About recurring journal transactions

You create schedules by using the Recurring transactions (GL203500) window.
To a schedule, you can add general ledger batches immediately (if all the required batches are already created) or later.
The batches of the Normal type and the Balanced status can be scheduled only.
Once a batch is assigned to a schedule, its status changes to Scheduled.

A schedule defines how many times and how often specific General ledger transactions should be created.

When creating a schedule, you can either specify a maximum number of times the schedule should be repeated, or set up an unlimited schedule executions by selecting the No execution limit option.

For a schedule, you can select from multiple frequency options:

• Daily: The batches should be generated daily or every x days.
• Weekly: The batches should be generated once a week or every x weeks.
• Monthly: The batches should be generated once per month or every x months.
• By financial period: The batches should be generated only once per financial period or every x financial periods.

If you need to schedule only one batch, in the Journal transactions (GL301000) window, click Add to schedule in the window toolbar to create a new schedule for this batch.

To make tracking of batches easier for users and to facilitate auditing, you can attach to each schedule the scanned documents or electronic versions of the documents that are the basis for the schedule you have created. To attach a file to the schedule, in the Recurring transactions (GL203500) window, perform these steps:

1. In the Schedule field, select the schedule by its ID.
2. In the window title bar, click Files.

   This opens the Files dialog box.

3. In the dialog box, click Add new record in the table title bar.

   This brings up the Upload file dialog box.

4. In the dialog box, click Browse to locate the file and then click Upload to import the file and close the dialog box.

If multiple non-related batches are assigned to the same schedule, on the Batch list tab of the window, for each batch in the table, click the paper clip (at the beginning of the row) to attach a file or multiple files explaining why this batch is generated periodically.

To generate batches in accordance with the schedule, you run the schedule periodically by using the Generate recurring transactions (GL504000) window.

When you run a schedule, the system uses a template batch to generate similar batches.
The batches generated by a schedule can differ from the template as follows:

• Date:
  The date of each batch is determined by the schedule you have configured.
• Reference number:
  A new reference number is generated for each batch in accordance with the numbering series specified in the General ledger preferences (GL102000) window.
• Currency rate:
  If a currency of a batch differs from the base currency set in the system, the system uses for conversion the currency exchange rate effective on the date of the batch creation.

No matter how many times you run the schedule, batches will be generated only as required by the schedule.
The system determines whether it should generate the batches depending on the current date, the schedule's start and expiration dates, the schedule type, and the date when the batches were last generated. After required batches have been generated, the system updates the Last executed on value.
Thus, no batches will be generated ahead of time, but you can generate missing batches for past due dates by running the Generate recurring transactions (GL504000) window for each batch that is due.

For example: Suppose that you have scheduled a particular batch to be performed weekly on each Tuesday, with no execution limit.
If you run the schedule every week on Wednesday, one batch will be generated each time. If you run this schedule every day, the batches will be generated only on Tuesdays.
If you want to run this schedule once in a month, on the last Wednesday, you should run it four times to generate four batches.

Batches generated as a result of running a schedule appear in the list of batches in the Journal transactions (GL301000) window with the Balanced status.
They can be released or posted as any other batches can. You can change the transaction amounts, if needed.
When necessary corrections are made, a batch can be saved only if its status remains Balanced.