRef>
            </StepTitle>
            <Paragraph>View the lines and the resulting total amounts and tax
			 amounts.</Paragraph>
            <Paragraph>Then, on the <GUIRef href="" role="manual">Instructions</GUIRef> tab, click <GUIRef href="" role="manual">New</GUIRef> to start the <GUIRef href="/baanerp/tf/gld/tfgld0143s000" role="session">Recurring Journal Instructions (tfgld0143s000)</GUIRef> session.</Paragraph>
            <Paragraph>You can only create instructions if the transaction lines
			 fulfil the conditions listed in Step 3.</Paragraph>
         </Step>
         <Step ID="reversal">
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0143s000" role="session">Recurring Journal Instructions (tfgld0143s000)</GUIRef>
            </StepTitle>
            <Paragraph>Specify the document dates and posting details for the
			 recurring journal transactions.</Paragraph>
            <Paragraph>The transactions will be generated at the moment when you
			 run the <GUIRef href="/baanerp/tf/gld/tfgld0240m000" role="session">Generate Recurring Journal Transactions (tfgld0240m000)</GUIRef> session. However, the
			 document date will be the generation date that you enter in the instructions.</Paragraph>
            <Paragraph>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.</Paragraph>
            <ProcedureList>
               <ListTitle>To set up periodic reversal</ListTitle>
               <ListIntro>To reverse <GUIRef href="/baanerp/tf/domains/gld.dcls#transfer" role="option">Transfer</GUIRef> or <GUIRef href="/baanerp/tf/domains/gld.dcls#allowance" role="option">Allowance</GUIRef> transactions , you can set up periodic reversal,
				as follows:</ListIntro>
               <ListItem>For transactions that must be periodically reversed, select <GUIRef href="/baanerp/tf/domains/gld.rvsl#incl.per.rev" role="option">Included for Periodic Reversal</GUIRef> in the <GUIRef href="/baanerp/tf/gld/tfgld0143s000#tfgld043.rvsl" role="manual">Reversal Type</GUIRef> field of the <GUIRef href="/baanerp/tf/gld/tfgld0143s000" role="session">Recurring Journal Instructions (tfgld0143s000)</GUIRef> session.</ListItem>
               <ListItem>Iin the <GUIRef href="/baanerp/tf/gld/tfgld0143s000#tfgld043.rvdt" role="manual">Reversal Date</GUIRef> field, enter the date on which the
				transactions must be reversed.</ListItem>
               <ListItem>For the same recurring journal definition, create an
				instruction with the reversal type <GUIRef href="/baanerp/tf/domains/gld.rvsl#periodic.rev" role="option">Periodic Reversal</GUIRef> and in the <GUIRef href="/baanerp/tf/gld/tfgld0143s000#tfgld043.gedt" role="manual">Generation Date</GUIRef> 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 <GUIRef href="/baanerp/tf/domains/gld.rvsl#periodic.rev" role="option">Periodic Reversal</GUIRef> transaction for each reversal date.</ListItem>
            </ProcedureList>
            <Paragraph>If you run the <GUIRef href="/baanerp/tf/gld/tfgld0240m000" role="session">Generate Recurring Journal Transactions (tfgld0240m000)</GUIRef> 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.</Paragraph>
            <Paragraph>The instructions for the journal transactions and for the
			 reversal transactions must be part of the same recurring journal definition.</Paragraph>
            <Paragraph>If you select the <GUIRef href="/baanerp/tf/gld/tfgld0240m000#use.current.rate" role="manual">Use Latest Currency Rates</GUIRef> 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.</Paragraph>
         </Step>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0443m000" role="session">Print Recurring Journal Proof List (tfgld0443m000)</GUIRef>
            </StepTitle>
            <Paragraph>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.</Paragraph>
         </Step>
         <Step>
            <StepTitle> 
               <GUIRef href="/baanerp/tf/gld/tfgld0140m100" role="session">Recurring Journal - Transactions (tfgld0140m100)</GUIRef>
            </StepTitle>
            <Paragraph>In the header, set the <GUIRef href="/baanerp/tf/gld/tfgld0140m100#tfgld040.rjst" role="manual">Recurring Journal Status</GUIRef> to <GUIRef href="/baanerp/tf/domains/gld.rjst#approved" role="option">Approved</GUIRef>. LN validates the journal details and the instructions.</Paragraph>
            <Paragraph>If LN detects any errors, a message appears to explain the error and the status
			 remains <GUIRef href="/baanerp/tf/domains/gld.rjst#registered" role="option">Registered</GUIRef>. Correct the error and then set the status to <GUIRef href="/baanerp/tf/domains/gld.rjst#approved" role="option">Approved</GUIRef>.</Paragraph>
         </Step>
      </Steps>
   </ProcedureSection>
   <RelatedTopics>
      <SectionTitle> Related topics</SectionTitle>
      <RelTopic>
         <Link href="/baanerp/tf/onlinemanual/000450" role="manual">Recurring journals</Link>
      </RelTopic>
      <RelTopic>
         <Link href="/baanerp/tf/onlinemanual/000452" role="manual">To generate recurring journal transactions</Link>
      </RelTopic>
   </RelatedTopics>
</ManualTopic>