Spotlight: Recurring Entries in Accounts Payable and General Ledger

May 2023    Tags: Accounts Payable, General Ledger, GL Journal Entries, Invoices

Do you have multiple AP checks and/or GL journal entries that need to be entered each month? Use recurring entries instead of manually entering them every time!

Accounts Payable Software (AP)

Recurring entries can be set up in AP and then added (posted) to the invoice file in a monthly batch. Rent, leases, parking, and mortgage payments are examples of recurring entries.

To add a recurring entry in AP

1. In the Quick Launch, search for and select “Recurring Entry.”
2. From the Recurring Entry tab, press Ctrl+N.
3. Enter the desired information for the recurring entry.
4. Press Ctrl+S.

Once recurring entries have been added to AP, they can quickly be posted using Post Recurring Entries. All recurring entries are posted to the invoice file unless the recurring entry is on “hold”. The word “AUTO” (automatic) is posted to the Voucher field for each invoice created from a recurring entry.

To post recurring entries in AP

1. In the Quick Launch, search for and select “Post Recurring Entries.”
2. Click OK.

General Ledger Software (GL)

Recurring entries can be set up in GL and then added (posted) to the journal file in a monthly batch. Examples of recurring entries include depreciation, amortization, notes payable, fixed investment income, rent, monthly lease payments, etc.

To add a recurring entry in GL

1. In the Quick Launch, search for and select “Recurring Entry.”
2. Press Ctrl+N.
3. Enter the desired information for the recurring entry.
4. Press Ctrl+S.

Once recurring entries have been added to GL, they can quickly be posted using Post Recurring Entries. Post Recurring Entries adds a batch of journal entries to the journal entry data file based on the information in the recurring entry file.

To post recurring entries in GL

1. In the Quick Launch, search for and select “Post Recurring Entries.”
2. Optionally remove the check from any items you do not want to post this month.
3. Click OK.

Save time by posting all of your recurring entries at once instead of reentering the same information every month!