Name: Creating and Using a Recurring Journal Entry
Uploaded: 2025-4-22
Duration: 266 s
Description: This video demonstrates how to create a recurring journal entry.

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Creating and Using Recurring Journal Entries

<div id="content"><div class="section"><p tabindex="0">In the previous lesson, the scenario involved you implementing SAP Business One, Web client for a new customer. The accountant told you that she manually records a rent transaction with a <strong>fixed amount</strong>.</p><p tabindex="0"></p><p tabindex="0">Let's look at the second template type that can make the process for the accountant more efficient – <i>Recurring Journal Entries</i>.</p><p tabindex="0"></p><p tabindex="0">You can create a recurring journal entry for:</p><ul style="list-style-type:disc"><li tabindex="0">Similar, fixed amount journal entries created on a regular basis.</li><li tabindex="0">Setting the frequency for how often the journal will occur.</li><li tabindex="0">Presenting a list view recommending you to post the transactions that are due</li><li tabindex="0">Choosing multiple options for journal entry date on posting.</li><li tabindex="0">A one time journal entry posting.</li></ul><p tabindex="0"></p><p tabindex="0">In this template, you define how often the journal entry should be created and a validity date until when the recurring posting is valid.</p><img style="max-width:900px;max-height:none" class="image 1_1_landscape" title="The options for setting up recurring journal entries, including frequency settings (daily, weekly, monthly, etc.), validity date, and the ability to create templates for manual use." alt="The options for setting up recurring journal entries, including frequency settings (daily, weekly, monthly, etc.), validity date, and the ability to create templates for manual use." src="/service/media/TB2300_2505_en-US_media/TB2300_2505_en-US_images/Recurring Journal Entries.png" tabindex="0"><div class="imageCaption"></div><div class="kalturaVideoLessonWrapper"><div aria-label="" class="kalturaVideoLessonContainer" data-testid="video" id="1_ztd55v4w"></div></div></div></div>

How to Create and Use Recurring Journal Entries

Utilizing SAP Business One, Web Client Accounting

<div>This video demonstrates how to create a recurring journal entry.</div>

Creating and Using a Recurring Journal Entry

Let me show you how I create a recurring journal entry for our company monthly rent payment. On the home page under the accounting group, I choose the Create Recurring Journal Entry tile. I enter a recurring journal entry code and description. In the Frequency field, I open the list to set how often the posting will occur. If I do not wish to post on a regular basis, I can set up a recurring posting as a template to be used as needed. When choosing this option, the Next Do field disappears. I can also create these recurring postings in advance by setting the frequency status to Not Executed Yet until I need to begin the postings. This status can also be used to turn off a recurring posting. Let's assume it is January, so I'll define the recurrent monthly rent payments for this year. In the frequency field, I choose Monthly. Take a look at the Next Do field. The default value for this field is the current system date. It sets the next posting of the recurring journal entry. When I set the day on which we pay the rent each month, the next due date changes accordingly. I can update it if necessary. The origin recurring journal entry is instance 0. The system will create a new instance every time the execution date arrives. Once you use this created instance and add it to the system, it will be deleted. I can also set a validity date for the posting which specifies the last possible date a recurring journal entry can be made. I set it to December this year. Next, I go to the Contents tab and enter the Accounts and the Amounts of the Recurrent Journal Entry. Then I choose Add End View. Let's assume it is April and the payment rent day arrives. In the Accounting tab on the Recurring Journal Entries tile, I can see an indicator that one entry should be posted. I choose the tile. In the Views menu in the top left corner I see that the Recurring Journal Entries for Posting List view appears, displaying the instances where the next due date is the current system date. This view is displayed by default. I see the Rent Recurring Journal Entry in the list with Instance 4. I select the Instance row to open the detailed view. If the rent amount changes on this specific instance, or if I need to add more details to this specific month journal entry, I can edit the instance. I choose the Post menu at the top right. From the drop-down menu, I can choose whether to post the selected recurring journal entry instance on the current system date, the scheduled recurring date, or on any other date. I choose to post on the current system date and view the Success System message. More views are available in the Views menu. Confirmation List displays all the instances of recurring posting templates that are not posted yet. I can filter the list. I can also select multiple instances and delete them. I select the January until March rent instances. I would like to post them in one go because I did not post them in the previous months. I choose to post on the recurring journal entry scheduled date and view the success system message. The list of recurring journal entries view displays all the recurring journal entry templates for the company. If I have a similar recurring entry I need to define, I can drill down to the detailed view of a recurring journal entry and duplicate it. I go back to the list view. I can change the parameters of a predefined view to create a custom view, save it, and share it like every list view in the system. Lastly, let me show you the journal entries created in the system. On the home page, I choose the Journal Entries tile. In the My Journal Entries list, I see the recurring journal entries I just posted. When manually creating a journal entry, I can choose the recurring journal entry template type and then any recurring journal entry instance. I can edit it and add it to the journal entries file.