Journal Entry (JE) Batch Editor

1 About
2 Prerequisites
3 Required permissions
4 Create and post a batch
5 Create and post a recurring batch
- 5.1 Create recurring batch
- 5.2 Post recurring batch
- 5.3 Delete recurring batch
6 Modify a posted batch

About

Your general ledger records accounting transactions. Here you can create and edit entries in bulk.

Prerequisites

Fiscal year created.

Required permissions

Module	Number	Description

Module	Number	Description
General ledger	103	Journal entry maintenance
General ledger	383	Recurring journal entries

Create and post a batch

Go to Accounting > JE Batch Editor.
Enter the Book.
Campus Cafe predetermines the Book Number based upon the last book number posted to the journal. This prevents multiple entries to the same book and number, keeping all book - book number pairings unique by batch.
Click in Cost Center and Select the account. The account automatically populates on the batch editor.
Optionally select a PET number.
Enter the entry Description.
Enter the entry Amount.

An example transaction for book 1, cost center 1, account 500 for $100.
Click Add To Batch.
The entry appears on the screen.
Enter additional entries, clicking Add To Batch after each entry. The overall batch must total zero to ensure your credits and debts balance.
These entries balance because the amounts sum to zero.
Enter a Batch Post Date and click Post Batch.
A report opens in a new tab as a PDF. Ensure your browser allows new windows.

Create and post a recurring batch

You may find you post the same entries on a regular basis. Campus Cafe can save you time by saving these entries as a recurring batch.

Create recurring batch

Create a batch but don’t post it.
In Recurring Batch Settings enter a Batch Name and click Create Recurring.
Confirm by clicking Create Recurring again.

Post recurring batch

This option is only available if you don’t already have an open batch in progress. Complete any in-progress open batches before starting these directions.

Go to Accounting > JE Batch Editor.
Select Select Recurring and choose a batch.
Click Retrieve Batch.
Enter a Batch Post Date and click Post Batch.
A report opens in a new tab as a PDF. Ensure your browser allows new windows.

Delete recurring batch

Deleting a recurring batch doesn’t reverse any entities but removes it from being selected and posted in the future.

Go to Accounting > JE Batch Editor.
Under Delete Recurring Batch select the Batch Name and click Delete Recurring.
Click Delete Recurring again to confirm.

Modify a posted batch

If you wish to change a previously posted batch, you can retrieve the report. Only batches posted after the last posting date in GL Control (periods which have not been closed) are available to retrieve and change.

Retrieving a batch unposts it. Once you retrieve a batch, you must repost it, even if no changes are made.

This option is only available if you don’t already have an open batch in progress. Complete any in-progress open batches before starting these directions.

Go to Accounting > JE Batch Editor.
In Select a Batch to Retrieve choose the batch and click Retrieve Batch.
To edit an entry, select it and then click Edit.
The entry’s details appear. Make adjustments to the entry and click Update.
Ensure all your entries sum to zero to indicate they are in balance.
Enter a Batch Post Date and click Post Batch.
A report opens in a new tab as a PDF. Ensure your browser allows new windows.