Recurring Entries Line Items Overlay

The Recurring Entries Line Items Overlay, shown in Figure 4-11a below, appears automatically when you save a record or when you click on the Line Items button from the Recurring Entries Screen in Recurring Entries File Maintenance. This overlay addresses line items associated with the current recurring entry but maintained in a separate file. You normally enter this level in the same mode you were in at the higher level (except you are converted to Add mode if no records exist in Change mode) but you can change mode by using the mode icons on the toolbar or the mode function keys. If desired, in key entry, you can click on or press the Scan key to review the records currently on file and select one for editing or viewing.

Here you define the line items for the journal entries to be generated when the Create Recurring Entries job is run in Live Operations (from Journal Entries on the Daily Pulldown Menu).

Figure 4-11a. Recurring Entries Line Items Overlay

This overlay contains the following fields for each line item associated with the current recurring entry.

Line No

The system assigns a sequential number, in increments of 1, to each line item established for the recurring entry. It cannot be changed.

Account

Enter the account to which this line item is to be posted. This account must be on file in the Chart of Accounts file. You can click on or press the Scan key to find an appropriate entry. The system displays the account description so that you can verify your entry.

Amount

Enter the amount of the entry (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

Adjustment?

Select "yes" or if this entry is an adjustment to the sources/uses amounts; otherwise, select "no" or . The initial default is "no".

If "yes", a credit adjustment reduces month-to-date and year-to-date uses and a debit adjustment reduces month-to-date and year-to-date sources in the Account Balances file.

Source/Use/Neither

If applicable, specify how the amount is to be accumulated for the account in the Account Balances file; otherwise, leave this field blank for standard treatment. Click the list button to select one of the options listed below:

Subsidiary Type

The system displays the subsidiary type defined for the Account in Chart of Accounts File Maintenance on the Details Overlay.

Subsidiary Code

If Subsidiary Type for the account is "GL", you must enter a subsidiary code so that postings can be made to the appropriate subsidiary files; otherwise, you can leave this field blank. Subsidiary Code is only used in General Ledger for subsidiary type "GL". If entered and if General Subsidiary is part of your system, this code must be on file in the Subsidiary Codes file. You can click on or press the Scan key to find an appropriate entry.

Press ENTER or click or the Save button to save the information for the current line item. If any information has changed, the system may redisplay the line item to show any new or changed system-supplied items or to report any error or warning messages. If so, the current line item has not yet been saved; you must address any concerns and press ENTER or click or the Save button again. When the line item has been saved, you will go on to the next line item, if any.

When you have finished with the line items associated with the current recurring entry (or to prevent saving the current line item), click the Back button to return to the Recurring Entries Screen for the current entry or press END or click or the Cancel button to go on to the next entry, if any.

The following icons are also available for use on the toolbar:

List Recurring Entries: See Recurring Entries List for further information.

Display Line Item Audit Info: See Audit Info for further information.

Click the appropriate icon to perform the desired operation (which first saves the current record if applicable), after which you will return to where you are.