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How To Guide
SAP Business One 2007A SP1
How to Create Recurring Postings in SAP B1 Overall Business Processes
ACCOUNTING
Related Business Process
Responsible Department
ACCOUNTING
Involved Departments
ACCOUNTING
Last Updated
02/09/2010
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Page 1 of 9
How To Guide
SAP Business One 2007A SP1
CONTENTS
Recurring Postings and Posting Templates........................................................................................ 3
Introduction .................................................................................................................................... 3
Procedure ........................................................................................................................................... 3
Step 1: Setting up Templates for Recurring Postings .................................................................... 3
Step 2: Executing Instances of Recurring Postings ....................................................................... 6
Step 3: Removing Recurring Postings ........................................................................................... 7
Step 4: Recurring Posting Window................................................................................................ 8
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Page 2 of 9
How To Guide
SAP Business One 2007A SP1
Recurring Postings and Posting Templates
Introduction
Every business has transactions that recur monthly or weekly. Although the transactions recur on
predefined dates, and usually comprise of the same objects, the transaction amounts are not
necessarily the same each time, nor do the percentages have to be fixed.
Procedure
Step 1: Setting up Templates for Recurring Postings
Use this procedure to create a template for recurring postings and set its frequency and
expiration date.
1. From the SAP Business One Main Menu, select FinancialsRecurring Postings. The
Recurring Postings window appears.
2. In the window header, specify a unique code, an expressive description, and other relevant
details.
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Page 3 of 9
How To Guide
SAP Business One 2007A SP1
3. In the table area, build the transaction. Enter the accounts and/or Business Partners (Use
CRTL+TAB for BPs) and expected amounts, and ensure that the transaction is balanced.
«You can change the amounts of each instance of the transaction before you confirm it»
4. In the footer, set the frequency according to which you want the system to create instances
for the transaction. The default frequency is Monthly.
5. To set a date after which the system should stop ceating instances of the transaction, use the
Valid Until option.
Result
SAP Business One creates the recurring posting template. The instances are created according to
the frequency you set, and are stored in the Confirmation for Recurring Posting window until you
execute or remove them.
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Page 4 of 9
How To Guide
SAP Business One 2007A SP1
Display Recurring Postings on Execution
Displays at logon:
•
All recurring postings for processing on today’s date. You can then process the postings
directly from this window.
•
An appropriate message, if there are no postings for processing today
This setting is updated per user.
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Page 5 of 9
How To Guide
SAP Business One 2007A SP1
Step 2: Executing Instances of Recurring Postings
Use this procedure to add instances of recurring posting templates and turn them into journal
entries.
1. From the Main Menu, select Financials Recurring Postings Confirmation List.
The Confirmation of Recurring Postings window appears, in which each row represents
one instance of a recurring posting template.
2. Deselect the rows you do not want to execute. All are selected by default.
•
•
You can display each instance and make required changes, such as updating amounts or
dates.
Every change you make in a specific instance is valid only for that instance and does not
affect other instances of the same template.
3. Select Execute.
A message appears, asking whether you want to save the posting to the permanent file.
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Page 6 of 9
How To Guide
SAP Business One 2007A SP1
4. To complete the action and create journal entries, select Add.
Result
The selected instances become journal entries and no longer appear in the Confirmation of
Recurring Postings window.
Step 3: Removing Recurring Postings
1. From the SAP Business One Main Menu, select Financials Recurring
PostingsConfirmation List.
The Confirmation of Recurring Postings window appears.
2. Deselect instances you do not want to remove.
3. Select Remove.
A confirmation message appears.
4. Select Remove.
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Page 7 of 9
How To Guide
SAP Business One 2007A SP1
Step 4: Recurring Posting Window
This window lets you define and display a recurring posting template according to your defined
criteria. To open the window, select Financials Recurring Postings.
Code
Enter a unique code of up to 8 characters for the recurring posting template.
We recommend that you choose a meaningful code, one that will be understandable to users when
they need to choose a recurring posting template in a journal entry.
Instance
Indicates the instance of the transaction. By default you can leaf only between instances 0.
However, if you search using an asterisk (*), you can see all the instances and you can display a
specific instance.
Description
Enter a short description of the recurring posting.
Ref. 1, Ref. 2
Use these fields to predefine the transaction details, or to specify them just before adding the
transaction on the defined date.
Trans. Code
From the drop-down list, choose either the required code or Define New to open the Transaction
Codes - Setup window.
The chosen code automatically appears in the Tran. Code field of the Journal Entry window.
Remarks
After you choose a code, its description is copied automatically to this field, and it then appears in
the Remarks field in the Journal Entry window.
Regardless of the chosen code, you can still manually enter the details you prefer.
G/L Acc./BP Code, G/L Account/BP Name
Enter the account code or business partner code to be associated to a journal entry created with this
template. The account name or business partner name appears automatically in the G/L
Account/BP Name field.
Debit, Credit
Fill in the required amounts. Remember that – as for a regular journal entry – the debit and credit
must be balanced; otherwise, you will not be able to add the recurring posting template.
Tax Group
Specify the tax group to which the line refers.
The drop-down list displays all the tax groups to which the account is linked. Selecting one
automatically inserts the account in the line.
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Page 8 of 9
How To Guide
SAP Business One 2007A SP1
Distr. Rule
Specify the distribution rule for each row in the template. When a journal entry based on this
Recurring Posting template is created, the relevant amounts are posted to the respective profit
centers.
If a distribution rule was defined for the accounts that appear in the Recurring Posting template,
the amounts recorded in the journal entries resulting from this Recurring Posting template, are
posted to the distribution rule(s) defined in the chart of accounts.
Control Account
Displays the default control accounts defined for each business partner and/or G/L accounts
included in the template. You can change the control account in the business partner rows, if
required.
Total
Indicates the sum of the amounts that were already entered in the Credit column and in the Debit
column of the recurring posting template.
To Balance
Indicates the amount you need to enter in the Debit / Credit column in order to balance this
recurring posting template.
Frequency
Choose the required frequency for making the recurring posting.
If you choose Daily, Weekly or Monthly, use the drop-down list for the field to the right to specify
a value, that is, the exact number of days, the day of the week, or the day of the month the
recurring posting should be made.
Choosing any other option disables the field to the right.
Choose Template to create a posting template that is not subject to any execution dates or
frequency. As such, it will not appear in the list of transactions for execution.
Next Execution
Enter the required date for the next execution of the recurring posting. This is the base date from
which SAP Business One calculates the value defined in the Frequency field. The default value for
this field is the current system date.
If you chose Template for the Frequency field, this field is not shown.
Valid Until
Select this option to define an expiration date for the validity of the recurring posting template.
After the defined date, no further instances of this template will be created or appear in the list of
transactions for execution.
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Page 9 of 9