G/L Recurring Journal Entries Maintenance
This option is used to initially to enter journal entries into the RECURRING JOURNAL ENTRIES file, and then to add new entries as necessary, or make changes to existing entries.
Recurring Journal Entries are typically set-up for General Ledger Journal Entries for which the same amounts are posted to the same accounts on a regular basis; for example, monthly asset depreciation. By setting-up recurring journal entries, G/L Journal Entries do not have to be entered into the G/L TEMPORARY JOURNAL ENTRIES file each time the entry is to be posted. Instead, the G/L Recurring Journal Entries Posting option is used and unnecessary data entry is eliminated.
After selecting this option from the G/L Processing Menu, the screen will appear as follows:
A) To enter a new recurring journal entry, enter the Recurring Journal Number which you are assigning to this recurring journal entry.
B) To change an existing recurring journal entry, enter the Recurring Journal Number of the recurring journal entry you wish to change, or Perform A Search to find a recurring journal entry record. Upon entering a valid number, the remaining information will be displayed. Make changes in the same manner in which you entered the recurring journal entry.
C) If you do not need this recurring journal entry any longer, you may Delete this record (recurring journal entry) from the RECURRING JOURNAL ENTRY file.
Enter the Description of the Journal Entry.
Enter the Source of the Journal Entry. This field can be used to identify from which particular journal an entry came (for example: JE = Journal Entries, ADJ = Adjusting Entries, DEP = Depreciation Entries, etc.), or perhaps the initials of the operator entering the entry.
The Last Date Posted indicates the last time the invoice was posted to the TEMPORARY JOURNAL ENTRIES file. Leave this field blank when entering a new recurring journal entry. The computer uses this date to determine when to post the invoice to the TEMPORARY JOURNAL ENTRIES file. The Last Period Posted will be displayed.
You may also enter Comments for this recurring journal entry to further describe it. These Comments will not be posted to the TEMPORARY JOURNAL ENTRIES file.
Enter the Batch Number for this journal entry. This number is used to group in batches so that you may post only selected "batches" to the G/L TEMPORARY JOURNAL ENTRIES file.
Enter the Posting Frequency to indicate how often you wish the recurring journal entry to be posted to the TEMPORARY JOURNAL ENTRIES file - 1 = every month, 2 = every 2 months, 3 = every 3 months, etc.
Enter the Day Of Month for this entry; 1 - 31. The computer will use this day to assign the DATE of the entry when it is posted to the TEMPORARY JOURNAL ENTRIES file. For instance, if you enter the Day Of Month as "10", then when the recurring journal entry is posted for June, the date assigned would be "06/10/yyyy" (where yyyy is the year from your control file date).
Enter the detail disbursement information in these fields in the same manner as if you were entering an invoice into the TEMPORARY JOURNAL ENTRIES file. Refer to the G/L Temporary Journal Entries Maintenance option if you are unsure.
Review the data you have entered (or changed) on the screen. If you wish to SAVE the information, click on the Save button on the Toolbar, pick the Save option from the File Menu, or press [Ctrl][S]. If you do NOT wish to save the information, click on the Cancel button on the toolbar, pick the Cancel option from the File Menu, or press [Ctrl][L].