Recurring Journals

Recurring Journals are profiles that you set up to auto-create manual journals at regular intervals. Setting up recurring journals helps you save time by automating manual journal creation. Let’s look at a few scenarios where Recurring Journals will be helpful to you.

Let’s say that you have an asset that depreciates in value year-on-year at a regular rate. Instead of creating a journal manually every year, you can create a recurring journal to debit the Depreciation account and credit the Asset account automatically every year.

In another scenario, you could be creating manual journals to record the employee wages every week or every month. Using recurring journals, you can automate this process so that the employee wages are recorded as a journal every week or month. Similarly, you might be creating manual journals to record loan repayments on a monthly basis. You can create a recurring journal and automate it.

Consider another scenario where you create a manual journal every month to round-off the amount in accounts for tax purposes. You can set up a recurring profile to create a manual journal automatically and save it as draft. You can review the debit and credit values and publish the manual journal.

Enable Recurring Journal

Before you start creating a recurring journal, you will need to enable it for your organization. To enable:

Enable Recurring Journals

Also, you can configure if the recurring journals that are created should be saved in Draft state or in Published state. To configure recurring journal preferences:

Configure Recurring Journals Settings

As soon as you enable, a new Recurring Journals tab will be available under the Accountant module on the left sidebar.

Create Recurring Journal

After you enable recurring journals for your organization, you can set up recurring journals. Here’s how:

Insight: If you select the Start Date in the past, remember that recurring journals will not be created for the past periods. They will be created only from the next recurring date.

Create Recurring Journals

You’ll see the Overview page of the recurring journal where the details will be displayed. You can click the Child Journals tab to view all the individual journals that were auto-created.

Overview of Recurring Journals

Import Recurring Journals

You might want to import recurring journals if you were using recurring journals in another system. To import:

Select Import Recurring Journals

Pro Tip: Download the sample file and ensure that the import file is in the same format, to import without any errors. Select the Character Encoding and File Delimiter based on your import file.

Import Recurring Journals - Choose File Import Recurring Journals

The recurring journals will be imported into Zoho Books.

Edit Recurring Journal

You can edit the recurring journal if you want to change the recurring frequency, dates or the accounts. The child journals that were generated previously will remain unaffected. To edit:

Edit Recurring Journals

Delete Recurring Journal

If you want to stop the recurring profile permanently and remove the recurring journal, you can delete it. However, the child journals that were created for the recurring journal will be available under Manual Journals tab. To delete:

Delete Recurring Journals

More Actions

Create Manual Journal from Recurring Journal

You can create a manual journal from the recurring profile. This allows you to clone the details of the recurring profile into the manual journal so that you don’t have to enter the same details again. Here’s how:

Creating Manual Journal from Recurring Journals

The journal will be listed along with the manual journals.

Stop Recurring Journal

You can stop a recurring journal if you don’t want to auto-create journals. You may want to do this because you’ve sold the asset for which you were recording depreciation or for any other reasons. To stop:

Stop Recurring Journals

Once you stop a recurring journal, child journals will not be created any more. You can resume a stopped recurring journal by repeating the steps mentioned above.

Export Recurring Journals

You can export recurring journals easily if you want to keep a copy of the recurring journals or back up recurring journals. To export:

Select Export Recurring Journals Export Recurring Journals

Disable Recurring Journals

You can disable recurring journals for your organization. However, you must ensure that there are no active recurring journals. To disable:

Disable Recurring Journals

Recurring Journals will be disabled for your organization and you won’t find the Recurring Journals tab on the left sidebar.

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