Schedule Journal Entry Run

Scheduling a Journal Entry Run is an option for users who are familiar with creating a new journal entry run, see Create Journal Entry Run and are ready to automate Journal Entry Runs with a schedule.

Preconditions:

Any of the following records are created or entered for the period, and in their final status for the month that is targeted for the Scheduled Journal Entry Run (valid final statuses listed in parentheses):

1. Subscriptions (Active, Cancelled, Changed, Renewed)
2. Billing Runs (Posted or Deleted)
3. Payment Runs (Completed)
4. Invoices (Posted, Paid, Partially Paid)
5. Payments (Processed, Reversed)
6. Refunds (Succeeded)
7. Credits (Processed, Reversed)
8. Usage (Active, Cancelled, Changed, Renewed)

Follow this procedure when:

1. Experienced with creating Journal Entry Runs in Ordway and ready to automate.
2. Interested in scheduling one or many Journal Entry Runs.

Steps:

1. Navigate to Menu > Setup > Schedules.
2. Next to Journal Entry Run Schedules, click + Add.
3. Select Schedule frequency: Daily, Weekly, or Monthly.
4. For Transaction Date, select one of the following:
• Current Financial Period: All transaction dates in the current financial period.
• All Transactions before End Date of Current Financial Period: All transaction dates prior to the first day of the current financial period. 
5. For Journal Entry Date, select one of the following:
• Transaction Date - this is a best practice and is associated with the date of the transaction in Ordway (e.g. Invoice Date, Payment received date, Credit issue date, Refund processed date, etc.)
• Execution Date - this option is selected when the Journal Entry date has to match the date of Journal Entry creation
• End of Financial Period - this option is selected when the Journal Entry date has to match the end of Financial Period regardless of when it is run.
6. For Transaction Types, select All Transactions as a best practice to ensure all transactions are included in the Journal Entry Run.
7. Save when finished.

Note that the Scheduled Journal Entry Run is scheduled by the response Schedule successfully saved.

Review Scheduled Journal Entry Run

Upon completion of the Scheduled Journal Entry Run, review the Journal Entries by one of the following:

1. Click Export via the More menu.
2. View Journal Entries, by navigating to Menu > Finance > Journal Entries.
3. Navigate to Menu > Finance > Financial Periods, which summarizes the Journal Entries created from the Journal Entry Run.

Note: it may contain Journal Entries as a result of other Journal Entry Runs.