Recurring Entries Maintenance Window Prompt

Entry Summary

To create a standard or recurring journal entry:

1.  Enter the new Reference.

2.  Press [ENTER] or click Retrieve .  To indicate that you are building a new journal entry, New  displays near the Reference.  Keyboard shortcut:  [ALT + t]

3.  Enter the Reference Description, Run Code, and select the appropriate Journal Code.

4.  Press [Tab] to enter the debit and credit entry details for the recurring or standard entry.

5. Enter the account number or look for it enter [Ctrl + f] or click Search. The account description will display.

6.  Enter a reference if desired.

7.  If the entry is a debit amount enter the entry amount in the Debit column.  If the entry is a credit, enter the amount in the credit column. Or for a standard entry leave the debit and credits as zero.

8.  Press [Tab] to complete the line.

9.  Repeat steps 5-8 to continue entering the debit and credit entries until the debit and credit amounts balance.  

10.  To finish, press [Enter] or click Save .

Reference

To build a new entry, enter a unique reference to identify the journal entry.  (up to 20 characters)

To display an existing recurring or standard journal entry, enter the Reference and press [ENTER] or click Retrieve .  
Keyboard shortcut:  [ALT + t]

Tips:

• To Search for entries, click Search .  Keyboard shortcut:  [CTRL + f]

• This reference is copied to the journal entries when they are generated by the Create Standard Entries and Create Recurring Entries functions in Journal Processing.

• You can use your own naming convention when creating the entries.  For example, you can prefix all recurring entries with RC and standard entries with ST to make the searches easier.

Reference Description

Enter a description for the journal entry.  (up to 30 characters)

Tip:  This description applies only to the entries in the maintenance for your convenience.  When you create the live journal entries, it is not attached to the entries.

Run Code

Enter the optional run code that you can use to group types of recurring journal entries together.  When you create the live journal entries, you can select the entries to use by the run code.  (3.0 numeric)

Examples:  You can use the following convention for run codes on the recurring journal entries, or you can create your own meaning for the run codes.

• 1 = Monthly

• 2 = Quarterly

• 3 = Yearly

Journal Code

Enter R to select recurring or enter S to select standard.  Or click one of the journal codes in the list.  REQUIRED

• RC - Recurring:  The amounts are exactly the same for every period.  You can not override the amounts during Create Recurring Entries.  Examples:  Depreciation, prepaid insurance

• ST - Standard:  The amounts can vary from period to period.  You can override the amounts during Create Standard Entries.  Example:  Bank service charge.

Entering the detail lines for the entries

Account Number

Enter the account number for the entry.  The account number description displays.

Required.

Tips:

• To Search for accounts, click Search or enter the Keyboard shortcut [CTRL + f].

• If you enter an inactive Account Number, you will see the following message:  Account Inactive

Description

Enter an description for each credit or debit transaction.  (up to 30 characters)

Tip:  You can see the entry description on the Journal Processing list after running Create Recurring Entries or Create Standard Entries for the period, as well as in the General Journal Listing and the General Journal Report.

Amount

Tab to the credit or debit and enter the entry amount.  (12.2 numeric)

Note:  Always enter the transaction amount as a positive number.  To create a negative transaction, simply select the opposite Debit/Credit option.

Tip:  If you override the amount for a Standard (ST) template during Create Standard Entries, it also changes the template amount here.

Grand Summaries

Displays the sum of the debit and credit amounts in the list.

Note:  Do not complete the journal entries unless this value is 0.00 (zero).

To save changes to a line, press [Enter] or click Save .

To add a new detail line for an entry, press [Tab] or click Add.

Editing a Recurring/Standard Entry

CAUTION:  To avoid losing information, you must save new or changed information.

1.  Enter the Reference and press [ENTER] or click Retrieve .
Keyboard shortcut:  [ALT + t]

Tip:  If you do not know the Reference, you can click Search  to see a list of recurring and standard journal entry templates.

2.  Position the pointer to the information that you want to change.

3.  Enter the changes.

6.  To complete the process click Save .

Deleting a Recurring or Standard Entry

To delete an individual detail line, click to highlight the line, and then press Delete.  At the Delete row prompt click Yes.

To delete an entire entry, do the following:

1.  Enter the Reference and click Retrieve , or press [ENTER].
Tip:  If you do not know the reference, you can click Search  to see a list of recurring and standard templates.

2.  Click File from the main menu, and next click Delete.
Keyboard shortcut:  [ALT] [f] [d]

3.  At the Delete prompt, click Yes to delete the record, or click Cancel to escape from the delete routine.
Example:

Note:  After you click Yes, you will see the following message on the status bar -

The Create Recurring Entries and Create Standard Entries routines set the Period Updated Flag to 1 for every recurring or standard journal entry that is processed.  This prevents you from accidentally creating duplicates of the recurring and standard journal entries.  If you want to regenerate standard or recurring journal entries in a specific period again, you can reset all the flags to 0 (zero) so you can run the create processes again for the same period:

1.  Click the Reset icon.

2.  At the following prompt, click OK.

Tip:  Generally, for normal processing where you only run the generate the recurring and standard journal entries once per period you will not have to reset the flag.