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How to create Recurring Duplicate Journal entries

Modified on Wed, 23 Nov 2022 at 12:29 PM

In this article, you will learn how to:

Create a new Master Template for a Recurring Duplicate

Make changes to the recurrence

Create a new Master Template for a Recurring Duplicate

A recurring duplicate allows you to make identical copies of a journal and post these on a defined frequency, for example, every month for the next 12 months.

In the top left-hand corner, select Actions and New document. This will open a blank template.

First, choose the Company Code.

Then select the Duplicate template you need. We will use the SAP Recurring master (Duplicate) for this example.

Complete the mandatory data in the Header area. Mandatory fields are denoted with an asterisk *.

In the Recurrence Schedule section, fill out the following data:

  • Recurrence Start Date: Select the first accounting date for the series.
  • Frequency: Select how frequently the journals are created:
    • Monthly - the journals will be posted monthly starting on the recurrence start date selected.
    • Quarterly - the journals will be posted quarterly starting on the recurrence start date selected.
    • Annually - the journals will be posted yearly starting on the recurrence start date selected.
Tip: If you set the 31st (last) day of the month as the posting date Aico will automatically adjust this for subsequent months with fewer days.
  • Number of Recurrences: Specify the number of recurrences.
  • Accumulate Value: Instead of posting the same amount each month, if you tick this button, the value will accumulate. If the first journal was for the value of 10 000 €, the second would be for 20 000 € and so on.

  • Reversal Date: Set a reversal date to create a recurring series of accruals.  Aico will use this date to create the pattern for the reversal date on each individual journal.
  • Reverse All: If the reverse all is set then ALL journals will be given the same reversal date that Aico will validate is later than the posting date of the last journal in the series.

Set the required row data which will be copied into each of the recurring journals in the series.

You can see in this example, we have postings for two lines, with a credit of 10 000 € from one account and then a debit of 10 000 € to another. It will begin on our chosen date and continue based on the selected frequency etc. 

Click Save. You cannot create the duplicate journals until you have specifically pressed Save on the master template. This is because Aico validates all the data in the master template, so the individual journals can also be considered validated as they are exact replicas of the original master template. 

Once the master template is completed, click Create Journals which will then create the series of recurring journals. These will appear in the right-hand Linked Documents panel.

1. The Posting Date is the same day each month.

2. The Document amount is identical.

3. None have been posted yet, and so are in the Created phase of the Workflow Status.

You can click on the Aico Document ID in blue to see each individual journal.

From the master template next click Transfer and Submit or Transfer and Complete depending on your company's workflow set up. This will then send the series of recurring journals forward in the workflow.

If you click on any of the unposted journals, you will see a yellow bar across the top of the journal with the message "Transfer has been requested on [date]"

Make changes to the recurrence

If you have made an error or need to change something and recreate the journals, make the changes required to the master template, then press the Create Journals button again. 

This will delete all unposted journals and recreate them as per your new specifications.

If any journals from the series have been posted, you cannot delete the posted documents or the master document.

Tip: If the master template and associated journals are already in the Completed Status, you will need to return the master to the Creator. This will cancel the transfer on all unposted journals and allow you to edit the master and re-create new journals.

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