Recurring transactions

Purpose

  • Save a document as a recurring so you can recreate it without re-keying.
  • Scheduled runs on the interval you set. Template waits until you click Use Recurring.
  • This covers journals, expenses, cash book, and sales and purchase documents.
  • A spreadsheet of bank vouchers that you generate by hand is Cash Book Template.
  • Screen: General Ledger → Recurring Transaction. The menu is hidden until the role has recurr_new.
  • You can also open Create Recurring on a saved document (journal, invoice, cash-book payment, and the other types below).

Assistant

  • No live recurring wizard. Ask “how to create a recurring transaction” or “how to use recurring”.
  • To post one repeating job now, use the matching create chip, for example Record an expense or Bill a customer, instead of this listing.

Before you start

  • The document type you will repeat already works as a one-off: accounts, customer or supplier, and bank.
  • Template Name will be unique in this company.
  • For Scheduled, you know the interval and when it should stop.

New recurring from the listing

  • General Ledger → Recurring Transaction.
  • Click New Recurring (file-plus).
  • Select Document Type, then NEXT. Or pick the type in the dropdown.
  • A blank document opens in a new tab. Fill it as you would a normal document.
  • On the blue Recurring bar: unique Template Name, and Type. Both are required.
  • If Scheduled, set Interval and Start Date.
  • Click Save Recurring.

New recurring from an existing document

  • Open a saved journal, invoice, payment, or other supported document.
  • More… → Create Recurring, or the matching toolbar item.
  • Set Template Name, Type, and, if Scheduled, the interval and start date.
  • Edit the document if needed. Click Save Recurring.

New recurring from an existing recurring

  • Double-click a row on the listing, or Edit.
  • Enter a different unique Template Name.
  • Edit if needed. Click Save As New Recurring.

Use Recurring

  • Click a row to select the recurring. Scheduled and Template both work.
  • Click Use Recurring.
  • The document opens in a new tab.
  • Set the Date, edit if necessary, and click Save. A new transaction is created.
  • Scheduled items are also created automatically on the due date from Interval and Start Date. You can still Use Recurring to create one immediately.

Edit and delete

  • Edit: double-click the row, change the document or the recurring bar, then Save Recurring.
  • Delete: select the row, then the dust-bin. This removes the recurring definition. Documents already created stay on their normal listings.

Search the listing

  • Type: All, Scheduled, Reminder, or Template.
  • Document Type: Journal Entry, Expenses, cash book, customer, or supplier.
  • Optional Project. Click Search (F9).
  • Columns: Type, Template Name, Customer/Supplier, Proj/Dept, Doc Type, Interval, Previous Date, Next Date, Amount.

Type, interval, and stop

  • Scheduled. KinraSoft creates the transaction on the interval.
  • Template. You create it only with Use Recurring.
  • Reminder. Listed as a filter. Create as Reminder is not offered yet.
  • Interval, Scheduled only. Monthly → Day → 1st to 31st of every month.
  • Monthly → Week Day → First, Second, Third, Fourth, or Last, then Monday through Sunday of every month.
  • Weekly → Monday to Sunday of every week.
  • Start Date stop rule, Scheduled only. Non-Stop keeps running. End Date stops on that date. No. Of Transactions stops after that many created documents.
  • Template Name must be unique.

Document types you can recur

  • Journal Entry and Expenses.
  • Cash-book Receipt and Payment.
  • Customer Quote, Sales Order, Delivery Order, Sales Invoice, Cash Sales, Customer Receipt, Customer debit note, and Customer credit note.
  • Supplier Purchase Order, Goods Received, Purchase Invoice, Cash Purchase, Supplier Payment, Supplier debit note, and Supplier credit note.
  • Expense Payment has no template. See Expenses. Cash-book spreadsheet templates stay on Bank → Cash Book Template.

Recurring, template, or one-off


If something goes wrong

  • No Recurring Transaction menu. The role needs recurr_new. Ask the owner.
  • Use Recurring does nothing useful. Select a row first.
  • Cannot save the recurring. Template Name is empty or already used.
  • Scheduled did not appear. Check Start Date, Interval, and Next Date on the listing. Use Recurring if you need one now.
  • You wanted a cash-book spreadsheet. That is Cash Book Template, not this listing.
  • You deleted the recurring and expected the documents to vanish. They stay on the normal listing. Delete only removes the schedule or template.