Before you begin, make sure you:
Ensure you have the necessary permissions to create journals in GATHER.nexus
Have your Chart of Accounts (GRT) properly set up and mapped
Know which consolidation adjustments you need to repeat regularly
Understand the amounts and accounts involved in your recurring entries
Understanding your recurring journal options
When creating recurring journals, you'll choose between two data types:
Recurring Journal (with Updated Data) - Recommended for most users
Future journal entries remain editable until they're posted
Perfect for entries where amounts might change
Provides flexibility to adjust entries before they hit your books
Allows modifications through the "Child Journal" functionality
Recurring Journal (with Fixed Data)
Future entries are locked and cannot be edited until created
Best for entries with consistent, unchanging amounts
Changes can only be made after the journal entry is automatically created
More restrictive but ensures data consistency
Pro Tip: Most finance teams prefer "Updated Data" as it provides greater flexibility for month-end adjustments whilst still automating the bulk of the work.
Step 1: Access the journals section
Navigate to Group Financial Reporting from your main dashboard
Click on the Journals tab in the top navigation
Select Add Journal (green button in the top right corner)
Choose Add Recurring Journal from the dropdown menu
Step 2: Set up your journal basics
In the "Add Recurring Journal" form, you'll see several fields to complete:
Narration: Enter a clear, descriptive name for your recurring journal (e.g., "Demo Narration 1")
This appears in your journals list, so make it recognisable
Consider including the purpose of the journal
Group: Select your relevant group from the dropdown
This determines which legal entities the journal affects
Usually pre-populated based on your access permissions
GRT: Choose your Group Reporting Template
This links to your standardised chart of accounts
Essential for proper consolidation mapping
Step 3: Configure journal type and settings
Type of Journal: Click the dropdown and select Recurring Journal (with Updated Data)
This gives you the flexibility to edit future entries
The system will show you both options: "with Fixed Data" and "with Updated Data"
Ref No #: The system automatically assigns reference number 11 (or next available)
This creates an audit trail for your recurring entries
Each new journal entry will increment this number
Tag: Select the appropriate tag for your journal type:
Elimination: For intercompany transaction eliminations
Reclassification: For moving balances between accounts
Accounting Adjustment: For GAAP adjustments - such as revenue recognition, or pension accounting
Other: For entries that don't fit the above categories
Pro Tip: Proper tagging helps with audit trails and makes it easier to filter and analyse your consolidation adjustments later.
Step 4: Set up group class and frequency
Include Group Class: Tick this checkbox if your journal affects group-level classifications
Helps maintain proper segment reporting
Group Class: Select the relevant group class from the dropdown (e.g., "Demo Class - Class Value 1")
This determines which business segments or divisions are affected
Important for proper management reporting
Tag Reporting Cadence for Journal: Tick this checkbox to enable tracking of the reporting periods to which the Journals relate
Helps with audit preparation and compliance reporting
Recommended for all recurring consolidation entries
Tag Reporting Cadence for Journal: Choose your posting frequency:
Monthly: Monthly adjustments
Quarterly: Suitable for quarterly adjustments
Semiannually: For half-yearly entries
Annually: For yearly adjustments
Step 5: Configure timing and duration
Repeat Every: Set to Period we want to repeat for journals
This determines how often new entries are created
Adjust based on your chosen journal duration
Start Date: Enter when the first journal should be created (e.g., "07-10-2025")
Use the calendar picker to ensure proper date formatting
Consider your month-end close schedule
Never Expire: Tick this checkbox for ongoing recurring journals
You can always stop or modify the journal later if needed
End Date: Leave blank if you've selected "Never Expire"
Only set an end date if you know the journal should stop at a specific point
Step 6: Create your journal entries
In the journal lines section, you'll create the actual accounting entries:
GRT Account: Click the dropdown to select your first account (e.g., "4100 - Sales Revenue")
Choose from your mapped chart of accounts
The system shows both account codes and descriptions
Description: Enter a clear description of the journal line (e.g., "Sales Revenue")
This appears in your detailed reports
Keep descriptions consistent for easier analysis
Debit/Credit columns: Enter your amounts in the appropriate columns
For the sales revenue example: enter 500 in the Debit column
The system automatically calculates running totals
Add Another Line: Click the green Add Another Line button to create additional entries
For our example, add "6300 - Marketing Expense" with 500 in the Credit column
Continue adding lines until your journal balances
Important: Your journal must balance before you can save it. The "Difference" line at the bottom should show 0.
Step 7: Add notes and finalise
Notes section: Add any relevant notes about the recurring journal
Limited to 500 characters
Include context that will help future users understand the entry
Review your totals:
Total: Shows your debit and credit totals (should match)
Difference: Must be 0 for the journal to save successfully
Step 8: Save your recurring journal
You have two options for saving:
Save as Draft: Use the green Save as Draft button if you need to complete the journal later
The journal is saved but not activated
You can edit and modify before finalising
Add: Click the Add button to create and activate your recurring journal
This creates the journal and sets up the recurring schedule
The first entry will be created according to your start date
Cancel: Use this if you need to start over or exit without saving
Confirming your success
After saving your recurring journal, you'll see:
Your new journal appears in the "Recurring Journal" view with status "Active"
The next journal date is automatically calculated and displayed
A blue "Monthly" and red "Elimination" tag showing the frequency and type
The journal amount and creation details are visible
You can preview your journal by clicking on it, which shows:
Overview tab: All journal settings and summary
Child Journal tab: Future journal instances you can edit
Managing your recurring journals
Once your recurring journals are created, you have several powerful options for managing and monitoring them effectively.
Viewing and monitoring your recurring journals
Main journals dashboard: Your recurring journals appear in the main Journals view with a clear "Recurring Journal" label at the top
Each journal shows essential information: Narration, Group, GRT, Frequency, Start Date, End Date, Next Journal Date, Status, and Amount
The Status column displays "Active" for running journals, making it easy to see which automations are currently working
Next Journal Date shows when the system will create the next entry (e.g., "Aug 10, 2025" for monthly journals)
Amount displays the total value of each journal entry for quick reference
Journal tags and frequency indicators: Each recurring journal displays helpful visual indicators
Blue "Monthly" tags show the posting frequency at a glance
Red category tags (like "Elimination") indicate the journal type for easy filtering
These tags help you quickly identify different types of recurring adjustments
Accessing detailed journal information
Opening the journal preview: Click on any recurring journal row to open the detailed preview window
This opens a comprehensive view without leaving your main journals list
Perfect for quick reviews and modifications
Overview tab: This is your journal's control centre, showing:
Complete journal settings: Narration, Group, Type of Journal, GRT, Reference number, and Tag
Scheduling information: Repeat frequency, start date, end date status
Full journal entries: Complete debit and credit lines with descriptions and amounts
Running totals: Shows total debits, credits, and confirms the journal balances
Notes section: Any explanatory notes you've added to the journal
Edit functionality: Click the Edit button in the top right of the Overview tab to modify:
Basic journal information (narration, group, GRT)
Journal type and tagging
Scheduling settings (frequency, dates)
Individual journal lines (accounts, descriptions, amounts)
Notes and documentation
Managing future journal entries
Child Journal tab: This is where the magic of "Updated Data" really shines
Shows all future journal entries that will be automatically created
Displays each future entry with its Date, Status, and Amount
Published status indicates entries that have been created and posted
Future entries show as scheduled until they're automatically generated
Editing individual future entries: Click the Edit button next to any future journal entry
Modify amounts, accounts, or descriptions for that specific instance
Changes only affect the selected future entry, not the entire recurring schedule
Particularly useful for seasonal adjustments or one-off modifications
Maintains the recurring schedule while allowing necessary tweaks
Bulk management capabilities: The Child Journal view allows you to:
See the entire schedule of future postings at once
Identify any entries that need special attention
Plan ahead for period-end requirements
Ensure consistency across multiple periods
Action buttons and journal controls
Copy button (duplicate icon): Creates an exact duplicate of your recurring journal
Useful for setting up similar journals for different legal entities
Copies all settings, journal lines, and scheduling information
The new journal gets a unique reference number automatically
Delete button (bin icon): Permanently removes the recurring journal
Important: This stops all future journal creation immediately
The system will display a confirmation modal asking "Are you sure you want to delete this recurring journal?"
Previously created journal entries remain in your system
Use this when you no longer need the recurring automation
Advanced management features
Stopping vs. pausing recurring journals:
Temporary suspension: Edit the journal and modify the end date to pause it temporarily
Permanent stopping: Use the delete button to stop all future entries
Selective editing: Use the Child Journal tab to modify or skip individual future entries
Monitoring journal performance:
Status tracking: Active journals show green status indicators
Amount verification: Quickly spot any journals with unexpected amounts
Schedule validation: Check Next Journal Date to ensure proper timing
Frequency confirmation: Visual tags confirm your intended posting schedule
Integration with consolidation workflow:
Recurring journals automatically integrate with your month-end close process
Published entries appear in your standard journal reports and working papers
Tags help filter recurring vs. one-off adjustments in your audit trails
Reference numbers provide clear tracking for compliance purposes
Best practices for recurring journal management
Regular review schedule: Set up monthly reviews of your recurring journals
Check the Child Journal tab for upcoming entries
Verify amounts still reflect current business needs
Update descriptions if business conditions have changed
Ensure all journals are still relevant to your operations
Documentation and audit trail: Use the notes section effectively
Document the business purpose of each recurring journal
Include references to supporting documentation
Note any seasonal variations or special considerations
Update notes when business processes change
Organisational strategies:
Use consistent naming conventions for easy identification
Group similar recurring journals together using clear narrations
Consider using account codes in descriptions for better sorting
Tag journals appropriately for efficient filtering and reporting
Pro Tip: The Child Journal functionality is a great way of maintaining automation while preserving flexibility. Review this tab monthly to catch any needed adjustments before they're automatically posted to your books.
Common questions
Q: Can I change a recurring journal from "Fixed Data" to "Updated Data"?
A: No, this setting cannot be changed after creation. You'll need to create a new recurring journal with your preferred data type and stop the old one.
Q: What happens if I need to skip a month?
A: You can edit or delete individual future entries in the Child Journal tab without affecting the overall recurring schedule.
Q: How do I stop a recurring journal?
A: Click the delete button (bin icon) in the Action column. The system will ask for confirmation before stopping future entries.
Q: Can I copy an existing recurring journal?
A: Yes, use the copy button (duplicate icon) to create a similar journal with the same settings, then modify as needed.
Q: Why can't I save my journal?
A: Check that your journal balances (Difference = 0) and all required fields are completed. The most common issue is unbalanced entries.
What's next?
Once your recurring journals are set up:
Review the Child Journal tab monthly to ensure accuracy
Consider setting up additional recurring journals for other routine adjustments
Use the copy function to quickly create similar journals for different legal entities
Explore the Working Papers section to see how these journals integrate with your consolidation process
Have questions or need assistance❓
Contact our support team at support@gather.nexus