Title: Create a Recurring GL Journal

Scenario : Management Accounting

Process : Administration of Research Grants

Create a Recurring GL Journal FBD1

Change History
Please update the following table whenever this document is changed:

Date Name Change Description

13.12.06 Alex Hanson Draft A.

16.01.2007 Marcus Pepper Draft B.

File name: 46668061.doc Version: Work in Progress SAP Parent

Reference Number: Last Modified: 24/11/2010 9:55 a11/p11 Page 1 / 9
Trigger
Perform this procedure when you need to post a journal periodically over a period of several months.
Business Process Description Overview
Sometimes it is necessary to create a recurring journal. A recurring journal involves posting the same amount
each month over a period of months.

Input - Required Fields Field Value/Comments

Company Code. Enter the Company Code.for the University :
S001.
First run on. Enter the first day of the first month you wish to
start posting your journal.
Last run on. Enter the last day of the final month in which you
wish to post your journal.
Interval in mnths. Enter the number of months between postings.

Run date. Enter the day of the month on which you wish
your journal to be posted.
Document type. Enter the Document type.

Currency/Rate. Enter the currency of your journal.

Reference. Enter the Reference number for your journal.

Doc. Header Txt. Enter a description of the Document Header Text.

For example : fEC Journal.
PstKy. The posting key for the first line item. The posting
key determines the account type & the
transaction type.

Account. Enter the general ledger account to be

credited/debited.
Amount. Enter the first amount to be posted. For
Example: 1000
WBS element. Enter the WBS element to be debited/credited.
For Example: R/110004-11-1
Text. Enter a description of what is being posted.
For Example: Directly allocated – PI.
PstKy. Enter the posting key for the second line item.
For Example : 40.
Account. The general ledger account to be credited/debited.
For Example: 80001

Output - Results Comments

A journal is created which can be posted periodically
over a period of several months.

Purpose
Use this procedure to create a journal which will be posted periodically over a period of several
months.
Trigger
Perform this procedure when there is a requirement to post the same journal on the same date each
month over a period of several months.

Menu Path
Use the following menu path(s) to begin this transaction:
• Accounting Financial Accounting General Ledger Posting Reference
Documents Recurring Document

Transaction Code
FBD1

Procedure0

1. Start the transaction using the menu path or transaction code.

SAP Easy Access Screen

2.0 Double-click to go to the Enter Recurring Entry: Header Data

screen as shown over the page.
Enter Recurring Entry Screen

3.0 Please complete the following fields :

Field Name R/O/C Required Input

Company Code. R Enter the Company Code.for the University : S001.

First run on. R Enter the first day of the first month you wish to start posting your journal.

Last run on. R Enter the last day of the final month in which you wish to post your journal.

Interval in mnths. R Enter the number of months between postings.

Run date.Enter the day

R of the month on which you wish your journal to be posted.

Document type. R Enter the Document type.

Currency/Rate. R Enter the currency of your journal.

Reference. R Enter the Reference number for your journal.

Doc. Header Txt. R Enter a description of the Document Header Text. E.G : fEC Journal.

PstKy. R The posting key for the first line item. The posting key determines the
account type & the transaction type.

Account. R Enter the general ledger account to be credited/debited.

4.0 Click the button to go to the next screen.

Enter Recurring Entry Add G/L Account Item Screen

5.0 Please complete the following fields:

Field Name R/O/C Required Input

Amount. R Enter the first amount to be posted. For Example: 1000

WBS element. R Enter the WBS element to be debited/credited.

For Example: R/110004-11-1
Text R Enter a description of what is being posted.
For Example: Directly allocated – PI.
PstKy R Enter the posting key for the second line item.
For Example : 40.
Account R The general ledger account to be credited/debited.
For Example: 80001

6.0 Click the button to go to the next screen.

7.0 Please complete the following fields:

Field Name R/O/C Required Input

Amount R the second amount to be posted.

For Example : 500.
 Field Name R/O/C Required Input

WBS element R Enter the WBS element to be debited/credited.

For Example : R/100015-11-1.
Text R Enter a description of what is being posted.
For Example : DA – Estates.
PstKy R Enter the posting key for the third line item.
For Example : 40.
Account R The general ledger account to be credited/debited.
For Example : 80002.

8.0 Click the button to go to the next screen.

9.0 Please complete the following fields:

Field Name R/O/C Required Input

Amount R Enter the third amount to be posted.

WBS element R Enter the WBS element to be debited/credited.

For example : R/100015-11-1
Text R Select a description of what is being posted (Indirect Costs).

PstKy R Enter the posting key for the fourth line item.

Account R Enter the general ledger account to be credited/debited.

10.0 Click the button to go to the next screen.

11.0 Please complete the following fields :

Field Name R/O/C Required Input

Amount. R Enter the fourth amount to be posted.

WBS elmnt. R Enter the WBS element to be debited/credited.R/100015-11-1.

Text. R Enter a description of what is being posted ( fEC Surplus/Deficit).

PstKy. R Enter the posting key for the fifth line item. For example: 50.

Account. R Enter the general ledger account to be credited/debited.

12.0 Click the button to go to the next screen.

13.0 Please complete the following fields:

Field Name R/O/C Required Input

Amount. R Enter the fifth amount to be posted.

WBS element. R Enter the WBS element to be debited/credited.: R/100015-11-1

Text. R A description of what is being posted. E.G. : Net Contribution.

14.0 Click the button to display an overview of all lines on the journal and confirm that the
journal balances as shown over the page.
Enter Recurring Entry Display Overview Screen

15.0 Click the button to save the journal.

The system will then display the message, "Document 9100000074 was stored in
Company Code S001."

16. You have now completed this transaction.

Result
You have successfully created a recurring journal which can now be viewed, edited and
executed. Although the recurring journal has been created, no postings will be made until the
journal is executed.