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Administrator Guide
Last Updated: 2026-09-18
Steps: Create Recurring Accounting Journals in AP&C

Steps: Create Recurring Accounting Journals in AP&C

Security:
  • Process: Journals - Core
     domain in the Common Financial Management functional area.
  • Security: These domains in the Common Financial Management area:
    • Process: Journals - Core
    • Process: Journals - Inactivate/Activate Recurring Journal Template
You can create recurring journal templates to generate recurring journals for transactions that you repeat every accounting period in Adaptive Planning and Consolidation (AP&C).
Examples:
  • Accruals.
  • Allocations.
You can optionally configure the
Recurring Journal Template Event
 business process to include an
Approval
 step immediately after initiation. This enables you to review, approve, send back, or deny the recurring journal templates before they are finalized.
Recurring journals have the same journal lines for the same accounts and amounts. You can apply the same custom validations you create for the accounting journal.
Workday doesn't apply account segment security to recurring journal templates or recurring journals that you generate.
  1. Add an Approval or Review step to the Recurring Journal Template Event business process definition.
  2. Access the
    Create Recurring Journal Template
     task.
  3. As you complete the task, consider:
    Option Description
    Ledger
    Select a company that includes 1 of these ledgers:
    • Actuals
    • Commitment
    • Obligation
    Enable Multicurrency
    Select to enable the:
    • Currency Rate Type
       template prompt.
    • Reset Currency Rate at Journal Generation
       check box.
    • Currency
       and
      Currency Rate
       columns in the
      Journal Entry Lines
       grid.
    Template Start Date
    Template End Date
    You can enter a start date that is in the future. The
    Template Start Date
     and
    Template End Date
     define the accounting date window within which recurring journals can be generated from a given template. The Template Start Date does not control the template's status. For recurring journals to be generated, the template must be in an
    Available
    status.
    You can create future-dated recurring reversal journals before a reversal period opens. Workday assigns a status of
    Created
     to future-dated reversal journals.
    Journal Source
    Displays journal sources that you set as an
    Accounting Source
     on the
    Maintain Journal Sources
     task.
    Currency Rate Type
    Workday uses the currency rate typer override that you select on the
    Edit Company Accounting Details
     task. When you don't specify a default currency rate type for the company, Workday uses the default currency rate type for the tenant.
    Reset Currency Rate at Journal Generation
    Select to have Workday reset to the default currency rate.
    External Reference ID
    Enter the reference ID to track imported journals for auditing purposes.
    When generating a journal from a template, Workday automatically populates this external ID on the resulting journal header based on the value in the template.
    Document Link
    Add the
    Accounting Journal Document Link
     type and valid uniform resource identifier (URI) patterns on the
    Maintain External Link Validation
     task. This configuration enables you to link external documents to accounting journals.
    If you store supporting documents or images in an external repository, then enter the URL to that location. Once you save the transaction, Workday displays the URL as a live hyperlink to the image. Approvers can reference this document before approving the transaction.
    Workday validates the link to ensure that it has a valid Uniform Resource Identifier (URI) pattern, as defined by your security administrator. This process provides additional security to help avoid malicious content in external links.
    Create Reversal
    Select to create a reversal journal with the recurring journal template.
    the default
    Reversal Date
     is the first day of the next period.
    Ledger Account
    Select a ledger account.
    Displays the ledger accounts that are available for use with the company you select. Based on the restricted-to companies you enter on the
    Create Account Set
     or
    Edit Account Set
     tasks.
    Worktag
    Use worktags as keywords to more easily classify and find transactions. Configure the allowed worktag types on the
    Maintain Worktag Usage
     task. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
  4. Click either:
    1. Save for Later
       to save the journal template. The template status changes to
      Created
      .
    2. Submit
      to submit the journal template per the business process.
    By default, the
    Recurring Journal Template Event
    business process contains only an initiation step. If you don’t add an Approval or Review step, all newly created templates will complete and activate automatically upon submission.
    If you added an Approval step to the
    Recurring Journal Template
     business process, Workday routes the completed template for review and approval. The template will remain with an
    In Progress
    status until the template is approved. Once the template is approved the template status changes to
    Available
    . If the template is denied the template status changes to
    Canceled
    . If the journal template is sent back, the status remains
    In Progress
    .
  5. Access the
    Recurring Journal Generation
     task.
    Create journals based on recurring journal templates. You can create future-dated reversal journals before a reversal period opens. Workday assigns a status of
    Created
     to future-dated reversal journals.
  6. Access the
    Mass Post Reversal Journals
     task.
    Post the reversal journals when the reversal period opens.
Workday verifies any custom journal validations by creating a canceled journal when you submit your recurring journal template. The canceled journal doesn't affect your general ledger.
Access the
Find Recurring Journal Template
 report to review your recurring journal templates and perform these tasks to change the availability of a template without initiating a business process event:
  • From the related actions menu of the template, select
    Recurring Journal Template > Inactivate
     to inactivate a Recurring Journal Template that’s in
    Available
     status.
  • From the related actions menu of the template, select
    Recurring Journal Template > Activate
    to activate a Recurring Journal Template that’s in
    Not Available
     status.
  • From the related actions of the template, select
    Recurring Journal Template > Cancel
     to cancel a Recurring Journal Template.
    You can only cancel templates that meet all of these conditions:
    • Status is in
      Created
       or
      In Progress
      status.
    • Has not generated any journals.
    • Has no successfully completed events.