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.

Note:

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.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


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

Summary 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.
Schedule Type	A section with option buttons that represent the frequency of batch generation; the option button you select determines the name and contents of the section to the right of this one. The following option buttons are available: Daily: The batches should be generated daily or every x days. If this option button is selected, the Daily section is shown on the form. Weekly: The batches should be generated once a week or every x weeks. If this option button is selected, the Weekly section is shown on the form. Monthly: The batches should be generated once per month or every x months. If this option button is selected, the Weekly section 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 button is selected, the By Financial Period section is shown on the form.

Table 1. Daily Section This section appears only if the Daily option button is selected in Schedule Type section.
Element	Description
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.

Table 2. Weekly Section This section appears only if the Weekly option button is selected in Schedule Type section.
Element	Description
Every x Week(s)	An integer that specifies the time interval in weeks for batch generation. For this frequency type, 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.

Table 3. Monthly Section This section appears only if the Monthly option button is selected in Schedule Type section.
Element	Description
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 option buttons below this box.
On Day	An option button that you select to specify a particular day of the month for batch generation.
On the Nth Day of the Week	An option button that you select to specify a particular week in the month and day of the week. If you select this option button, 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).

Table 4. By Financial Period Section This section appears only if the By Financial Period option button is selected in Schedule Type section.
Element	Description
Every x Period(s)	An integer that specifies a time interval for batch generation, measured in financial periods.
Start of Financial Period	An option button that sets the start date of the financial period as the day when batches should be generated.
End of Financial Period	An option button that sets the end date of financial period as the day when batches should be generated.
Fixed Day of the Period	An option button that defines a particular day of the financial period when batches should be generated; if you select this option button, enter the day in the adjacent box.

Batch 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 includes only standard buttons. For the list of standard buttons, see Table Toolbar.


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.

Generated Documents Tab

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

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


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.