How to create, configure and delete recurring entry documents in SAP

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.

Creation of recurring entry documents

Use the tcode 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. See example later on in this section.

7-Document Type-Specify the document type that this recurring entry document should use.

8-Currency– The currency in which the posting is to happen.

9-Reference– This is the source document number. An example might be the lease or contract number.

10-Document header Text-Enter the type of expense e.g. Admin fee

11-Posting Key-Enter the posting key. Do a drop down to see which posting key you should be using.

12-Account– This is the master account, e.g. vendor, G/L etc.

Hit Enter and move on to the next screen.

1- Enter the Amount and other releveant info on this screen

2-Posting key– Enter the posting key for the offsetting line

3- Enter the account number

click on next and enter the rest of the info.

Click on the overview icon to see the entry that you will be posting.

Click on the save icon to post it. It will give you the document number that SAP posted.

Click on Display to view it. it will take you to FBD3.

Note- this document is not an FI document. if you go to FB03, you will not see this document.

Posting the document via 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 tcode.

Enter the following info.

1- 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 on date and an interval in months, that tells the system when this document should post.

3-Enter a name for the batch input session name( this is the name you see in SM35)

4- User name– Enter the user name on the posted document.

Click on execute and you will see a message that the session was created.

Go to SM35 to view this session.

Select it and process it.

I usually process it in display errors only mode.

I am running it now in the foreground so you can see what SAP is posting.

All the info is coming from the document that was created in FBD1.

The document number in there is the recurring entry document.

Hit enter and the DR and the CR side will be posted.

You can change any info that you want since this is run in the foreground, but that is not recommended.

If you need to make any changes to the recurring entry document, then do so via FBD2.

Click on save after al the info is entered.

You can then go to FB03 to view the document that was posted.

click on enter and you can 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 you need to view a list of the documents posted by a certain recurring entry document or view all the recurring entry documents, then you can run BKPF and enter DBBLG not equal to blank and get the info.

You can also view a specific recurring entry document using FBD3.

If you need the entire list, then click on the list icon.

Enter the criteria by which you are searching for the recurring entry document and click on enter.

In this case, there is only one recurring entry document for this company code.

Configuration of recurring entry documents

There aren’t a lot of steps for the configuration of recurring entries.

These are needed when you want to create a run Schedule.

Generally, you would have recurring entries that start on a certain date and end on a certain date and have a run interval which tells the system how often it should run.

For example,

1st run date is 1/1/2019

Last run date is 12/31/2019

internval is 1 month/

This means that this recurring entry will post on the first date of every month.

But you could have a situation where you want certain entries to post biweekly or on certain dates.

Here’s when you create a run schedule e.g. Biweekly

and then you enter the dates on which it should run.

You can also skip dates in between. SAP will create these documents based on the dates that you entered in the configuration of these run schedules.

Create a run schedule, e.g. 1000. This is just the placeholder text.

You need to link this to the dates when the recurring entries should run.

In this example, we want the recurring entries to post on 1/15/2019, 2/10/2019 and 3/20/2019.

Run Schedules in recurring entries

Once the config is set up, you can go to FBD1 and create the recurring entry.

The only difference here is that you enter a run schedule that this recurring entry goes with.

Enter the rest of the info as usual.

and save the document.

Document gets posted

Once the document is posted, run F.14 to post the recurring document.

The posting should happen on 1/15. Just for testing, I tried processing it on 1/14 and nothing got posted.

In the screen above, no session was created in F.14 as the settlement period was entered as 1/14/2019, but we entered the first run on date as 1/15/2019

I changed it to 1/15 and it created a session and I processed the session.

If you go to the recurring entry in FBD2, you can see that it was first posted on 1/15 and the next posting date is 2/20

If I run it on 2/9/2019, it doesn’t create a session

but if I change the date to include 2/10/2019 and it created a session.

process the session in SM35

and the document gets posted on 2/10

Deleting the recurring entry document

In some cases, you may need to delete a recurring entry document. Use the below steps to delete it.

Access the recurring entry through FBD2.

Enter the document number and the company code.

Enter the info and hit enter and you will see the recurring entry document

Click on Environment- Recurring entry document.

This will bring up the recurring entry info.

The document doesn’t get deleted when you check this box.

The next step is to run F.56

Enter teh company code and the document number that you want to delete. Have the test run on initially and execute it.

The recurring entry document will show up click on the log icon to see more details.

Since there are no errors, go back and process it in real mode.

Click on Yes to confirm.

You will get a message like this andd then same screen shows up

The document has been deleted.

You can go back and run it again with a test run

Nothing will show up now since the document has already been deleted.

You can also confirm by going to FBD3

Nothing shows up since the document was already deleted.