Recurring posting

Owned by Peter Schöll
Last updated: Okt. 15, 2024
4 min read

Create posting schedules to group recurring posting transactions logically.
Within a posting schedule, you can enter postings that are also executed automatically (server-based) at the specified frequency. This is particularly suitable for contract-based continuing obligations such as rents and leases as well as the reversal of ARAP and PRAP.

Examples of recurring entries

Why recurring entries, since there are also bank statement rules and automatic posting? Quite simply, some business transactions, e.g. split postings, cannot be mapped as well with rules. In addition, recurring postings always reflect the current accounting status, which is particularly advantageous for balance sheet preparers.

In addition, you are reminded of outstanding payments via the open items list, especially with credit-side recurring postings.

Example: Annual insurance premiums

If you pay insurance annually, it makes sense to spread the premiums over the 12 months of the year for reporting during the year. Let's assume you have an insurance invoice in the amount of €1,200 for the period 2015/03 to 2016/02.

You first enter the invoice in the document worklist or in the invoice receipt book:

1.200,- € per ARAP to vendor 1.200,- €. You then create a recurring entry as follows:

100,- € per insurance expense to ARAP from 03/2015, 12 postings

Add the document to the recurring entry; it will then be attached to every entry created.

Example: Energy payments on account

The expense is posted as a credit in the recurring entry:

per expense to utility company, monthly on the first of the month

The customer number of the utility company from the budget billing notice is entered as the external document number in the recurring entry form.

The amount collected is later automatically assigned to the resulting open item using a bank posting rule and the amount is then cleared.

Example: Leasing contracts

Here you often have two tax cases (leasing expenses with input tax and insurance expenses without input tax) in one posting. This cannot yet be mapped directly using the bank posting rules.

This is not a problem in recurring entries.

Create recurring entry plan

Select Accounting > Posting > Recurring entries to open the Recurring entry plans form.

Settings for recurring entries

Select Add and give the posting plan a name.
It makes sense to differentiate the plans by content and possibly by expiration date.
Example: Rents, leasing contracts until 2025, ARAP until 2025, ARAP until 2026 etc.

  • Automated recurring postings are executed without further queries when due. This setting is recommended as it reflects the purpose of recurring entries.

  • Manual recurring entries must be triggered by the accountant.

If you want to use the plan, activate it.

Save your entries and return to the Recurring entry plans form.

Create recurring entry

Select the new posting plan and choose Edit and Add on the following screen.

Complete the booking mask. You have the option of selecting booking data from booking templates and you can enter a booking interval with a start and end date. Then save your entries.

Please also note the option to add a voucher file, which is attached to each new booking created from the plan.

Please note that the corresponding posting period must be open at the time of the automatic posting. Otherwise the posting will not be carried out. It can be made manually, but this is not done automatically.

Suspend recurring booking

If you want to suspend a recurring booking that you assume you will need again later, you can simply deactivate it by removing the tick from the Recurring booking activated checkbox.