Click on Scheduler > Journals to access the Scheduled Journals page.
Click on New Schedule to schedule a journal.
Fill in the different details needed for the scheduled journal.
You can create scheduled manual & cash journals.
Scheduled Manual Journals are created when you do not select any bank/cash accounts in the journal entries
Scheduled Cash journals are created when you select at least 1 bank/cash account in the journal entries.
Yes. You can choose the start date by modifying the Schedule Date, and choose the end date by modifying the End Date when setting up the schedule details.
You can set the frequency of a schedule by adjusting the Repeat field and End Date field.
Currently, Juan allows frequencies of:
Does not repeat (This means that the invoice will only be scheduled to be sent out once.)
Daily
Weekly
Monthly
Quarterly
Yearly
The End Date can be set manually or automatically using the Autofill End Date function.
Yes, no further action from you is required. Juan will handle the creation of the scheduled journal on the scheduled date.
If you need to make changes to the scheduled journals before its created, you can edit it by clicking on the journal that you'd like to modify.
You will be able to see the previously created journal details and make any edits that you need.
Yes, you can fill up the different details just like when creating a normal journal.
Yes, you can. First, select a payment account that is different from your base currency. For example, if your base currency is SGD, select a USD account.
Click on the debit or credit field for the journal entry of the cross-currency account, depending on what you would like to enter.
A Convert Amount modal will show, and you will be able to set the exchange rate for the cross-currency payment.
Juan requires that you set an exchange rate for the cross-currency payment.
You will not be able to save the journal schedule if you do not have an exchange rate set.
Yes, you can create a scheduled journal in the currency of your choice.
Set the journal currency by clicking on the currency ISO in the debit/credit headers.
You can set a fixed rate to be used for every journal by clicking on the pencil icon OR Juan will automatically use the available rate on the day(s) the schedule runs, fetched from the organization rates or 3rd party.
The FX rate set for the scheduled journal can be found on the schedules view screen and hovering over the currency ISO.
Juan currently does not support notifications whenever a journal is created from a schedule.
There are currently no limits to the number of scheduled journals you can create on Juan.
Yes, you can create a schedule with start and end dates in the past.
After creating the schedule, the schedule will immediately run, and the journal will be immediately created.
Updating a schedule will have no impact on previously created journals from the schedule.
Any changes made will only be reflected in new journals that are created from the schedule.
Any changes made will be contained in the journal itself. The original journal schedule and its details will not be affected, and will not see any changes.
You can stop a schedule by making the schedule inactive.
Alternatively, you can also delete the schedule from the same menu.
Simply make an inactive schedule active to restart it.
Note: If the end date is earlier than the day of restarting the schedule, you will have to update the end date to the current day or later for the schedule to restart.
Making a schedule inactive stops any new journals from being created based on the schedule.
If you make an inactive schedule active, new journals will start being created again the next time the scheduled date or frequency is reached.
Yes, you can duplicate a schedule.
No, creating a scheduled journal will not affect any financial reports.
Financial reports will be affected only after a journal is created and active based on the schedule.
If the journal was created from a one-off schedule, the schedule will turn inactive as soon as the journal is created. As such, there will be no further impact on the schedule even if you void the journal at this point.
If the journal was created from a recurring journal schedule, the schedule will run as normal the next time the designated scheduled date or frequency is reached. A new journal will be created from the schedule at that point.
Yes, you can add dynamic information to scheduled journals using scheduler strings. These strings generate dynamic data based on the transaction date, with values automatically updated relative to the date.
You can find the available scheduler strings in the information tooltip on clicking 'Learn more' while creating a new scheduled journal.
Hover over the string you want to use and click the copy icon to insert it into the journal template
You can use the scheduler strings in the following fields along with static data
Journal Reference
Description
When the scheduler runs and generates a journal, the strings will be replaced with dynamic values based on the scheduler string type and the generated bill's transaction date.
