How to use templates for recurring journal entries

What is it for?

Some journal entries repeat every month (rent, insurance, a loan instalment). Instead of typing them by hand, you define an entry template with the accounts and how the amount is split between the sides, and apply it with the month's amount: fiscaldoo creates the journal entry as a draft, which you check and post.

When to use it?

• A manual journal entry that is the same every month and does not come from an invoice.
• Journal entries with the same layout and different amounts.
• Do not use a template for invoices, which have their own document and VAT: the template only creates journal items.

Where to find it?

• Define the templates: Accounting › Configure › General › Entry templates.
• Apply a template: the Apply button on the template form, or Accounting › Record › Entries › Apply entry template.

Before you start

• The profile is Accountant.
• You know the accounts and the side of each line. Pending validation by a certified accountant: the accounts to use for each type of recurring journal entry (in the example, 6261 and 121).

How to use it

1. Open Entry templates. In a company with no templates, the screen says “No entry templates. Define the lines of a recurring entry (rent, insurance, loan) once and apply it with the amount of the month.” and offers New and Load examples.
2. Click New. Type the Name (“Renda mensal do escritório”) and the Suggested journal (“Miscellaneous Operations”). On each line choose the Account, the Direction (Debit or Credit), the Value type and the Value. The Value type can be Percentage of the base, Fixed amount or Rest (balances the entry). In the example: 6261 Rents and leases, Debit, Percentage of the base 100; and 121 Current accounts, Credit, Rest (balances the entry).
3. Save. The chatter records “Entry template created” and the form gets the Apply button. Times used stays at 0.
4. Click Apply. The Apply entry template window asks for the Model, the Date, the Base amount and, optionally, the Journal, the Partner and the Reference. Type the Base amount (€500.00) and the Reference (“Renda de novembro de 2026”): the preview shows the calculated lines, 6261 Rents and leases 500.00 debit and 121 Current accounts 500.00 credit.
5. Click Create draft entry. The journal entry opens in Draft, Balanced (debits €500.00, credits €500.00), with the note “Created from the entry template “Renda mensal do escritório” with a base of 500.0.”
6. Check the accounts and amounts and click Post. The journal entry gets its number (OD/2026/00107) and becomes Posted.

Expected result

• The posted journal entry has the template's lines with the month's amount: in the example, D 6261 Rents and leases €500.00 and C 121 Current accounts €500.00, in the Miscellaneous Operations journal, with SAF-T transaction type “N — Normal”.
• The template stays on the list, for the following month.
• The template does not create journal entries by itself: it only creates the draft when you click Apply, and the journal entry only counts once it is posted.

Important notes

• The draft does not count in the accounts until it is posted: check it first.
• Partner: each template line has the Partner field and so does the Apply window. The partner from the window goes on every line of the created journal entry (tested with Cloud Services Inc.: both lines got the partner and the journal entry had no partner in the header).
• Fixed amount: a line with Fixed amount always has the same amount, whatever the Base amount. Tested with a template “Seguro anual com valor fixo” (debit 6263 Insurance, fixed amount 120.00; credit 111 Cash, Rest): with a base amount of €0.01 and of €300.00 the preview gives €120.00 on both sides. The Rest balances whatever is left.
• VAT: the template has no VAT or tax field. The lines are only accounts, direction and amount, so a template does not calculate VAT: record the VAT as an extra line, with the VAT account and the amount, or use an invoice.
• Load examples: the button creates three, even if templates already exist: Insurance premium (6263 Insurance debit, 111 Cash as Rest), Loan instalment (25111 Bank loans 80%, 6911 Interest on loans obtained 20%, 111 Cash as Rest; applied with €500.00 it gives €400.00 and €100.00 debit and €500.00 credit) and Monthly rent (6261 Rents and leases, 111 Cash). Check the accounts, which use Cash, before applying them.
• Closed fiscal year: if the journal entry's date falls in a fiscal year that is already closed, the window says “The fiscal year 2026 (01/01/2026 to 31/12/2026) is closed: you cannot create the journal entry… ask Fiscal administration for an exception with a reason”.
• To correct a journal entry posted by mistake, do not delete it: reverse it.

Common problems

“The base amount must be greater than zero”

• Symptom: when you click Create draft entry with the Base amount at €0.00, “Invalid Operation: The base amount must be greater than zero (it is 0.0). Enter the amount the template is applied to.”
• What to do: type the Base amount and click again.