Journal Entry Upload
- Chris Barrett
About journal entry upload
If you use Campus Cafe as your accounting module, you may need to record journal entries. If you have many entries, you can record these in a spreadsheet and upload the spreadsheet to create entries in Campus Cafe.
Prerequisites
Create fiscal year.
Create cost centers.
Create general ledger accounts.
Required permissions
Module | Number | Description |
|---|---|---|
General Ledger | 440 | Provides access to upload entries from a spreadsheet |
Prepare a spreadsheet of entries
Using Microsoft Excel, Google sheets or another spreadsheet software, create a new spreadsheet with the below columns in order. Save the file in Excel (.xlxs) format.
For each transaction, you must create a positive (credit) entry and a negative (debit) entry that must equal zero. Your overall balance in your sheet must equal zero.
Template file
Column | Description | Required |
|---|---|---|
CC_GL | The cost center followed by a dash followed by the general ledger account associated with the entry. For example, Cost Center 100, Account 300 would be 100-300. Each transaction should credit one account and debit another. | Yes |
AMOUNT | The dollar value of the entry | Yes |
BOOKNUMBER | The book number. | Yes |
BOOK | The book. May be a number or text. For example PR. | Yes |
DESCRIPTION | Explanation of the entry, descriptions over 30 characters will be truncated to 30 characters | Yes |
PET | Project expense transaction code associated with the entry | No |
Upload spreadsheet
Go to Accounting > Journal Entry Upload.
Click Browse and select your spreadsheet.
Click Submit.
