Setting up recurring journal entries
About recurring journal entries
- From the Company menu, click Recurring > Journal Entries.
- Click the New button.
- Indicate when you want to create the journal entry:
| To create the journal entry | Do this |
|---|---|
|
Every month |
In the Day of Month field, type the day of the month (as a number of 1 through 31) when you want to create the journal entry. To create the journal entry on the last day of every month, type 31. Ajera then creates it on the last day of every month even if the month has only 28, 29, or 30 days. |
|
For a time period other than monthly |
Set up a separate journal entry (following the instructions in this topic from beginning to end) for each time period when you want to create the journal entry. In the Accounting Date field, enter the date when you want to create the journal entry. For example, you want a journal entry to recur quarterly. You set up a separate journal entry for each quarter. For the first journal entry, in this field, you enter 01/01/2009. For the second journal entry, you enter 04/01/2009, and so on for each quarter. |
|
One time only |
In the Accounting Date field, type the date when you want to create the journal entry. |
Ajera also uses the Day of Month or Accounting Date you enter to determine the period when the journal entry appears on financial reports.
- Multi-company only. Select the company that the journal entries are for.
- You can enter a reference number so that the transactions in the journal entry can be grouped and tracked for auditing and reporting purposes.
Type a reference number, as needed. This number appears on every occurrence of the recurring journal entry.
- To add a unique identifier to the end of each reference number, do the following:
- Select the Increment check box to append the reference number with a 4-digit number and increment that number by 1 each time you create a successive journal entry.
- If you leave the Last Increment field as 0000, Ajera automatically appends 0001 to the first journal entry, 0002 to the second journal entry, and so on. If you want to increment a number other than 0000, type it in the Last Increment field. For example, the reference number is 9000 and you want to assign reference numbers of 9000-4001, 9000-4002, 9000-4003, and so on, so you type 4000 in the Last Increment field.
- Type a brief description of the journal entry.
- To schedule a date to start or stop producing the journal entry, enter a beginning date in the Effective From field and an ending date in the Effective Through field, as needed.
- A journal entry in Ajera
automatically reflects both an accrual and cash accounting basis
.
If you want to specify an accrual only or cash only accounting basis,
in the Basis field, click the accounting basis you want. The accounting
basis applies to the entire set of transactions that make up the journal
entry.
- Leave the Last Created field blank.
- In the table part of the window, you complete one row for each credit or debit transaction.
Begin entering a transaction by entering
the account. Either type it, or click
the 
button.
- unavailable in ajeraCore unless you have the Departments add-on - If you enter an allocated account, a message appears asking if you want to use the allocations (which you previously set up for the account in Company > Financials > Chart of Accounts > Allocations tab). Do one of the following:
| To | Do this |
|---|---|
|
Use the account allocations |
Click Yes. Ajera makes the Department field unavailable and selects the Allocated check box to indicate you are using account allocation. |
|
Not use the account allocations |
Click No. Either enter the department or change it, as needed. |
- If you do not enter an allocated account but are using departments, enter the department.
- Depending on the normal balance of the account, you can enter either a credit or a debit for a transaction. Type the amount for the transaction in the credit or debit field, as applicable.
| Note: | You cannot enter a negative value for a transaction; however, if necessary, you can enter a credit to an account that normally contains a debit, or a debit to an account that normally contains a credit. |
The credit or debit amount that currently causes the journal entry to be out of balance appears at the bottom of the table. When you finish entering all your transactions, In Balance appears to indicate that your entry is in balance.
- Type any notes about the transaction in the Notes column. Ajera displays these notes on the GL Entry inquiry.
- Enter additional transactions in the same way, repeating Steps 9-11 of these instructions.
- To enter notes for the entire journal entry, click the Notes tab near the top of the window.
- Click Save. The recurring journal entry is now available when you are ready to create recurring journal entries for the month (or other time period you select).
- Set up additional recurring journal entries in the same way by repeating these instructions.
See also
