Setting Up Recurring Journal Entries
Recurring journal entries automate repetitive bookkeeping tasks. Instead of creating the same journal entry every month, you create a template and AccuArk generates the entries automatically. This requires the FIN_MANAGE_RECURRING permission.
Opening the Recurring Journals List
Navigate to Business > Recurring Journals. This shows a grid of all recurring journal templates with their status, frequency, and next run date.
Creating a New Template
- Click the New button in the toolbar
- The template form opens with the following sections:
Template Details
- Template Name — A descriptive name (for example, “Monthly Depreciation” or “Quarterly Insurance Allocation”)
- Location — The business location for the generated entries (optional)
- Description — Memo text that will be included on each generated journal entry
Schedule
- Frequency — How often to generate the entry:
- Daily
- Weekly
- Bi-Weekly (every two weeks)
- Monthly
- Quarterly
- Annually
- Next Run Date — The date when the next entry should be generated
- Has End Date — Check this if the recurring entry should stop after a certain date
- End Date — When to stop generating entries (only available when Has End Date is checked)
Journal Lines
Add the debit and credit lines exactly as you would for a manual journal entry:
- Select an account from the dropdown
- Enter the debit or credit amount
- Repeat for each line
The totals bar shows Debit Total, Credit Total, and Difference. The Save button is only enabled when the entry balances.
Managing Templates
Viewing All Templates
The templates grid shows:
| Column | Description |
|---|---|
| Template Name | The name you assigned |
| Frequency | How often entries are generated |
| Next Run Date | When the next entry will be created |
| End Date | When the template stops (blank if no end date) |
| Status | Active or Inactive |
| Last Run Date | When the last entry was generated |
| Created By | The user who created the template |
Inactive templates appear in gray.
Editing a Template
Double-click a template or select it and click Edit. You can modify the name, frequency, dates, and line items.
Activating and Deactivating
Select a template and click Toggle Active to switch it between Active and Inactive. Inactive templates will not generate entries even if their next run date has passed.
Tips
- Set the next run date carefully — If you create a template on March 15 with a Monthly frequency and a next run date of April 1, the first entry will be generated on April 1, not March 15
- Use end dates for temporary entries — For example, a 12-month loan amortization should have an end date set 12 months after the start
- Review generated entries — Periodically check the Account Transactions view to verify that recurring entries are being generated correctly