There may be certain situations where you may want to set up recurring General Ledger entries. Some of these cases include periodic depreciation charges or loan repayments.

If this scenario applies to you, then this blog post will show how to set up and create a GL recurring entry.

To setup a recurring GL entry:

1. Go to G/L Setup
2. Double click on Recurring Entries
   
   
   
   
3. Enter a new Recurring Entry Code: The code can be up to 16 characters long and should be unique to what you are creating. For example: AMORT = semi-annual amortization
4. Select the appropriate options for the code
   
   
   
   
5. Save the recurring entry

When a recurring entry becomes due, Sage 300 ERP will remind you to create batches of recurring entries. To do so, follow these steps:

1. Open General Ledger > G/L Periodic Processing > Create Recurring Entries Batch
   
   
   
   
2. Select the appropriate options
   
   

1. In the Method Field, specify how to create the batch:
   
   
   

                                                               i.      Default: The batch will be appended to an open batch if both batches have the same run date. Otherwise, a new batch is created.

                                                              ii.      Create a new batch: a new batch is created

                                                             iii.      Add to an existing batch: if you select this, use the adjacent field that appears to specify an existing open batch to which to add this batch. (The run date for the existing batch                                                                         can be different than the batch you are creating.)

1. Click Process to create the recurring batch entry

Please note that batches of recurring entries created in the G/L Recurring Entry setup screen is not available for Intercompany Transactions companies.

If you want to see a report of your recurring G/L entries, then you will want to print the G/L Recurring Entries Report.

To print the Recurring Entries report:

1. Open General Ledger > G/L Reports > Recurring Entries.

2. In the “From Recurring Entry Code” and “To Recurring Entry Code fields”, specify the range of recurring entry setup codes to include on the report.

3. If you want to print the schedule associated with each recurring charge, select Include Schedules.

4. If you want to include optional field information with each recurring entry detail that uses them, select Include Trans. Optional Fields.

5. Click Print.

Information printed on the report include:

• Recurring entries by code
• Which account(s) codes pertain to
• Type and frequency of schedule
• Optional fields entered with transaction details, if you choose to include them

Now there are some issues that you may encounter while setting up a Recurring Entries Batch.

One such issue is when running the Recurring batch option in GL periodic processing, the following message appears:

"Recurring Entries No journal entries were generated"

The reason why you will see this error is that the system will only let you generate a recurring batch once. If a batch has been generated and deleted for some reason, you will not be able to generate the recurring batch for the same data again.

Also, if you are generating for multiple months and one of those periods is locked in the fiscal calendar, it will generate the entries for the periods that are not locked only. You cannot generate those months that are locked even if you unlock those periods and try generating again. In both of these two scenarios, you will need to create the entries manually or import the entries if you have a copy or create a new recurring charge code. 

So if you are encountering the "Recurring Entries No journal entries were generated" error, these are the steps to take to resolve it:

1. Go to GL set up
2. Select recurring entries
3. View the Schedule Code.
4. Go to Common services in Sage 300 ERP
5. Select Scheduling
6. Select Schedules
7. Look up the code (ex. MONTHLY)
8. Under Frequency look at the day and change it to current Day

1. Save the changes
2. Go back to GL periodic processing > Create Recurring Entries and process recurring entries.

Another reason for this error message is the day saved in schedule is not the same day of the recurring batch being processed.

It is important to remember that once you’ve generate a recurring entry, you will NOT be able to re-generate it if it has already been generated.

Do you use recurring GL entries? If so, let us know in the comments especially if you have any tips and tricks to using this.

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