Recurring journal transactions
/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions
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# Recurring journal transactions
About recurring journal transactions
/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/about-recurring-journal-transactions
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Some General ledger transactions, such as loan payments, depreciation-related transactions, repeat regularly.
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# About recurring journal transactions
Some General ledger transactions, such as loan payments, depreciation-related transactions, repeat regularly.
Some General ledger transactions, such as loan payments, depreciation-related
transactions, repeat regularly.
To automate the entering of recurring transactions,
you can create schedules for them in the General ledger workspace.
## Create schedules
You create schedules by using the [Recurring transactions (GL203500)](/visma-net-erp/help/general-ledger/general-ledger-windows/recurring-transactions-gl203500/) window.
To a schedule, you can add general ledger batches immediately
(if all the required batches are already created) or later.
The batches of the
**Normal** type and the **Balanced** status can be scheduled only.
Once a
batch is assigned to a schedule, its status changes to **Scheduled**.
A schedule defines how many times and how often specific General ledger transactions should be created.
When creating a schedule, you can either specify a maximum number of times the schedule should be repeated, or set up an unlimited schedule executions by selecting the **No execution limit** option.
For a schedule, you can select from multiple frequency options:
Daily
: The batches should be generated daily or every **x** days.
Weekly
: The batches should be generated once a week or every **x** weeks.
Monthly
: The batches should be generated once per month or every **x** months.
By financial period
: The batches should be generated only once per financial period or every **x** financial periods.
If you need to schedule only one batch, in the [Journal transactions (GL301000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-transactions-gl301000/) window, click **Add to schedule** in the window toolbar to create a new schedule for this batch.
## Attach relevant documents
To make tracking of batches easier for users and to facilitate auditing, you can attach to each schedule the scanned documents or electronic versions of the documents that are the basis for the schedule you have created. To attach a file to the schedule, in the [Recurring transactions (GL203500)](/visma-net-erp/help/general-ledger/general-ledger-windows/recurring-transactions-gl203500/) window, perform these steps:
1. In the **Schedule** field, select the schedule by its ID.
1. In the window title bar, click **Files**.
This opens the **Files dialog box**.
1. In the dialog box, click **Add new record** in the table title bar.
This brings up the **Upload file dialog box**.
1. In the dialog box, click **Browse** to locate the file and then click **Upload** to import the file and close the dialog box.
If multiple non-related batches are assigned to the same schedule, on the **Batch list** tab of the window, for each batch in the table, click the paper clip (at the beginning of the row) to attach a file or multiple files explaining why this batch is generated periodically.
## Run schedules
To generate batches in accordance with the schedule, you run the schedule periodically by using the [Generate recurring transactions (GL504000)](/visma-net-erp/help/general-ledger/general-ledger-windows/generate-recurring-transactions-gl504000/) window.
When you run a schedule, the system uses a template batch to generate similar
batches.
The batches generated by a schedule can differ from the template as
follows:
Date
: The date of each batch is determined by the schedule you have configured.
Reference number
: A new reference number is generated for each batch in accordance with the numbering series specified in the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window.
Currency rate
: If a currency of a batch differs from the base currency set in the system, the system uses for conversion the currency exchange rate effective on the date of the batch creation.
No matter how many times you run the schedule, batches will be generated only as required by the
schedule.
The system determines whether it should generate the batches depending on
the current date, the schedule's start and expiration dates, the schedule type, and
the date when the batches were last generated. After required batches have been
generated, the system updates the **Last executed on** value.
Thus, no batches will be generated ahead of time, but you can generate missing
batches for past due dates by running the [Generate recurring transactions (GL504000)](/visma-net-erp/help/general-ledger/general-ledger-windows/generate-recurring-transactions-gl504000/) window for
each batch that is due.
For example: Suppose that you have scheduled a particular batch to be performed weekly on each
Tuesday, with no execution limit.
If you run the schedule every week on Wednesday,
one batch will be generated each time. If you run this schedule every day, the
batches will be generated only on Tuesdays.
If you want to run this schedule once in
a month, on the last Wednesday, you should run it four times to generate four
batches.
## Further processing
Batches generated as a result of running a schedule appear in the list of batches in the [Journal transactions (GL301000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-transactions-gl301000/) window with the **Balanced** status.
They can be
released or posted as any other batches can. You can change the transaction amounts,
if needed.
When necessary corrections are made, a batch can be saved only if its
status remains **Balanced**.
Related pages
Tasks
Generate recurring transactions
/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/generate-recurring-transactions
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# Generate recurring transactions
## Generate a recurring transaction
1. Go to the [Generate recurring transactions (GL504000)](/visma-net-erp/help/general-ledger/general-ledger-windows/generate-recurring-transactions-gl504000/) window.
1. In the **Execution date** field, specify the date that the system will use to filter the schedules to be loaded to the table. Those schedules whose **Next execution** date is earlier than or equal to the date specified in this field will be loaded. By default, the current business date is selected.
1. Specify the condition that the system will use to stop schedule executions by selecting one of the following option buttons:
+ **Stop on execution date**: the system stops running schedules on the date that you specify in the **Execution date** field.
+ **Stop after number of executions**: the system stops running schedules when the specified number of schedule executions have been performed. If you select this option button, specify the required number in the adjacent box.
1. In the window toolbar, click **Run** or **Run all** to process selected schedules or all listed schedules respectively.
## View the generated batches
1. Go to the [Generate recurring transactions (GL504000)](/visma-net-erp/help/general-ledger/general-ledger-windows/generate-recurring-transactions-gl504000/) window.
1. In the list of schedules, open the required schedule by clicking the link in the **Schedule ID** column. The **Recurring transactions** window as a dialog box with the selected schedule opens.
1. On the **Generated documents** tab, click the number of the batch in the **Batch number** column.
1. In the [Journal transactions (GL301000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-transactions-gl301000/) window that opens, view the details of the batch.
Work with recurring transactions
/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/work-with-recurring-transactions
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Here you create and maintain schedules for recurring invoices.
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# Work with recurring transactions
Here you create and maintain schedules for recurring invoices.
You can also view the details of active and completed schedules.
## How to create a schedule for recurring invoices
1. Go to the [Recurring transactions (GL203500)](/visma-net-erp/help/general-ledger/general-ledger-windows/recurring-transactions-gl203500/) window.
1. Click  to add a new record. The **Schedule ID** will be generated automatically upon saving. Use the **Active** check box to activate or deactivate the schedule.
1. Select a **Start date** for the schedule.
1. Continue to fill in the other fields (optional): **Expiration date**: Only active if the **Never expires** check box is deselected. **Execution limit (times)**: The maximum number of times the schedule can be executed. Only active if the **No limit** check box is deselected. **Description**: Enter a description for the schedule. The **Next execution** field is a read-only field that will display the next execution date for the schedule.
1. In the **Schedule type** section you decide how often you want to generate invoices. Select the schedule type and enter the parameters in the corresponding section on the right hand side.
1. In the **Document list** tab click  to assign one or more invoices to the schedule.
1. In the **Reference no.** column, click to activate the field and click  to select an invoice by its reference number.
1. Click .
In the **Generated documents** tab you can see a list of the documents generated as a result of running this schedule.
## How to delete or edit a schedule
1. Click  to select a **Schedule ID** to edit or delete.
1. If you want to edit the schedule, make your changes in the fields and check boxes.
1. Click  to save your changes.
1. Click  if you want to delete the selected schedule and click **OK** to confirm.
**Tip!** If you want to run your schedule manually, click **Run now** and the schedule will run immediately.
Schedule a recurring batch
/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/schedule-a-recurring-batch
section
If specific journal transactions must be entered periodically, you can automate this task by creating a schedule and assigning a batch or multiple batches to it.
2026-02-19T17:09:06+01:00
# Schedule a recurring batch
If specific journal transactions must be entered periodically, you can automate this task by creating a schedule and assigning a batch or multiple batches to it.
If specific journal transactions must be entered periodically, you can automate this task by
creating a schedule and assigning a batch or multiple batches to it.
When you define
the schedule, you specify how often and how many times the batches should be
generated.
For more information on schedules, see: [About recurring journal transactions](/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/about-recurring-journal-transactions/).
## Before you proceed
Create a batch (or multiple batches if they should be generated according to the same
schedule) by using the [Journal transactions (GL301000)](/visma-net-erp/help/general-ledger/general-ledger-windows/journal-transactions-gl301000/) window.
Save each batch with
the **Balanced** status. Do not release.
> [!NOTE]
> If you want to generate new batches that are similar to a posted batch, copy and paste this posted batch to a new batch and make necessary edits; save with the **Balanced** status.
## Create a schedule
1. Go to the [Recurring transactions (GL203500)](/visma-net-erp/help/general-ledger/general-ledger-windows/recurring-transactions-gl203500/) window.
1. In the **Description** field, add a description of the schedule.
1. In the **Start date** field, select the start date for the schedule. By default, the current date is selected.
1. Place limitations on the schedule execution in one of the following ways:
+ Enter the maximum number of times it should be executed in the **Execution limit** field, or select the **No limit** check box.
+ In **Expiration date** field, enter the date when the schedule expires, or select the **Never expires** check box.
1. Specify how often the batches should be generated:
+ To generate the batches daily or every **x** days, do the following:
1. In the **Schedule type** section, select **Daily**.
1. In the **Every day(s)** field of the **Daily** section, type an integer to specify the number of days between successive batches.
+ To generate the batches weekly or every **x** weeks, do the following:
1. In the **Schedule type** section, select **Weekly**.
1. In the **Every week(s)** field of the **Weekly** section, type an integer to specify the number of weeks between successive batches.
1. Select the days of the week on which the batches should be generated.
+ To generate the batches monthly or every x months, do the following:
1. In the **Schedule type** section, select **Monthly**.
1. In the **Every month(s)** field of the **Monthly** section, enter an integer to specify the number of months between successive batches.
1. Select when the batches should be generated: either the day of the month, or the week of the month and day of the week.
+ To generate the invoice every **x** financial periods, do the following:
1. In the **Schedule type** section, select **By financial period**.
1. In the **Every period(s)** field, type an integer to specify the frequency of invoice generation by financial period.
1. Specify whether the invoice should be generated on the first day of the financial period, the last day of the financial period, or a specific day of the period (the day can be selected).
1. Make sure the **Active** check box is selected for the schedule.
1. Click .
In the **Schedule ID** field, notice the unique ID of the schedule, which the system generated in accordance with the numbering series assigned to schedules in the [General ledger preferences (GL102000)](/visma-net-erp/help/general-ledger/general-ledger-windows/general-ledger-preferences-gl102000/) window.
1. Optional: For user reference, attach a scanned copy or electronic version of the document on which this schedule is based. For this, drag the file from the folder on your computer and drop it to the top part.
## Add batches to the schedule
1. On the **Batch list** tab, click **Add row**.
1. In the **Module** column, select **General ledger** from the list of system workspaces.
1. In the **Batch number** column, select the batch by its number.
1. Optional: To attach an electronic version of the related document or its scanned image to the scheduled batch, click a staple icon, select and upload the document.
1. Repeat Steps 1 through 4 for each batch you want to add.
1. Click .
Parent topic:
[About recurring journal transactions](/visma-net-erp/help/general-ledger/manage-transactions/recurring-journal-transactions/about-recurring-journal-transactions/)