Table of Contents
Recurring Entry Overview...........................................................................................................................2
Why Use Recurring Entries......................................................................................................................3
Significance..............................................................................................................................................3
Limitations...............................................................................................................................................3
Key Characteristics...................................................................................................................................3
Configuration Process for Recurring Document.........................................................................................4
Execution of the Recurring entry document through GUI..........................................................................5
Step 1 -Create a recurring document template.......................................................................................5
Step 2- View List of Recurring Documents F.15........................................................................................8
Step 3- Post the recurring entries using transaction code F.14:...............................................................9
Step 4- Process the batch session using transaction code SM35:..........................................................10
Step 5 -View the posted documents using transaction code FBL3N......................................................11
Step 6- View the posted documents using transaction code FB03........................................................11
Step 7-View the posted documents using transaction code FBD3.........................................................12
Recurring Document execution through Fiori Tile....................................................................................13
Recurring Entry Overview
Recurring entry functionality in SAP is a feature that allows automatic
creation of accounting entries based on predefined parameters. This
functionality is useful for business transactions that are repeated
regularly, such as rent or insurance payments, where the amount and
period remain the same
They allow us to post the same accounting entry repeatedly without
having to re-enter all the details each time.
Recurring Entries are used when you have to create the same entries
every month or the same entries on certain dates.
Rather than creating these entries manually every month, you can set
these up in the system and then run a job to process it .
In the G/L accounting area, recurring entries can be used (for example,
for periodic posting of deferrals and accruals) if there are fixed
amounts to be posted. The following data in a recurring entry
document remains unchanged:
● Posting Key
● Account
● Amounts
You only need to enter the data that changes occasionally in a
recurring entry document. This document doesn’t result in transaction
figures being updated. The recurring entry program uses this
document to create a journal entry.
Why Use Recurring Entries
Saves time and reduces data entry errors by automating repetitive
postings.
Ensures consistency by posting the same amounts to the same
accounts each period.
Reduces the risk of forgetting to post an entry
Significance
Automates repetitive postings, saving time and reducing errors.
Ensures consistency in posting the same amounts to the same
accounts each period.
Provides an audit trail of recurring entries posted
Limitations
Cannot be used to post cross-company code transactions.
Requires careful configuration and monitoring to ensure entries are
posted correctly each period.
Key Characteristics
Automatic creation of accounting entries
Based on predefined parameters
Used for repetitive business transactions
Amount and period remain the same
Configuration Process for Recurring
Document
1. Create a recurring document template using transaction
code FBD1:
Enter the company code, first and last run dates, interval, and
run date.
Specify the GL accounts and amounts for the first- and second-
line items.
Save the template.
2. View List of Recurring Documents F.15
To view the list of recurring documents, use T-Code F.15.
Enter company Code, Fiscal year, Document number, and
execute to view the list.
3. Post the recurring entries using transaction code F.14:
Enter the company code, document number, fiscal year, and
next run date.
Execute to create a batch session.
4. Process the batch session using transaction code SM35:
Run the session in the background or foreground.
Check the log for confirmation that the documents were posted.
5. View the posted documents using transaction code FBD3
6. Use transaction code FBD2 to change recurring documents
7. Use transaction code FBD4 to view the change log of recurring
documents, we can see all changes made to the recurring document,
including the date, time, and user who made the change.
Execution of the Recurring entry
document through GUI
Step 1 -Create a recurring document template
-Use the t -code FBD1 or use the menu path
Accounting->Financial Accounting>General Ledger->Document Entry-
>Reference Document / FBD1
Enter the recurring entry info
1-Comany code– Enter the company code for which you are creating this
recurring entry.
2-First on – This is the first date that this recurring entry will post
3-Last run on– The last time when this recurring entry will be posted.
4-Interval in months- Enter how often you want to generate entry. (1) Would
be monthly; (2) Bi-monthly: (3) Quarterly, etc.
5-Run date– Calendar Day on which the recurring entry is to be carried out. If
you do not specify a day, then the calendar day which you entered in the
“First run on” field is used.
6-Run Schedule– This is used if you are going to specify specific dates on
which the recurring entries should be posted.
7-Document Type-Specify the document type that this recurring entry
document should use.
8-Account– This is the master account, e.g. vendor, G/L etc.
Hit Enter and move on to the next screen.
Enter the Amount and other relevant info on this screen
2-Posting key– Enter the posting key for the offsetting line& enter the
account number
click on next and enter the rest of the info
Click on the save icon to post it. It will give you the document number that
SAP posted.
Note- this document is not an FI document. if you go to FB03, you will not
see this document.
Step 2- View List of Recurring Documents F.15
To view the list of recurring documents, use T-Code F.15.
Enter company Code, Fiscal year, Document number, and
execute to view the list.
Journal Entry
Step 3- Post the recurring entries using transaction
code F.14:
FBD1 creates the recurring entry document and F.14 posts these
documents.
A batch job is usually scheduled which runs the F.14 code.
Enter the following info.
Company code for which you are creating these postings. You can enter
multiple company codes.
2-Enter the settlement period for the recurring entry document.
In the recurring entry document, you would have entered a first one date
and an interval in months, that tells the system when this document
should be posted.
3-Enter a name for the batch input session name (this is the name you
see in SM35)
4-User name– Enter the username on the posted document.
Click on execute and you will see a message that the session was created.
Step 4- Process the batch session using transaction
code SM35:
Run the session in the background or foreground.
Check the log for confirmation that the documents were posted.
Go to SM35 to view this session.
Select it and process it.
It usually processes it in display errors only mode.
Step 5 -View the posted documents using transaction
code FBL3N
Go to FBL3N (General Ledger Line-Item Display) to check the recurring entry. The recurring entry will be
posted every month on the 27th, as per the recurring program setup.
Step 6- View the posted documents using transaction
code FB03
We can then go to FB03 to view the document that was posted.
Click on go to- recurring entry data to view the recurring entry info.
It shows you which recurring entry document was used to create the FI
posting.
If we need to view a list of the documents posted by a certain recurring entry
document or view all the recurring entry documents
Step 7-View the posted documents using transaction
code FBD3
We can also view a specific recurring entry document using FBD3.
Recurring Document execution through
Fiori Tile
To execute the recurring document functionality in SAP Fiori, specifically
using the app "Manage Recurring Journal Entries" (F1598), you can
follow these sequential steps:
Steps to Execute Recurring Document Functionality
[Link] the Fiori App:
Open the SAP Fiori launchpad and navigate to the app Manage
Recurring Journal Entries (F1598).
[Link] a Recurring Journal Entry: Click on Create to initiate a new
recurring journal entry. Fill in the required details such as:
Company Code
Document Type
Currency
Frequency (e.g., monthly, quarterly)
Start Date and End Date for the recurring entry.
[Link] Line Items:
Enter the line items for the journal entry. This includes specifying the GL
accounts, amounts, and any relevant cost centers or profit centers.
Save the Recurring Document:
After entering all necessary details, save the recurring journal entry. This will
store the entry in the system for future processing.
[Link] Posting:
To process the recurring entries, you can either run the posting manually or
set it up as a batch job. For manual posting, use transaction code F.14 to
execute the recurring entries based on the defined schedule. Input the
company code and document number, then execute.
[Link] Posting (Optional):
If you prefer automation, you can schedule a batch job using transaction
code SM36. This job will run program SAPF120, which processes the
recurring journal entries at specified intervals without manual intervention.
[Link] Batch Jobs:
Use transaction code SM35 to monitor the execution of the batch jobs. This
allows you to check the status of the posting sessions created by the
recurring entries.
[Link] Posted Entries:
After processing, review the posted entries using Fiori Tile Display Journal
Entries to ensure that all entries have been recorded correctly in the
General Ledger.
[Link] Notes
Change Recurring Entries: If you need to modify an existing recurring entry,
use app Manage Recurring Journal Entries”
Display Recurring Entries: To view a list of all recurring documents, you can
use app “Manage Recurring Journal Entries”
Display the Changes to Recurring Entry: To view a list of recurring
documents that have been modified, you can use the app “Display
Changes of the Recurring Entry.” “