Set up a recurring journal

A recurring journal is a journal template plus a schedule. On each date the schedule gives, WbizManager creates a new journal from the template, dated on that day. Use it for entries that repeat on a fixed pattern, such as monthly rent accruals, depreciation adjustments or loan interest.

The schedule follows a schedule policy, which says how often it runs. WbizManager comes with policies such as Daily, Weekly on Monday, Monthly on the 1st, Monthly on the last day, Quarterly on the 1st and Yearly on 1 January. An administrator can add others under Settings › Schedule Policies (see Set up schedule policies).

Steps

1. Open Accounts › Recurring Journals

   In the menu on the left, select Accounts, then Recurring Journals. You see each schedule with its Name, Journal name, Policy, Next date, Each occurrence, Last run, Status, Amount and Owner. Select New recurring journal.

   The journal form opens with the title New recurring journal and the schedule settings at the top.

   

   1. Recurring Journals in the Accounts menu.
   2. New recurring journal.
   3. Status: Active, Paused, Completed or Cancelled.
2. Set the schedule

   

   1. Schedule name: a name you'll recognise in the list. Required.
   2. Schedule policy: how often it runs. New policy and Manage policies open the policy list.
   3. Start date: the first day the schedule can run. Required.
   4. Each occurrence: Creates a draft journal or Creates and posts the journal.
   5. End date (optional) and Stop after (occurrences, optional). Leave both empty for a schedule that runs until you stop it.
   6. Next dates: the next five dates it will run. Each journal is dated on its occurrence date.
   7. The journal itself, as on a normal journal.

   Choose Creates a draft journal if someone should check each journal before it posts. You'll get a notice each time.

3. Fill in the journal template

   Below the schedule, fill in Ref Number, Name, the lines and the dimensions, as in post a journal entry. There is no journal date: each journal gets the date of its occurrence.

   You're editing a template, not a journal. Attachments aren't copied onto the journals it creates.

4. Create the schedule

   Select Create schedule. The schedule is Active and runs on its next date. You become its owner, so notices about drafts and failures come to you.

Make an existing journal recurring

Open a saved journal from Accounts › Journal (⋮, then View) and select Make recurring. Fill in Schedule name, Schedule policy, Start date and Each occurrence, then select Create schedule. Dimensions and attachments aren't copied. Open the schedule and select Edit to add them.

Manage a schedule

Open a schedule from the list to see its details, upcoming dates and the history of every occurrence. Depending on its status and your role:

• Run now creates the next journal straight away. It won't be created again on that date.
• Pause stops it running. Resume starts it again; you choose whether to skip or create the missed occurrences.
• Cancel schedule stops it for good. Journals already created aren't changed.
• Edit changes the schedule or the template. Select Save schedule.
• Delete is only for a schedule that has never run.
• Retry on a failed occurrence runs it again.

If something goes wrong

Message	What to do
Enter a name for the schedule.	Fill in Schedule name.
Select a schedule policy.	Choose a policy.
Select a start date.	Pick a Start date.
The end date must be on or after the start date.	Move the End date later, or clear it.
The number of occurrences must be a whole number of 1 or more.	Enter a whole number in Stop after, or clear it.
The journal needs at least two lines. / The journal's debits and credits must balance and be greater than 0.	Fix the lines of the template.
The dates could not be worked out.	Check the policy and the dates you entered.