About

You can create journal entries in bulk though this function.

Prerequisites

• Fiscal year created.

Required permissions

Create and post a batch

1. Go to Accounting > JE Batch Editor.

2. Enter the Book. You may not use the following system-generated books, which are used by Campus Cafe as part of automated processing.

   • CH (Charge): Revenue to various G/L accounts based on transaction code.

   • IN (Invoice): Offset to student A/R for per Fund Master (table GLCOMP) A/R designation or override to A/R in the transaction code.

   • CR (Cash Received): Cash received.

   • PM (Payment): Offset to student A/R for cash received per Fund Master (table GLCOMP) A/R designation or override to A/R in the transaction code.

   • MI (Miscellaneous Cash) Non-Student Ledger related cash received.

   • OA (Other amount) Offset for Non-Student related cash received.

   • CD (cash Disbursement) Cash disbursed for checks written or ACH.

   • AP (Accounts Payable) = Debit to A/P to offset cash disbursed and credit to A/P to offset expenses vouched.

   • EX: Expenses to various G/L accounts per vouchers created.

   • AX: Used for reversal of voucher in a voided check.

3. 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.

4. Click in Cost Center and Select the account. The account automatically populates on the batch editor.

5. Optionally select a PET number.

6. Enter the entry Description.

7. Enter the entry Amount.
   
   

   Open

   

   An example transaction for book 1, cost center 1, account 500 for $100.

8. Click Add To Batch. The entry appears on the screen.

9. Enter additional entries, clicking Add To Batch after each entry. The overall batch must total zero to ensure your credits and debts balance.

   Open

   

   These entries balance because the amounts sum to zero.

    

10. Enter a Batch Post Date and click Post Batch.

11. 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

1. Create a batch of entries but don’t post it.

2. In Recurring Batch Settings enter a Batch Name and click Create Recurring.
   
   

3. Confirm by clicking Create Recurring again.

Post recurring batch

1. Go to Accounting > JE Batch Editor.

2. Select Select Recurring and choose a batch.
   
   

3. Click Retrieve Batch.

4. Enter a Batch Post Date and click Post Batch.

5. 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.

1. Go to Accounting > JE Batch Editor.

2. Under Delete Recurring Batch select the Batch Name and click Delete Recurring.

3. 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.

1. Go to Accounting > JE Batch Editor.

2. In Select a Batch to Retrieve choose the batch and click Retrieve Batch.

3. To edit an entry, select it and then click Edit.

4. The entry’s details appear. Make adjustments to the entry and click Update.

5. Ensure all your entries sum to zero to indicate they are in balance.

6. Enter a Batch Post Date and click Post Batch.

7. A report opens in a new tab as a PDF. Ensure your browser allows new windows.