Creating Prepaid Expenses Journals

Note:

This page mainly describes the process for creating prepaid expense journals using the Prepaid Expenses Lightning Page introduced in Summer 2026. For information on using the existing Prepaid Expenses page, see Using the Prepaid Expenses Page.

Tip:

In order to create prepaid expenses journals you must have at least one prepaid expenses schedule definition active in your org. For more information, see What Is a Prepaid Expenses Schedule Definition?

Using the Prepaid Expenses Lightning Page

Note:

Journal proposals are limited to a maximum of 200 lines. If you create a proposal that contains more than 200 lines, a warning message displays and some lines are not added to the proposal. The lines that are not added to the proposal are available for you to create a new proposal when you have completed the current one and generated the journals.

To create prepaid expenses journals:

  1. Click the Prepaid Expenses Lightning Page tab. The Journal Proposal page displays details of any existing prepaid expense journal proposals.
  2. Click Add Expense Lines. The Add Expense Lines window displays.
  3. Select the prepaid expense lines that you want to create prepaid expenses journals for. You can select multiple prepaid expense lines to consolidate them into one journal proposal, or you can select individual lines.
    4. Tip:

    You can use the Expense Lines Dynamic Fields field set on the Payable Invoice Expenses Line Items object to change the columns displayed on the Add Expense Lines window. The Account, Period and Net Value columns cannot be removed. For more information, see Payable Invoice Expense Line Item Field Sets.

  4. Click Next. The criteria selection page displays.
  5. Select the interval between the journals you want to create. The available intervals are defined by your prepaid expenses schedule definitions. To define additional intervals, see Creating Prepaid Expenses Schedule Definitions.
  6. Use the Start Date and End Date fields to select the date range for the prepaid expenses journals you want to create. If all selected payable invoice expense lines have the same start and end dates, the Start Date and End Date fields are automatically populated. If you select multiple prepaid expense lines with different start date and end dates, then these fields are left blank. You can modify the default values if needed.
    7. Note: You must have a financial calendar defined in your org for the full date range selected. If you do not have a financial calendar defined for the full date range selected, an error occurs when you attempt to generate a journal proposal.
  7. Select the general ledger account that you want to post the prepaid expenses journals to.
  8. [Optional] The Copy Line Dimensions field is selected by default. Dimensions are copied from the selected payable invoice expense line items to the corresponding prepaid expense lines in the journals. To override the line item dimensions, clear the Copy Dimensions field and select values in the Dimension fields. Any dimensions that are selected here are copied to all lines in the prepaid expenses journals.
  9. [Optional] The Copy Description field is selected by default. Descriptions are copied from the selected line items to the corresponding prepaid expense lines in the journal. To override line item descriptions, clear the Copy Description field and enter your description in the Description field. The description is copied to all lines in the prepaid expenses journals.
  10. Click Add To Proposal. The Prepaid Expanses tab now displays the details of the journals to be created, grouped under their source prepaid expense lines. You can now review the proposal and make changes before generating the prepaid expenses journals.
  11. Select the prepaid expense lines that you want to use to create journals. Any lines that you do not select will still be available for you to create additional journals from.
  12. Click Generate Prepaid Expenses Journals. This runs a batch process to generate the journals. You receive an email and a notification when the creation of the prepaid expenses journals is complete.
Warning:

This page is no longer supported and will be deprecated in a future release. We recommend that you use the Prepaid Expenses Lightning Page instead.

To create prepaid expenses journals:

  1. Click the Prepaid Expenses tab. The Prepaid Expenses Lines grid displays all prepaid expense lines belonging to posted payable invoices for the selected company without prepaid expenses journals created.
  2. Select the prepaid expense lines that you want to create prepaid expenses journals for. You can select multiple prepaid expense lines to consolidate them into one journals proposal, or you can select an individual line.
  3. Select the interval between the journals you want to create. To define additional periods see Creating Prepaid Expenses Schedule Definitions.
  4. Use the Start Date and End Date fields to select the date range for the prepaid expenses journals you want to create. When you select a prepaid expense line item, the start and end date default to the start date and end date of the prepaid expense line. If you select multiple prepaid expense lines with different start date and end dates, then the start and end date are left blank. You can modify the default values if needed.
    5. Note:

    Note: You must have a financial calendar defined in your org for the full date range selected. If you do not have a financial calendar defined for the full date range selected, an error is created when you attempt to generate a journals proposal.

  5. Select the general ledger account that you want to post the prepaid expenses journals to.
  6. [Optional] Select the dimensions that you want to use. Any dimensions that are selected here are set on the prepaid expenses journals.
  7. Click Add to Journals Proposal. The button is inactive until you have selected prepaid expense lines and populated the fields outlined above.
  8. [Optional] Repeat steps 2 to 7 to create additional proposals.
  9. The Journals Proposal grid is now displayed. The grid displays the details of the journals to be created, grouped under their source prepaid expense lines.
  10. If you want, you can remove a group of journal lines from the journal proposal using Delete Bin. You might want to do this if, for example, you select the wrong prepaid expenses definition or the wrong payable invoice expense line. When you click Delete Bin this removes the proposed journal lines from the proposal and the payable expense line is moved back to the expenses line grid.
  11. Click Generate Prepaid Expenses Journals. This runs a batch process to generate the journals. Click View Progress to view the progress of the batch process. You receive an email notification when the creation of the prepaid expenses journals is complete.

Editing Journal Proposals

Before generating your prepaid expense journals you can review and edit them. You can add or discard expense lines, edit descriptions and update general ledger account and dimension information.

Viewing Prepaid Expense Journals

You can navigate to the Journals tab to review the journals created. These have the status "In Progress" and must be posted manually. If you want, you can add journal descriptions or journal line descriptions before you post the journals.

Tip:

To help you identify prepaid expenses journals, you can use the Prepaid Expense Journal type field to create a custom list view. For more information on creating custom list views, see the Salesforce Help.

If a prepaid expense is in a different currency to your company's home currency, the exchange rate used on the original payable invoice is applied to the prepaid expenses journals override currency rate. For more information, see About Currency Overrides on Journals.