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Recurring Transactions

Form ID: (GL203500)

You can use this form to create and maintain scheduled batches. Also, you can view the details of active and completed schedules.

Schedules are used to automatically generate recurring batches, such as loan-related journal entries recording monthly paid interest or principal amounts. A schedule defines how many times and how often specific batches should be repeated. You can assign to a schedule any number of batches that have the Normal type and the Balanced status. Once a batch is assigned to a schedule, its status changes to Scheduled. The system uses the original batches as templates to generate similar batches with transaction dates that are generated based on how you define the schedule. Only batches originating in the General Ledger module can be scheduled.

For user reference, you can attach to a schedule a scanned image (or electronic version) of a related contract or another document that is the basis for the schedule you have created.

For more information on recurring batches, see Processing Recurring Transactions.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes the buttons described below.

Button Description
Run Now Initiates the process of executing the schedule.

Back to TopSummary Area

In the Summary area, you can create a new schedule or select any existing schedule to view its settings, edit it, or delete it.

Element Description
Schedule ID The identifier of the schedule. The system assigns a unique identifier to a new schedule in accordance with the numbering sequence assigned to schedules in the Schedule Numbering Sequence box of the General Ledger Preferences (GL102000) form.
Active A check box that indicates (if selected) that the schedule is active. When the check box is cleared, the schedule cannot be used.
Start Date The start date of the schedule.
Expiration Date The date that indicates (if specified) when the schedule expires.
This box is unavailable if the Never Expires check box is selected.
Never Expires A check box that indicates (if selected) that no expiration date is specified.
Execution Limit (Times) The maximum number of times the schedule can be executed.
This box is not available if the No Limit check box is selected.
No Limit A check box that indicates (if selected) that the schedule can be executed an unlimited number of times.
Description A description of the schedule.
Last Executed A read-only box that displays the date when the batches were last generated, if applicable.
Next Execution A read-only box that displays the date when the schedule should be executed next, based on the schedule settings.
Executed (Times) A read-only box whose value shows how many times the schedule was executed—that is, how many times batches have been generated. A 0 here indicates that the schedule has not been executed yet and no batches have been generated.

Recurrence Section

In this section, you specify the recurrence settings of the schedule.

Element Description
Frequency The frequency of batch generation. One of the following options can be selected:
  • Daily: The batches should be generated daily or every x days. If this option is selected, the Every x day(s) box is shown on the form.
  • Weekly: The batches should be generated once a week or every x weeks. If this option is selected, the check boxes with days of the week are shown on the form.
  • Monthly: The batches should be generated once per month or every x months. If this option is selected, the Recurrence box is shown on the form.
  • By Financial Period: The batches will be generated only once per financial period or every x financial periods. If this option is selected, the Recurrence box is shown on the form.
Every x day(s) An integer that specifies the time interval in days for batch generation, starting on the start date. For example, 1 means every day and 2 means every other day.
This box appears on the form only if Daily is selected in the Frequency box.
Every x week(s) An integer that specifies the time interval in weeks for batch generation. For this frequency type, you enter an integer, and use the following check boxes to select the day or days of the week when the schedule recurs: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday.
This box appears on the form only if Weekly is selected in the Frequency box.
Every x Month(s) An integer that specifies the time interval in months for batch generation. For this frequency type, you should enter an integer and select one of the options in the Recurrence box.
This box appears on the form only if Monthly is selected in the Frequency box.
Every x Period(s) An integer that specifies a time interval for batch generation, measured in financial periods.
This box appears on the form only if By Financial Period is selected in the Frequency box.
Recurrence A particular day of the month or week for batch generation. One of the following options can be selected:
  • Fixed Day of Month: The batches will be generated on the fixed day of a month. If this option is selected, a box for the selection of the day of month is displayed.
  • Fixed Day of Week: The batches will be generated on the fixed day of a week. If you select this option, in the left box, select the ordinal number that indicates the week in the month, and in the right box, select the needed day of the week (for example, 2nd Thursday).
If By Financial Period is selected in the Frequency box, one of the following options can be selected:
  • Start Day of Period: The batches are generated on the start date of the financial period.
  • End Day of Period: The batches are generated on the end date of the financial period.
  • Fixed Day of Period: The batches are generated on a particular day of the financial period when batches should be generated. If you select this option, enter the day in the adjacent box.
    		• If 31 is specified in the adjacent box and a financial period has fewer than 31 days, the batch will be generated on the last day of the period.
This box appears on the form only if Monthly or By Financial Period is selected in the Frequency box.

Back to TopBatch List Tab

The Batch List tab includes the list of batches assigned to the schedule. Each row displays the details of the particular batch. You can use this tab to add batches to the schedule.

The table toolbar has only standard buttons.

Column Description
Batch Number The reference number of the original batch, which is used as a template for scheduled batches.
Ledger The default ledger to which the batch transactions should be posted.
Transaction Date The date of the batch transactions.
Post Period The financial period to which the batch transactions are to be posted.
Control Total The control total of the batch, which should be equal to both the credit and debit amounts of the batch.
Currency The currency used for the batch transactions.

Back to TopGenerated Documents Tab

The Generated Documents tab contains the list of batches that have been generated based on the schedule.

The table toolbar has only standard buttons.

Column Description
Batch Number The reference number of the generated batch.
Ledger The default ledger to which the batch transactions have been posted.
Transaction Date The date of the batch transactions.
Post Period The financial period to which the batch transactions have been posted.
Status The status of the generated batch.
Control Total The control total of the batch, which is equal to both the credit and debit amounts of the batch.
Currency The currency used for the batch transactions.

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