Enter Recurring Journal

Enter Recurring Journal allows you to enter journal entries to use on a regular basis.

Options

1. Select the Journal Code from the drop-down list.
2. Enter a Description.
3. Select Distribute By Percent to change the entry from dollar amounts to percentages.
4. Check the box if the recurring journal is Active.

Note: The Distribute By Percent option allows you to enter debits and credits as a percentage rather than an amount. One line must be 100% (Debit or Credit), and the other lines must total to 100%. When the recurring journal is transferred, the 100% line is referenced for the period you are posting to. The period total for that account serves as the basis and is distributed to the accounts according to the percentages specified in the recurring journal. It transfers the Period Activity (not the YTD account balance) from the 100% detail line to the other detail lines, regardless of whether the 100% detail line has Debit/Credit Period Activity.

Example: Your organization has multiple departments, each with its own office supply expense account. You may want to allocate your total office supply cost to each department as a percentage. To do this, set up an office supply clearing account and charge all office supply expenses to it rather than to each department's expense account. Transfer the recurring journal every month, which reads the clearing account specified with 100% to get the dollar amounts. That clearing account is credited with the total amount of activity for the specified period when transferring the recurring journal, and each department's office supply expense account is debited based on the percentages entered. The amount distributed from the clearing account reflects activity during the selected period when transferring recurring journals, not the clearing account balance. If the period selected has no activity, no amounts are transferred, even if the clearing account has a balance.

In addition to these options, there are three tabs: Details, Attachments, and Notes.

Details Tab

The Details tab is where you enter the journal entry detail. Enter your level information according to your account structure.

Note: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow down your selection. In the Account Search window, you can also specify the Account Type from a drop-down list. Double-click the item you want to select, or click the item and click Select. Click Close to return to the Update page without making a selection.

1. Enter the Account #.
2. Enter a Description for the line.
3. Select a Project if applicable.
4. Enter the Debit or Credit amount (or percentage if distributing by percent).
5. Click the Add New icon to add another detail line. You can also enter a number between 1 and 99 and click the Add New Lines icon to add multiple lines at once (e.g., Add 10 New Lines).

Note: The following reviews Debits and Credits in accordance with double-entry accounting standards. The system applies the correct sign based on the column in which the amount is entered.

Note: Assets or Expenses (normally debit balance accounts): Account Increase = Debit (+). Account Decrease = Credit (-).

Note: Liabilities, Capital, or Income (normally credit balance accounts): Account Increase = Credit (-). Account Decrease = Debit (=).

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

Note Tab

Enter a note in the field provided if you wish.

Save or Cancel Changes

Important: Debits and Credits must balance per fund. If they do not match, you receive an error when attempting to click Update or Apply.

When finished, choose one of the following:

1. Click Apply to save changes to your recurring journal and start creating another.
2. Click Update to save changes to your recurring journal and return to the Recurring Journals page.
3. Click Reset to undo all changes since the last page update.
4. Click Cancel to return to the Recurring Journals page without saving your changes.

Updated June 05, 2026 16:15