General Ledger > Setup > GL Recurring Journals

GL Recurring Journals

You use this program to create and maintain recurring journals.

Recurring journals are typically created for entries that need to be posted on a regular, automatic basis where the ledger codes and amounts do not change each time the journal is posted.

Toolbar and menu

Field Description
New Select this to process new a recurring journal.
Save Select this to save the details for the currently displayed journal.
Delete Select this to delete the currently displayed journal.
Print Journals can only be printed if access to the GL Recurring Journals report is allowed.
Print Current Journal Select this to print the journal currently displayed.
Print Multiple Journals Select this to print multiple journals according to the selection criteria you define (see Print Recurring Journals).
Recurring Journal Enter the code you want to assign to the recurring journal.

If you are adding a new recurring journal, then you must enter a unique code in this field. The code identifies the recurring journal.

You can use the Browse on GL Recurring Journals program to view existing recurring journal codes.
Line  
Add Line Select this to add a line to the Journal Details list of entries for the journal.
Remove Line Select this to delete the currently highlighted entry from the Journal Details list of entries for the journal.
Function  
Authorize Journal

Select this to authorize the recurring journal currently displayed.

See Authorize Journals.
Cancel Authorization

Select this to cancel the authorization of the journal currently displayed.

See Authorize Journals.
Undistributed Select this to apply the amount displayed in the Undistributed amount field to the currently highlighted line in the Journal Details pane.

Print Recurring Journals

This screen is displayed when you select the Print Multiple Jnls option from the Print menu.

Field Description
Recurring journal code selection Indicate a selection of journal codes to include in the report.
Authorized journals This is only enabled the option: Authorization of journals before posting required is enabled (General Ledger Setup - Journals tab).
Both Select this to include both authorized and unauthorized journals in the report.
Only authorized Select this to include only authorized journals in the report.
Only unauthorized Select this to include only unauthorized journals in the report.
Print

Select this to print the journals according to your selections.

If the setup option: Limit view to capturer is selected (General Ledger Setup - Journals tab), then only the journals you captured are printed.
Close Select this to return to the previous screen without printing the journals.

Journal Header

Field Description
Source

The source code indicates the source of transactions in the General Ledger.

The source code is defined by the system for all normal journals except for User-defined and Recurring journals.

Recurring journal source codes are defined using the Browse on Journal Source Codes program.

Reference

Enter a reference for the journal.

This entry is printed on the GL Journal Report and can be viewed within the GL Query program.
Notation

Optionally enter additional text as a notation against the journal.

This is printed on the GL Journal Report and can be viewed within the GL Query program.
Posting frequency

Indicate how often the journal must be posted.

For example: If you defined a 12 period accounting year, and you want to post the journal every period, then enter 1. To post the journal once a year, enter 12.
Next posting period Indicate the ledger period to which you want to post the journal for the first time.
Next posting year Indicate the ledger year to which you want to post the journal for the first time.
Expiry required

Select this if the journal must expire at a specific time.

You use the Expiry period and Expiry year fields to indicate when the journal must be posted for the last time.
Expiry period

Indicate the financial period in which the journal must be posted for the last time.

Expiry year

Indicate he financial year in which the journal must be posted for the last time.
Last posting period/year This indicates the period and year in which the journal was last posted to the General Ledger.
Last journal posted This indicates the normal journal number created when this recurring journal was last posted to the General Ledger.
Undistributed amount

This displays the difference between the value totals of the debit and credit entries in the Journal Details pane.

When this value is zero, then the journal is in balance and can be saved.
Message A message is displayed in this field if the journal is out of balance (i.e. when the total debits do not equal the total credits).

Journal Notes

You use this pane to add and maintain free format notes for the journal.

Journal Details

You use this editable listview to enter the journal lines.

All amounts for a specific journal must be in the same currency (i.e. either in the local or alternate currency).

Field Description
Ledger code

Indicate the Ledger code to which you want to post the journal amount.

If you enabled G/L Structure Definition (GL Structure Definition), and you attempt to post to a General Ledger account code which has not yet been created (General Ledger Codes), then the ledger code is automatically created based on the template defined. As soon as a valid code is entered in this field, it is immediately created in the General Ledger. It is not created only when the transaction is saved.
Description This displays the description of the Ledger code.
Reference

The entry made here is printed on the GL Trial Balance and can be viewed within the GL Query program.

This indicates the reference attached to the specific entry within the journal.
Debit amount Enter the debit value for the journal line.
Credit amount Enter the credit value for the journal line.
Comment

The entry made here is printed on the GL Trial Balance and can be viewed within the GL Query program.

This comment is relative to the current entry being made.
Entry type  
Amount

Select this to enter a debit or credit amount in the same way as for a normal journal.

The Debit amount and Credit amount fields are enabled when you select this option.
Balance

Select this to transfer the current balance of the ledger code you entered to another ledger code.

Refer to Balance Transfer.
Percent

Select this to transfer a percentage of the current balance of the ledger code you entered to another ledger code.

Refer to Percentage Balance Transfer.
Provision

Select this to transfer a percentage of the balance of the ledger code you entered to two other ledger codes.

Refer to Percentage Balance Transfer (Provision).
Distribute Select this to distribute the current balance or percentage to the relevant General Ledger accounts.

This option is not enabled for Entry type: Amount.
Target This is the ledger code to which the account balance must be copied. Refer to Balance Transfer.
Percentage This is the percentage of the current balance of the ledger code you entered that you want to transfer to the new ledger code(s). Refer to Percentage Balance Transfer and Percentage Balance Transfer (Provision).
Provisional Dr This is the ledger code to which percentage of the balance of the current ledger code must be transferred as a debit. Refer to Percentage Balance Transfer (Provision).
Provisional Cr This is the ledger code to which the percentage of the balance of the current ledger code must be transferred as a credit. Refer to Percentage Balance Transfer (Provision).
Rows This indicates the total number of entries in the journal.
Rows This indicates the total number of entries in the journal.
Total These fields indicate the total value of debit entries and the total value of credit entries for the journal. These must be equal before you can save the journal.

Balance Transfer

This screen is displayed when you select the Distribute option for the Entry type: Balance.

Field Description
Transfer to ledger code This indicates the ledger code to which you want to copy the account balance.
OK Select this to save the information you entered and to return to the previous screen.
Cancel Select this to return to the previous screen without saving any information you entered.

Percentage Balance Transfer

This screen is displayed when you select the Distribute option for the Entry type Percent.

Field Description
Percentage to transfer This indicates the percentage of the current balance of the ledger code you entered that you want to transfer to the new ledger code.
To ledger code This indicates the ledger code to which the percentage of the balance of the current ledger code must be transferred.
OK Select this to save the information you entered and to return to the previous screen.
Cancel Select this to return to the previous screen without saving any information you entered.

Percentage Balance Transfer (Provision)

This screen is displayed when you select the Distribute option for the Entry type Provision.

Field Description
Percentage to transfer This indicates the percentage of the balance of the ledger code you entered that you want to transfer to the two new ledger codes.
To debit ledger code This indicates the ledger code to which the percentage of the balance of the current ledger code must be transferred as a debit.
To credit ledger code This indicates the ledger code to which the percentage of the balance of the current ledger code must be transferred as a credit.
OK Select this to save the information you entered and to return to the previous screen.
Cancel Select this to return to the previous screen without saving any information you entered.

Authorize Journals

This pane enables you to authorize multiple journals.

This only applies if the setup option Authorization of journals before posting required is selected (General Ledger Setup - Journals tab).

Field Description
Select All Select all journals displayed in the listview for authorization.
Unselect All Deselect all journals displayed in the listview from authorization.
Apply Authorization Select this to authorize those journals displayed in the listview which you selected for authorization (A tick in the first column of the listview indicates that the journal is selected for authorization).
Options icon Select this to indicate the journals to display in the listview.
Refresh Select this to refresh the details in the listview.

Listview

Column Description
Col 1 A tick in the first column indicates that the journal is selected for authorization.
Journal Indicates the recurring journal code you assigned to the recurring journal.
Frequency Indicates how often the journal must be posted.
Next posting period Indicates the next financial period into which the journal must be posted.
Expiry period Indicates the financial period in which the journal must be posted for the last time.
Reference Indicates the reference entered on the journal header.
Notation Indicates additional notation attached to the journal.

Authorization options

This screen is displayed when you select the Options icon from the Authorize Journals pane.

Field Description
Journal selection Indicate the journal codes you want to include in the listview.
Include  
Authorized Select this to display only authorized journals in the listview.
Unauthorized Select this to display only unauthorized journals in the listview.
Both Select this to display both authorized and unauthorized journals in the listview.
Apply Select this to apply the options you selected and to return to the listview. Only those journals you selected are displayed.
Cancel Select this to ignore any options you defined and to return to the listview.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction Description
GL Recurring journal add

Controls access to the addition of recurring journals in the GL Journal Entry program.
GL Recurring journal maintained

Controls access to the maintenance of recurring journals in the GL Journal Entry program.
GL Recurring journal authorized

Controls access to the authorization of recurring journals in the GL Journal Entry and GL Recurring Journals programs.
GL Recurring journal print

Controls access to the print functions for recurring journals in the GL Journal Entry and GL Recurring Journals programs.
GL Recurring journal unauthorize

Controls access to the cancelling of authorizations for recurring journals in the GL Journal Entry and GL Recurring Journals programs.
GL Recurring journal deleted

Controls access to the deletion of recurring journals in the GL Journal Entry and GL Recurring Journals programs.
GL Recurring journal posted

Controls access to the Post functions for recurring journals in the GL Journal Entry, GL Post Recurring Journals and GL Recurring Journals programs.

Coding considerations

  • Printing

    When printing unposted recurring journals with an Entry type of Percent, the journal amount is indicated as zero.

    The reason is that the journal amount is only calculated when the journal is posted, using the current balance of the source ledger account specified and applying the percentage defined against the journal. The journal amount can therefore only be printed once the journal has been posted.

  • Authorization

    Recurring journals need only be authorized once. Thereafter, they need only be re-authorized if they have are changed or authorization is cancelled.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.

Activity Description
GL Journal authorize

Controls the authorizing and de-authorizing of journals in the GL Journal Entry and GL Recurring Journals programs.

The Authorize Journal and Cancel Authorization functions of the GL Journal Entry and GL Recurring Journals programs are disabled.

[Note]

For the setting of this activity to take effect, you must select the setup option: Authorization of journals before posting required (General Ledger Setup - Journals tab).

Hints and tips

Posting recurring journals using a Template GL Code

By default, recurring journals cannot be created and saved using Template General Ledger Account type codes (General Ledger Codes).

The error message: Ledger code 'xxxx' should be an Expense type account. (where 'xxxx' is the ledger code) is displayed when you attempt to save a journal created using a Template GL code (General Ledger Codes). This error originates from the IMPGLB.IMP file for process type GJR.

To overcome this, you can create a CUSGLB.IMP file and add a T to the GJR GL Journal Posting Recurring GEN entry in this file. Refer to Customize business process properties for additional information.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.