Default/Recurring Journal Entries

Default and recurring journal entries allow you to set up default information for specific types of journal entries.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

From the Home screen, do one of the following:

Click Configure on the navigation panel.
Click Areas > Configure on the menubar.
Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

Click the down arrow to the right of the Home options bar button and select Configure.
Click Home > Configure on the menubar. The Configure screen displays.

Click Accounting on the navigation panel or Areas > Accounting on the menubar.

Click Default/Recurring Entries on the navigation panel.

Click Default/Recurring Entries on the view filter and select Journal Entries.

Do one of the following:

Click the Add button.
Click File > New > Default/Recurring Entry on the menubar.
Click New > Default/Recurring Entry on the options bar.

Default Entries

Add a Default Journal Entry
1. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.
2. Enter a Description of the journal entry.
  1. If you have more than one language available, the Description you enter populates for every language.
  2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
3. Click on the Summary tab.
4. Enter a Description of the journal entry.
5. Select an entity Type. Enter the entity's lookup code in the Account field, or click the lookup button , make a Locate by selection in the popup window, enter at least one letter of the account name, and click Locate. Click the correct account in the list and click Finish or press [Enter].
6. Click the Detail tab.
7. Enter the GL account # for this entry. To locate the account number, click the lookup button, enter at least the first digit of the account number in the field provided, and click Locate.
8. Choose a Structure, Branch, Department, and Profit Center as applicable.
9. Optionally select a GL schedule.
10. Enter a Description.
11. Enter an Amount and click the Debit or Credit radio button.
12. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
13. To add another item to this journal entry, click Add next to the Detail list and repeat steps e through i.
14. Click Finish or press [Enter].
Edit a Default Journal Entry
1. Click the entry in the list.
2. Do one of the following:
  - Click Edit .
  - Click File > Open on the menubar.
  - Press [Enter] on your keyboard.
3. Amend items on the Summary and Detail tabs as necessary.
4. Click Finish or press [Enter] when you are done.
Inactivate a Default Journal Entry
1. Click the entry in the list.
2. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
3. You are prompted, "Do you wish to inactivate this entry?" Click Yes.
Print a List of Default Journal Entries
1. Do one of the following:
  - Click the Print button next to the list.
  - Click Print > Listview on the options bar.
  - Click File > Print > Listview on the menubar.
2. The Print window displays. Print this list as you would any other document.
Reactivate a Default Journal Entry
1. Click the Include Inactive link label on the view filter.
2. Click the entry in the list.
3. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
4. You are prompted, "Do you wish to reactivate this entry?" Click Yes.

Recurring Entries

Add a Recurring Journal Entry
1. Click the Recurring radio button.
2. Click the Revise Recurrence link.
3. In the Recurring Detail popup window, select the correct radio button:
  - As part of the month-end procedure: Entries are created when the agency's month is closed. If the agency whose month is being closed is on a recurring entry, that recurring entry files. Recurring entries with different agencies still file only once, even if the different agencies' months are closed at multiple times. You will not see these entries within month-end, but you will see them in the various GL areas when the closing process is complete.
  - On the ___ of the month: Choose the day of the month on which to apply the journal entry.
  - Every ___ days: Enter the number of days between entries.
4. Choose a Next recurrence month and year.
5. If applicable, select a Last recurrence month and year.
6. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.
7. Enter a Description of the entry.
  1. If you have more than one language available, the Description you enter populates for every language.
  2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
8. Click on the Summary tab.
9. Enter a Description of the journal entry.
10. Select an entity Type. Enter the entity's lookup code in the Account field, or click the lookup button , make a Locate by selection in the popup window, enter at least one letter of the account name, and click Locate. Click the correct account in the list and click Finish or press [Enter].
11. Click the Detail tab.
12. Enter the GL account # for this entry. To locate the account number, click the lookup button, enter at least the first digit of the account number in the field provided, and click Locate.
13. Choose a Structure, Branch, Department, and Profit Center as applicable.
14. Optionally select a GL schedule.
15. Enter a Description.
16. Enter an Amount and ensure that Debit is selected.
17. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
18. To add another item to this journal entry, click Add next to the Detail list and repeat steps e through j.
19. Click Finish or press [Enter].
Edit a Recurring Journal Entry
1. Click the entry in the list.
2. Do one of the following:
  - Click Edit .
  - Click File > Open on the menubar.
  - Press [Enter] on your keyboard.
3. Amend items on the Summary and Detail tabs as necessary.
4. Click Finish or press [Enter] when you are done.
Inactivate a Recurring Journal Entry
1. Click the entry in the list.
2. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
3. You are prompted, "Do you wish to inactivate this entry?" Click Yes.
4. If future occurrences are scheduled for the selected journal entry, you are prompted again. Click Yes.
Print a List of Recurring Journal Entries
1. Do one of the following:
  - Click the Print button next to the list.
  - Click Print > Listview on the options bar.
  - Click File > Print > Listview on the menubar.
2. The Print window displays. Print this list as you would any other document.
Reactivate a Recurring Journal Entry
1. Click the Include Inactive link label on the view filter.
2. Click the entry in the list.
3. Do one of the following:
  - Click Actions > Inactivate/Reactivate on the options bar.
  - Click Actions > Inactivate/Reactivate on the menubar.
  - Right click the entry and select Inactivate/Reactivate.
4. You are prompted, "Do you wish to reactivate this entry?" Click Yes.

Note: Generating Journal Entries mid-month does not file them. They are filed when the month is closed.