Recurring Entries

Modified on Thu, 17 Jul at 3:29 PM

Recurring Entries allow the user to set up a template to process regular transactions. They are accessed from the Main menu> Entries>Recurring.

This will open the Recurring Entries listing screen where you can see the templates which have already been set up.

You can add extra fields to the listing screen by clicking on the icon at the top left of the screen: Then select Choose columns and tick any extra columns you want shown. This will allow such fields as the Include Dates to show on the listing screen.

New Template

Click on Add to create a new template. The Add button has a drop-down menu so you can select which type of transaction you need:

The template is the same as the normal entry screen for each type of transaction except for the extra header for the Recurring details:

Frequency - select the frequency that the transaction will be processed. Use the magnifying glass to show the list to choose from which includes the following options:
Include Dates - will include the dates that apply to the transaction in the Description field. When the Include Dates has been set to On, 2 new fields will be shown on the item line so that you can enter the Period Start and Period End dates:You must enter the Start date otherwise no dates will be displayed in the description. If you do not enter the End date then it will be calculated from the Start date and the Frequency.
Process Date - This is the date that the recurring entry is expected to be processed. It does not have to be the same as the Invoice date or the Start date.
End Date - if the transaction has an End date e.g. a hire purchase agreement then this can be entered here. If no End Date is entered the template can be processed indefinitely. If an End Date is entered, once it has been reached the template will be made inactive and will no longer show on the listing screen unless you change the Status to include Inactive as well:

New Template from a transaction

If you have already created a transaction in the usual way but then decide you would like to set it up as Recurring, you can highlight it in the Daybook, click on the three dots icon at the top right of the screen, and select Create Recurring. This will open a new template but it will be populated with the information from the transaction. The date will default to one month after the date on the transaction being copied from, but this and any of the other information can be edited.

Process

Once your template has been set up you will need to Process it to produce the transaction. You can select all the Recurring Entries that you wish to process, click on Process then enter the date they should be processed up to:

If you do not select any Recurring Entries, the system will process all active entries up to the latest date entered:

Once the templates have been processed you will see that the Process date on the listing screen has moved on the next date that each one should be processed.

Created In

On the daybook screens, the transactions which have been created from Recurring Entries will have

Recurring Entry in the Created In column.

This column can be added on the daybook screens using the field chooser:

Then select Choose columns and tick Created In.