Spotlight: Recurring Entries

March 2018    Tags: Accounts Payable, General Ledger, GL Journal Entries, Invoices

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

Accounts Payable Software (APS)

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

To add a recurring entry in APS

1. From the File menu, point to Open and select Miscellaneous.
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 APS, they can quickly be posted using the Post Recurring Entries program. 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 APS

1. From the Checks menu, point to Check Preparation and select Post Recurring Entries (Monthly).
2. Click OK.

General Ledger Software (GLS)

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

To add a recurring entry in GLS

1. From the File menu, point to Open and select Recurring Entries.
2. Press Ctrl+N.
3. Enter the desired information for the recurring entry.
4. Press Ctrl+S.

Once recurring entries have been added to GLS, they can quickly be posted using the Post Recurring Entries. The Post Recurring Entries program 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 GLS

1. From the Maintenance menu, 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!