How to Create a Recurring Journal Entry Schedule

A recurring schedule starts from the exact same modal you use for any one-time journal entry. There is no separate schedule editor, you build the entry once and turn on a toggle to make it repeat.

1. Open the General Ledger page and click Add Journal Entry (or, if a Recurring GL tab already exists for the property, click New Recurring Entry from that tab instead, this opens the same modal with recurring already turned on).
2. Enter a Description and build the Journal Lines the same way you would for a normal entry: pick accounts, enter debits and credits, and set the fund for each line. The lines must balance (total debits equal total credits) before you can save, exactly like any journal entry.
3. Below the lines, flip the Make it recurring toggle ("Repeat this entry automatically on a schedule").

4. Turning the toggle on reveals the Recurrence schedule section. The standalone Entry Date field disappears, the Starts date you set in this section becomes the single date source for the entry.

5. Set the cadence:
   • Frequency: Weekly, Biweekly, Monthly, Quarterly, Semi-annual, or Annual.
   • Every: how many frequency units apart each occurrence runs (for example, "every 2 months"). Range 1 to 60.
   • Starts: the date the first occurrence posts on.
6. Choose how the schedule ends, under Ends:
   • Never: the schedule keeps generating entries until you pause or delete it.
   • On date: pick an end date. It appears in a field next to Starts, and must fall on or after the start date.
   • After N occurrences: enter a count instead of a date. A stepper lets you set the number of occurrences (default 12, range 1 to 60), and URBI shows a live "Ends on " preview underneath, computed from your Starts date, Frequency, and Every settings, so you always see the resulting end date before you save.

7. Choose a First entry option:
   • Post the first entry now: occurrence #1 posts to the GL immediately when you save.
   • Wait until the start date: nothing posts immediately; the first occurrence generates automatically on the Starts date.
8. Click Create & post recurring entry (if posting the first entry now) or Create recurring entry (if waiting). The schedule is created and, going forward, every generated entry posts straight to the GL, there is no draft step.

Pause, resume, edit, or delete a schedule

From the Recurring GL tab, each schedule row has actions:

• Run Now: generates and posts the next occurrence immediately, without changing the schedule's regular cadence.
• Edit: reopens the same Create Journal Entry modal, prefilled with the schedule's lines and cadence, so you can change the accounts, amounts, description, frequency, interval, dates, or Ends mode. The First-entry choice does not appear in edit mode since saving an edit never posts an extra occurrence. If you set or leave a Starts date in the past, it is silently moved forward to today.
• Pause: stops the schedule from generating new entries until you resume it. Existing generated entries are not affected.
• Resume: re-arms a paused schedule to run again on its next scheduled date.
• Delete: removes the schedule. Entries it already generated stay in your ledger; only future generation stops.

On a phone or narrow screen, the same list and actions appear as a stack of mobile cards.

Good to know

• A schedule's timezone is set automatically from the property's location, so there is nothing to configure there.
• Every generated entry is a balanced, audit-logged journal entry linked back to its schedule, so you can always trace it to the recurring entry that produced it.
• Board members can see schedules and their generated entries in the Recurring GL tab, but the create, edit, pause/resume, and delete actions are hidden for board accounts.
• Generated entries always post automatically. There is no draft-for-review mode.