Before you begin, make sure:
The period is not marked as completed - you cannot add new journals to completed periods
Your consolidation data should be up to date from Xero/QuickBooks
You should have the appropriate permissions to add journal entries
Identify which adjustments you make regularly that could benefit from automation
Decide whether you want automatic posting or manual review for each recurring entry
Understanding recurring journal types
Recurring Journal (with Updated Data):
Future journal entries are automatically created in draft status
Requires manual review and approval before applying to consolidation
Perfect for adjustments that need periodic validation
Provides control and governance over automated entries
Amounts can be modified before publishing
Recurring Journal (with Fixed Data):
Future journal entries are automatically created in published status
Entries appear directly in consolidation when their date arrives
No manual intervention required
Ideal for consistent, predictable adjustments
Amounts remain exactly as configured in the template
Step 1: Access the journal creation tool
Navigate to Complete Consolidation from your main screen
Select the Profit & Loss tab
Ensure you're viewing the correct period (journals can only be added to open periods)
Click "+" icon which is in every period to open the journal creation popup
❗Important: You can only create Recurring Journals in the Profit & Loss Account - not in the Balance Sheet - nor in Journals that impact both the P&L and Balance Sheet
Step 2: Configure journal basics
In the Add Journal popup, complete the required fields:
Narration: Enter a clear description that will help you identify this recurring journal
Type of Journal: Choose either:
Recurring Journal (with Updated Data) - for adjustments requiring review/update
Recurring Journal (with Fixed Data) - for fully automated adjustments
Step 3: Set up categorisation and reference
Tag: Select the purpose of your recurring journal:
Elimination: For removing intercompany transactions
Reclassification: For reclassifying amounts between accounts
Accounting Adjustment: For technical accounting corrections (eg GAAP adjustments)
Other: For any adjustments not covered above
Ref No #: (Optional) Enter an internal reference number for tracking purposes
Step 4: Configure recurring schedule
When you select a recurring journal type, additional scheduling fields will appear:
Repeat Every: Choose how often the journal should repeat:
Week - Creates journal entries every week
1 Week - Same as weekly
2 Weeks - Creates entries every fortnight
Month - Creates entries every month
1 Month - Same as monthly (most common choice)
2 Months - Creates entries every two months
3 Months (Quarterly) - Creates entries every quarter
6 Months (Semiannually) - Creates entries twice yearly
Tag Reporting Cadence: Usually matches your consolidation frequency
Start Date: When the recurring pattern should begin (usually the current period or next period)
End Date: When the recurring journal should stop creating entries
Never Expire: Check this box if the recurring journal should continue indefinitely (you can always stop it later from the Journal screen)
💡Tip: For most monthly consolidation adjustments, choose "1 Month" frequency with "Never Expire" checked for ongoing automation.
Step 5: Create the recurring journal template
Review all your settings carefully - the schedule will determine when future journals are created
Click the green Add button to create the recurring journal template
The system will now automatically create future journal entries based on your schedule
What happens next: The system creates the initial journal entry and schedules future entries according to your configuration.
Step 6: Enter your journal amounts
Now you'll see your journal displayed in the consolidation:
Locate your journal: Look for the new "Adjustment Journal" section in the current period
Enter debits: Click in the Debit column for each account you want to debit and enter the amount
Enter credits: Click in the Credit column for each account you want to credit and enter the amount
Ensure balance: Your total debits must equal total credits before you can save
Important: The amounts you enter here will be used as the template for all future recurring entries.
Step 7: Save and activate your recurring journal
Once all amounts are entered and your journal balances, click the Save button
Your initial journal will immediately apply to the current consolidation
Future journal entries will be automatically created according to your schedule
Managing recurring journals
For Recurring Journals (with Updated Data)
Approving draft entries:
Monitor for new drafts: Check your Journal screen regularly for new draft entries
Review amounts: Verify that the automatically created amounts are appropriate for the period
Modify if needed: Adjust debit and credit amounts before publishing
Publish entries: Change status from "Draft" to "Published" to apply them to consolidation
Set reminders: Add draft journal review to your month-end close checklist
Monthly workflow:
System automatically creates draft journal entry when the scheduled date arrives
You receive a draft entry that requires your approval
Review and modify amounts if necessary
Publish the entry to apply it to your consolidation
For Recurring Journals (with Fixed Data)
Automatic processing:
System automatically creates and publishes journal entries on scheduled dates
Entries appear directly in your consolidation without manual intervention
Amounts remain exactly as configured in your original template
Monitoring:
Check your consolidation reports to confirm entries are applying correctly
Review the amounts periodically to ensure they remain appropriate
Make adjustments to the recurring template if amounts need to change
Editing and managing existing recurring journals
Modifying recurring journal templates
Locate the original journal: Find the initial journal entry in your consolidation
Edit the template: Changes to the original journal will affect future entries
Individual entries: Already-created entries (draft or published) must be managed separately
Stopping recurring journals
Access Journal management: Navigate to the Journal management screen
Find the recurring template: Look for the original recurring journal setup
Modify end date: Change the end date to stop future journal creation
Deactivate: Alternatively, mark the recurring journal as inactive
Managing individual recurring entries
Draft entries: Can be modified, published, or deleted before they affect consolidation
Published entries: Can be edited or made inactive like any other journal
Future entries: Modify the recurring template to affect upcoming journal creation
Confirming your recurring journals
After setting up recurring journals:
Verify the initial entry appears correctly in your consolidation
Check that the recurring schedule matches your intended frequency
Review the amounts and ensure they follow proper accounting principles
Set up monitoring processes for draft entries (Updated Data type)
Document the recurring journal purpose for audit trail
Common questions
Q: What's the difference between Updated Data and Fixed Data recurring journals? A: Updated Data creates future journals in draft status that require manual approval before applying - perfect for adjustments that need periodic review. Fixed Data automatically creates published journals that apply immediately when their date arrives - ideal for consistent, predictable adjustments.
Q: Where do I publish draft recurring journals?
A: Navigate to the Journal management screen from your main menu. Look for entries marked as "Draft" status, review the amounts, and change them to "Published" by clicking on the button Publish to apply them to your consolidation.
Q: Can I modify amounts in recurring journals?
A: For Updated Data type, you can modify amounts in each draft before publishing. For Fixed Data type, amounts remain as originally configured, but you can edit the template to affect future entries.
Q: What happens if I forget to publish a draft recurring journal?
A: The draft will remain in the system but won't affect your consolidation until you publish it. This prevents incomplete or incorrect adjustments from appearing in your reports.
Q: Can I create recurring journals that only run for a specific number of periods?
A: Yes, set a specific end date instead of checking "Never Expire." The system will stop creating new entries after the end date.
Q: How do I stop a recurring journal permanently?
A: Go to Journals screen there you will be finding button to stop the Recurring Journal so that it will not be creating for the future entries.
What's next?
Set up monthly reminders to review and approve draft recurring journals
Review your month-end close checklist to include recurring journal management
Have questions or need assistance❓
Contact our support team at support@gather.nexus