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Administrator Guide
Last Updated: 2024-03-08
Steps: Create Recurring Accounting Journals

Steps: Create Recurring Accounting Journals

  • Configure alternate ledger currency to create journals in an alternate ledger. See Steps: Set Up Alternate Ledger Currency.
  • Security:
    Process: Journals - Core
     domain in the Common Financial Management functional area.
You can create recurring journal templates to generate recurring journals for transactions that you repeat every accounting period.
Examples:
  • Accruals.
  • Depreciation charges.
  • Allocations.
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. Access the
    Create Recurring Journal Template
     task.
  2. As you complete the task, consider:
    Option Description
    Ledger
    Select a company that includes 1 of these ledgers:
    • Actuals
    • Commitment
    • Obligation
    Single Ledger
    Select to indicate that the journal is a single ledger journal template. Workday:
    • Only displays this check box if you select a ledger company configured with alternate ledger currency.
    • Automatically selects this check box when you select an alternate currency ledger.
    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 recurring journal template acquires a status of
    Available
     on the
    Template Start Date
    . After the
    Template End Date
    , you can't select the template.
    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.
    Optional Balancing Worktags
    Select 1 or more optional balancing worktag types when you use worktag balancing.
    When you enable optional worktag balancing on the
    Maintain Worktag Balancing Configuration
     task, Workday fully balances journal lines by optional balancing worktags. Journal lines automatically:
    • Inherit optional balancing worktags based on the worktag types selected.
    • Generate due to and due from entries to balance transactions.
    Reset Currency Rate at Journal Generation
    Select to have Workday reset to the default currency rate.
    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.
  3. 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.
  4. 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.