This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package. |
The Recurring Journal Entries feature lets you enter a journal entry once and have the system automatically create an identical journal entry at regular intervals. This feature is ideal for payroll service entries, depreciation and amortization and electronic funds transfer (EFT) payments of notes or leases.
Accessing Recurring Journal Entries
The Recurring Journal Entries templates are created and maintained in the Financial Center. The recurring journal entries are then generated as part of Daily Process at intervals established in the setup. To set up a new recurring journal entry template, do the following:
Open the Financial Center.
Click Actions > New Recurring Journal Entry. The Recurring Journal Entry form opens.
Creating a New Recurring Journal Entry Template
Complete the following fields to set up a recurring journal entry:
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Journal Entry Selection |
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Interval Recurrence |
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Create Recurring Journal Entry |
To create the journal entry detail, click the Create Recurring Journal Entry link. This takes you to the Recurring Journal Entry data entry form. Create Recurring Journal Entry The General Information portion of the journal entry pre-fills as for any other type of journal entry.
The voucher types available on a recurring journal entry are different than those available for a regular journal entry. The Other GL Accounts section is available for all Account Types. The Employee Account Type includes additional voucher sections:
The Other GL Accounts section is available to apply adjustments to general ledger accounts that may not be available through other journal entry sections.
If your agency contracts with a payroll service to process it's employee payroll, generally you use a journal entry to record the data from the payroll service report into AMS360. Use the Administrative Salaries voucher section to enter the total gross salaries by employee category.
The system defaults any general ledger account numbered between 61000 and 62000 into this grid. If you need additional accounts to default for data entry, be sure they fall within this number range.
Draws against future salaries or commissions are generally paid by agency check. Then, they are reported to the payroll service as a deduction against future salaries or commission payments. Use this voucher section to record the entry from the payroll service, reimbursing the agency for the draw amounts. Entries to this section post to general ledger #21139 and are subledgered in the general ledger by commissioned person.
Employee Expenses and Reimbursements Use the Employee Expenses and Reimbursements section to record a payroll service amount involving an expense or reimbursement transaction for an employee. Examples include travel allowances, or life & health insurance co-pay deductions. The general ledger account is #21160. This account is subledgered by employee.
Use this journal entry voucher section to record taxes withheld from the employee's salary, as indicated on the payroll service report. The system defaults any general ledger account numbered between 21210 and 21220 into this grid. If you need additional tax accounts to default for data entry, be sure they fall within this number range.
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To Save or Cancel a new recurring journal entry, click the File menu and make your selection, or click the appropriate icon indicated below:
Menu Option |
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Uses |
Save |
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Saves all entries and the form remains open. |
Save & Close |
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Saves all entries and closes the form. |
Close |
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Cancels the recurring journal entry action, and returns you to your point of origin. |
To review and approve a recurring journal entry after the journal entry is generated by Daily Process, see Reviewing and Posting a Recurring Journal Entry later in this topic.
Modifying a Recurring Journal Entry Template
To modify a recurring journal entry template, do the following:
Open the Financial Center.
Click the Recurring Journal Entry tab.
Click the link in the Date column to open the desired recurring journal entry template.
If you can't find the desired journal entry, you may need to modify your View Options.
Modify the template per the rules described in the table below.
ClickSave & Close to save your changes and exit the form.
Group/Field |
Available Changes |
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Frequency |
You cannot change the Frequency type (monthly to weekly, etc.). If this type of change is required, delete the existing template and then create a new template with the correct frequency. For more information, see Deleting a Recurring Journal Entry section in this topic. You can, however, change settings within a given frequency. For example, if a date has changed and the frequency is still monthly, you can change the day of the month that the recurring item is created. |
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Range of Interval |
Example: If a note is paid off, reduce the number of occurrences or change the End By date to equal the final payment date. |
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View Journal Entry |
Click the View Journal Entry link to view the journal entry details. No changes can be made. When finished viewing, click Cancel to return to the template. |
Deleting a Recurring Journal Entry Template
To delete a recurring journal entry template:
Open the Financial Center.
Click the Recurring Journal Entry tab.
Click the link in the Date column to open the desired recurring journal entry form.
Click the File menu and choose Delete.
Reviewing and Posting a Recurring Journal Entry
Running Daily Process for a date that includes an interval of an existing recurring journal entry template, generates the recurring journal entry. Once the journal entry is generated, you are given the opportunity to review/change the journal entry data prior to posting.
If Post Immediately was checked when the recurring journal entry template was created and saved, Daily Process generates and posts the recurring journal entry to the general ledger immediately, with no review process.
To review recurring journal entries created by Daily Process:
Open the Financial Centerand click theJournal Entriestab.
Recurring journal entries needing review are unposted. If the GL Datecolumn is sorted in descending order (default) then these journal entries sort to the top of the list. You can also identify them by RJE in the Type column.
Click the RJE link to open the entry. Review the data on the journal entry form. At this point, proceed with posting as with any other journal entry. Review the Journal Entries topic for more information.
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