The Recurring General Journal handles entries that repeat on a regular schedule, monthly rent, subscription costs, depreciation adjustments, or any other fixed or variable cost posted at a set frequency. Instead of manually re-entering the same journal lines each period, you define them once and post them repeatedly.
Navigate to the Recurring General Journal
- Search for Recurring General Journals using
Alt + Q. - Select or create a batch. Batches help separate different types of recurring entries (e.g. RENT, SUBSCRIPTIONS).
Recurring Methods
Each journal line requires a Recurring Method that controls what happens to the amount after posting:
| Recurring Method | Behavior |
|---|---|
| Fixed | Posts the same amount every period. The line stays in the journal unchanged. |
| Variable | Posts the amount entered, then clears it after posting. You re-enter the amount next period. |
| Balance | Posts the current balance of the account to zero it out. Useful for closing temporary accounts. |
| Reversing Fixed | Same as Fixed, but automatically creates a reversing entry on the first day of the next period. |
| Reversing Variable | Same as Variable, but with an automatic reversal in the next period. |
| Reversing Balance | Same as Balance, but with an automatic reversal in the next period. |
For fixed monthly costs like rent, use Fixed. For accruals that need to be reversed, use Reversing Fixed.
Set Up a Recurring Journal Line
-
In the Recurring General Journal, add a new line.
-
Set the Recurring Method from the options above.
-
Set the Recurring Frequency using a date formula. Examples:
1M, every one month1W, every one week1Q, every quarter1Y, every year
-
Set the Posting Date to the date of the first posting.
-
Enter a Document No. and Description.
-
Set Account Type and Account No. as you would in a regular journal.
-
Enter the Amount (use a negative value for credits).
-
Optionally, set an Expiration Date, the journal line will not post after this date. Useful for subscriptions with a known end date.
After posting, Business Central advances the Posting Date by the recurring frequency automatically, so the line is ready for next period.
Example Configuration
The following example posts monthly office rent and a quarterly software subscription:
| Description | Recurring Method | Recurring Frequency | Account No. | Amount | Expiration Date |
|---|---|---|---|---|---|
| Office rent | Fixed | 1M | 6200 | -5 000,00 | |
| Software subscription | Fixed | 1Q | 6310 | -2 400,00 | 31.12.2026 |
| Rent clearing | Fixed | 1M | 2100 | 5 000,00 | |
| Subscription clearing | Fixed | 1Q | 2100 | 2 400,00 | 31.12.2026 |
Each cost account line is balanced by a corresponding credit to the accruals or clearing account.
Allocation Keys
If an amount needs to be split across multiple dimensions or accounts, you can use allocation keys on a recurring journal line.
- Select the journal line and choose Allocations from the action bar.
- Add rows for each allocation target. Set the Account No., Allocation %, or a fixed Amount for each row.
- You can assign Global Dimension values to each allocation row to split costs by department, project, or cost center.
When posted, Business Central distributes the line’s amount across the allocation targets according to the percentages or amounts you defined. The original line serves as the control line and does not post to the G/L directly.
Post the Recurring Journal
- Review all lines before posting. Check that Posting Date is correct for this period.
- Press
F9or select Post. - Business Central posts the entries and updates each line’s Posting Date to the next occurrence based on the recurring frequency.
For one-off manual entries or corrections, see How to Post General Journals in Business Central.