How do you setup a recurring job journal?
Let’s have a look at recurring job journals, and how to set those up. Remember that recurring job journals are still job journals, which is not the same as a job G/L journal, the difference is that when you post a recurring job journal, there will not be created any general ledger entries, for that you would need a job G/L Journal.
This is what happens in the video
Recurring job journals in Business Central let you post the same job usage entries again and again without re-entering them each period. This is useful when employees register time on jobs every week or month and you need to invoice that work.
A recurring job journal is still a job journal. When you post it, no general ledger entries are created. If you need general ledger entries, you have to use a job G/L journal instead.
You enable a recurring job journal by setting the Recurring checkmark on the job journal template. The template setup is inherited by the job journal batches below it.
A common setup is one recurring batch per employee, so each person who registers time has their own journal.
On each batch you define the recurring method (Fixed or Variable) and the recurring frequency, which is typically one month but can be one week or any interval that fits your company.
Recurring job journals are not job G/L journals
Before you set anything up, it helps to be clear on what a recurring job journal actually does. A recurring job journal is still a job journal. It is not the same as a job G/L journal.
The difference matters when you post. When you post a recurring job journal, no general ledger entries are created. If you need general ledger entries, you have to use a job G/L journal for that.
Setting up the job journal template for recurring journals
Start in the job journal templates. In most setups you will already find a template for recurring journals. The setup you define on the template is inherited by the job journal batches underneath it.
What separates a recurring journal template from a standard job journal template is a single checkmark that marks it as recurring. If you want a recurring journal, this checkmark has to be set.
If there is no template with the recurring checkmark and you need a recurring job journal, create a new line in the template list and make sure to set the checkmark.
The rest of the template is standard journal setup: number series, source code, and reason codes. There is also an option to increment the batch name, which you can leave alone if you do not need it.
Working with recurring job journal batches
From the template you navigate to the batches. Each batch shows whether it is recurring at the top. A typical example is a recurring job journal set up for two employees, with one batch per employee.
This is what most people do when they have employees registering their time and that time needs to be invoiced from the job. One batch per person keeps the registration clean and easy to manage.
The batches inherit their settings from the template. The posting number series is the same as on the template, but as with other journals you can define a different number series for a specific batch if you want to.
You can create new batches at any time. If your batch list is blank, you have to create one before you can work. Otherwise you can open an existing batch and start entering lines.
Defining the recurring method and frequency
On the batch you define the recurring method, which is either Fixed or Variable. You then set the frequency. For recurring job journals this is often one month, but it can be one week or any interval that suits your company.
Once the method and frequency are in place, you are ready to enter the usage lines.
Q&A
What is the difference between a recurring job journal and a job G/L journal?
A recurring job journal is a job journal that you can post repeatedly without re-entering the lines, but posting it does not create general ledger entries. A job G/L journal is what you use when you need general ledger entries to be created.
How do I make a job journal recurring?
Go to the job journal templates and set the Recurring checkmark on the template. This is the single setting that marks the journal as recurring. If no such template exists, create a new template line and set the checkmark.
Are general ledger entries created when I post a recurring job journal?
No. Posting a recurring job journal does not create any general ledger entries. Use a job G/L journal if you need those entries.
How should I structure recurring job journal batches for employee time registration?
The common approach is to use one batch per employee. Each employee who registers time on jobs gets their own recurring batch, which keeps the time registration and later invoicing organised.
What recurring methods and frequencies can I use?
You define the recurring method as either Fixed or Variable on the batch. For the frequency, recurring job journals are often set to one month, but you can use one week or any interval that fits your company.
Can I use a different number series for a specific batch?
Yes. Batches inherit the posting number series from the template, but you can override it and define a different number series for a specific batch if you want to.