What are Recurring
entries?

Recurring entries allows the business a function for automatic
creation of accounting entries based on the predefined parameters.

Once the Recurring entries are created they get posted into
the SAP system as per the defined schedule by the business.

Use of this functionality is only recommended to be used
only if the account assignments objects, General ledger accounts don’t change
when the document is posted.

Recurring entries can be used in General Ledger, Accounts
Payables and Accounts Receivables postings and thus this functionality of SAP
can be used for various requirements of recurring documents postings

For Example if the Business requires the rent payments
executed each month of $1000 then we can create the recurring entries to post
those particular expenses.

Also if there are any changes we can do so and recurring
entry functionality tracks all these changes and we can see all the changes
which have been done.

How we can set up
Recurring entries in SAP?

The process to create recurring entries in SAP is pretty
straight forward and simple and this process can be used for variety of purposes.

Example shown in this document is just an reference to show how
to proceed with the process .

You can create recurring document for anything like GL posting,
AP posting or AR postings however the process will be similar as displayed in
the below screen shots.

Create the recurring document ( Please note that
recurring document number range is X1)

Transaction code FBD1

Recurring1.png

Recurring2.png

Recurring3.png

Recurring4.png

To Display Recurring Documents Transaction code FBD3

Recurring6.png

Create Recurring Documents in Books Transaction code F.14

You need to fill the details of the recurring document earlier created.

If the schedule have been defined then the recurring documents will be created as per the schedule.

Press Execute as shown in below screen shot and the Session will be created.

Recurring7.png

You can see the session of the recurring document using the transaction code SM35

Once the session is completed the Recurring document is
created in the General Ledger.  You can display usingTransaction code FB03

Recurring 8.png

Changes In Recurring document

For example if the situation arises that we need to change the recurring documents

Execute the T code
FBD2 and here we changed the payment terms from ZK26 to ZK25 and Saved it

Recurring9.png

Please note-

Some times there are requirements to see the change log  by the Business of the recurring documents we can see using the transaction code FBD4 and please notice it tracks all the frequent changes done in the past for the recurring document.

Below Screen shows the changes done in the other recurring document not shown in the above example for reference.

Recurring 10.png

Conclusion- Recurring entries is a very helpful process to post the repitative Accounting/Invoice postings in a easier and accurate way and it saves times of the end users in doing this activity every month.

Mostly this functionality can be used for booking accruals it they are same each month, Rent or Lease rental payments, Utility Bills etc.

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6 Comments

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  1. Paul Hardy

    One other tip when you are creating recurring entries I came across (in 1997 when I first started doing this) is that you can put “escape” variables in the header of the document so that (for example) the name of the month changes each time the recurring document gets posted.

    Cheersy Cheers

    Paul

    (0) 
    1. Kinjal Sheth

      Hi Paul, I am new in the SAP world. Can you please explain a little bit more about the “escape” variables that you talked about?

      Thanks,

      Kinjal

      (0) 
      1. Paul Hardy

        The idea is that instead of having a text description for the entry like “Rates for January 2016” you replace the month and the year with secret codes, and at run time SAP replaces those codes with the actual year and month. Just like when you have an error message with &V1& inside it.

        You won’t fin this fun fact in any official SAP help!

        It has been 16 years since I last did this, so I have no idea what those codes are, which is not much help to you.

        (0) 

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