Recurring Journals

Recurring Journals are profiles that automatically create manual journals at regular intervals. They help you save time and reduce manual effort by automating repetitive journal entries.

Let’s look at a few scenarios where recurring journals are useful.

Scenario 1: Asset Depreciation If you have an asset that depreciates annually at a fixed rate, you don’t need to create a manual journal every year. Instead, you can set up a recurring journal to automatically debit the Depreciation account and credit the Asset account at regular intervals.

Scenario 2: Employee Wages or Loan Repayments If you record employee wages weekly or monthly, or loan repayments every month, you can automate these entries using recurring journals. Zoho ERP will create the journal entries automatically based on the frequency you define.

Scenario 3: Monthly Rounding-Off for Tax Purposes If you create manual journals every month to round off amounts for tax purposes, you can set up a recurring journal to auto-create these entries and save them as drafts. You can review and publish them after verification.

Enable Recurring Journals

Before creating recurring journals, you must enable the feature for your organisation.

To enable Recurring Journals:

Log in to your Zoho ERP organisation.
Go to Settings from the top-right corner.
Scroll to Organisation Settings.
Under Setup & Configuration, select Module Preferences.
Sroll down to the Accounting section, check the Recurring Journals option.
Click Save.

Once enabled, Recurring Journals will be added under the Accountant module in the left sidebar.

Configure Recurring Journal Preferences

You can choose whether recurring journals should be created as Draft or Published by default.

To configure preferences:

Log in to your Zoho ERP organisation.
Go to Settings from the top-right corner.
Scroll to Module Settings.
Under General, select Accounting.
Choose the required option under the Recurring Journals section.
Save your changes.

This configuration determines the status of journals created automatically.

Create a Recurring Journal

After enabling the feature, you can start creating recurring journals.

To create a recurring journal:

Log in to your Zoho ERP organisation.
Go to the Accounting module in the left sidebar.
Switch to Manual Journals tab in the modular bar.
Select Recurring Journals from the drop-down.
Click + New in the top-right corner.
Enter a Profile Name.
Select the frequency from the Repeat Every dropdown.
To set a custom frequency, select Custom and configure it.
Choose the Start Date and End Date.

Insight: If the start date is in the past, Zoho ERP will not create journals for past periods. Journals will be created only from the next scheduled date.

Enter notes for the recurring profile.
Select the accounts and enter debit and credit amounts. Ensure both values are equal.
If required, click the More icon and apply reporting tags.
Click Save.

After saving, you’ll be redirected to the Overview page, where you can view the profile details and access the Child Journals tab to see all auto-created journals.

Import Recurring Journals

If you’ve used recurring journals in another system, you can import them into Zoho ERP.

To import recurring journals:

Log in to your Zoho ERP organisation.
Go to the Accounting module in the left sidebar.
Switch to Manual Journals tab in the modular bar.
Select Recurring Journals from the drop-down.
Click the Gear icon in the top-right corner.
Select Import Recurring Journals.
Click Choose File and upload a CSV, TSV, or XLS file.

Pro Tip: Download the sample file and ensure your import file matches the same format. Choose the correct Character Encoding and File Delimiter to avoid errors.

Click Next.
Map the fields in Zoho ERP with the columns in the import file.
Click Next, review the preview, and click Import.

Once completed, the recurring journals will be added to Zoho ERP.

Edit a Recurring Journal

You can modify the frequency, dates, or accounts in a recurring journal profile.

To edit a recurring journal:

Log in to your Zoho ERP organisation.
Go to the Accounting module in the left sidebar.
Switch to Manual Journals tab in the modular bar.
Select Recurring Journals from the drop-down.
Select the recurring journal you want to edit.
Click the Edit icon in the top-right corner.
Make the necessary changes and click Save.

Note: Previously created child journals will remain unchanged.

Delete a Recurring Journal

If you want to permanently stop a recurring profile, you can delete it.

To delete a recurring journal:

Log in to your Zoho ERP organisation.
Go to the Accounting module in the left sidebar.
Switch to Manual Journals tab in the modular bar.
Select Recurring Journals from the drop-down.
Select the recurring journal you want to delete.
Click the More dropdown and choose Delete.

Deleted profiles will no longer create journals, but existing child journals will remain under Manual Journals.