Add a Recurring Journal

Use the Recurring Journal Maintenance (GRM) program to add, change, copy, and delete a journal for a transaction that is constant in both monetary amount and frequency, like a monthly lease. See Background and Road Map for more information.

Click Add if journals exist. The program prompts Journal name.

Enter a unique journal name (15 alphanumeric characters maximum) for the recurring journal.
Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Description

Optional
25 alphanumeric

Enter a description that explains the purpose of this journal.

GL org code

Required
2 alphanumeric

Select the code for the GL organization for the control account.

GL account no

Required
10 alphanumeric

Enter the number of the control account (debit or credit) or click the Lookup icon and use the standard lookup options to select the account from a list.

The program uses the control account for the first sequence of the journal.

Frequency code

Required
1 alphanumeric

Select the code for how often to post this journal:

Select	For
M	Monthly on the same date every mont); the program calculates the next due date for the journal 1 month after the start date (or the last due date). For example, a journal processed on July 5th is next due on August 5th.
P	Period-end
Q	Quarterly on the same date every 3 months
S	Semi-monthly; every 2 weeks
W	Weekly; the program calculates the next due date for the journal 7 days after the start date or the last due date

Note
If you want to update the journals to GL as soon as they are due, you must run the Recurring Journal Processing (GRP) program with the same frequency as the recurring journals. Conversely, you can run the program once at period end to create and update the GL entry for each of the due dates within the period.

Amt each period

Required
14 numeric in the format
999999999999.99

Enter a positive amount for a debit (DR) or a negative amount for a credit (CR).

No of periods

Optional
2 numeric

Enter the number of times that you want the Recurring Journal Processing (GRP) program to post the recurring entry (from 0 to 99).

Note
If you accept the default of 0 for this field and .00 for the Limit field, the Recurring Journal Processing (GRP) program posts until you delete the journal.

Limit

Optional
14 numeric in the format
999999999999.99

Enter a monetary amount limit for this journal or accept .00 to have the program calculate the limit based on the Amt each period and No of periods fields.

When the Balance reaches this amount, the Recurring Journal Processing (GRP) program no longer posts this journal.

Note
If you accept the default of .00 for this field and 0 for the No of periods field, the Recurring Journal Processing (GRP) program posts until you delete the journal.

Start date

Required
10 date

Select a start date for the recurring journal or enter a date shortcut. This date determines when the journal is available for posting.

The Recurring Journal Processing (GRP) program bypasses any journals until the run date for the program is later than the journal's start date.

Next due date

Required
10 date

Select the next date that the journal is due or enter a date shortcut.

To calculate this date, add the posting frequency to the Start date.

Authority

Optional
17 alphanumeric

Enter the name of the person or department who approved this journal.

Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Exit without adding this journal	Click Cancel. The program prompts Journal name. Enter another journal or leave blank to exit.
Enter sequences for this journal	Click Detail.
Copy an existing, expired journal	Click Reset. The program clears the Start date and Next due date fields, sets the Balance to zero, and copies all other information to create a new journal from an expired journal. Use this option to reuse a journal. For example, if you set up a journal for one year (processing for 12 periods) and you want to use the same journal reference for the next year, use this option after period 12. If you attempt to reset a journal before the monetary amount limit has been reached, the program prompts Journal limit has not been reached; continue with reset? Click Yes to clear the fields and copy the journal or click No to retain the journal.
Enter additional sequences for the journal	Click OK.

Note
You cannot delete a record until it has been saved; use Cancel.

Enter data in these fields when you click OK or Detail:

Field Name	Type / Max Length	Action / Description
Sequence number	Required 5 alphanumeric	Accept the displayed sequence number. The program creates sequence 1 for you.
GL org code	Required 2 alphanumeric	Select a GL organization code for this sequence of the journal. This organization can be different from the organization for the control account selected in the first sequence of the journal, but it must be in the same consolidation as the control account.
GL account no	Required 10 alphanumeric	Select the GL account number for this sequence or click the Lookup icon and use a standard lookup option to select the account from a list.
Debit amount	Conditional 14 numeric in the format 999999999999.99	Enter the amount if this sequence is a debit or leave blank if it is not.
Credit amount	Conditional 14 numeric in the format 999999999999.99	Enter the amount if this sequence is a credit or leave blank if it is not.
Debits	Display only	Displays the total debits for this journal. The program updates this balance as you enter additional sequences. The debit total must equal the credit total before the Recurring Journal Processing (GRP) program can process the journal.
Credits	Display only	Displays the total credits for this journal. The program updates this balance as you enter additional sequences. The debit total must equal the credit total before the Recurring Journal Processing (GRP) program can process the journal.

Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Exit without creating the sequence	Click Cancel.
Change the Sequence number field	Click Change no. This button displays only when you add a sequence.
Accept the data	Click OK. The program prompts Sequence number. Enter another sequence or clear the field to exit.

Note
You cannot delete a record until it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another sequence	Click Add.
Delete the selected sequence	Click Delete. See Delete.
Copy the selected sequence	Click Copy. See Copy.
Display the selected sequence	Click Select.
Exit this journal	Click Exit. The program prompts Journal name. Enter another journal or leave blank to exit.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another journal	Click Add.
Delete the selected journal	Click Delete. See Delete.
Copy the selected journal	Click Copy. See Copy. Note The program clears the balance field and copies all other information from the existing journal.
Display the selected journal	Click Select.
Exit the program	Click Exit.