GL Transactions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Transactions are the foundation of journal entry, allowing you to record financial data pertaining to your institution.
The GL Transactions page lets you review individual transaction activity. The Column Selector button on the toolbar lets you add or remove columns, and the Download button lets you save the transaction information in an Excel file.
To work with transactions in the General Ledger Accounting hub, users will need some combination of the following:
Roles | Role Permissions |
|---|---|
General Ledger Accounting GL Transaction Access | Can view GL transactions Can edit GL transactions Can download to Excel Can calculate balances |
You can use the GL Transaction Filter to find specific transactions, then click the Batch Number links to view details about the batch the transactions were in.
GL Account Number
GL Account Components
GL Account Description
Source Code
Batch Number
Transaction Line Number
Transaction Amount
Transaction Date
Transaction Description
GL Transaction Encumbrance Status
Encumbrance Flag
Subsidiary Transaction Status
Transaction Type
Folio
Project Code
Project Description
Student ID
Student Name
AR Subsidiary Code
Vendor ID
Vendor Name
AP Subsidiary Code
Use this page to quickly view all transactions that are posted or posted in a closed month/year. From this page, you can link to a batch or to the account number associated with the transaction.
Every transaction goes through a series of status codes that identifies the stage of the transaction.
Status Code | Description | Explanation |
|---|---|---|
S | Requires Review | Transactions with the S status are incomplete or incorrect and do not contribute to any of the balances on the G/L Master table. |
U | Ready to Post | Transactions with the U status are error-free transactions that have not yet been posted and do contribute to the unposted balances in the G/L Master table. |
C | Posted to GL | Transactions with the C status are those that are error-free, have been posted, and do contribute to the posted balances in the G/L Master table. |
What if I need to edit a posted transaction?
All transactions must be edited (checked for accuracy) prior to posting them into the General Ledger system. Once posted they can only be canceled out, edited, and re-posted Editable transactions can only be done on transactions that have not yet been posted. These transactions will have a status of S (Suspended) or U (Unposted).
Yes. In the GL Transaction Filter use the Transaction Amount filter to locate a specific transaction with a dollar amount.
No. The Transaction Date field is not editable on the GL Transaction or Calculate Balance pages.
Unfortunately, they do not currently persist to the next time you come to the page but that is something that is planned for a future release.
A journal entry is the recording of financial data in the form of transactions. These transactions provide an audit trail and help maintain an institutions financials once posted to the General Ledger.
Each journal entry will consist of at least one credit and debit entry, however, it can have multiple entries. While the number of entries for debits and credits does not have to match, the total amount of the debits must equal the total amount of the credit within a journal entry or batch.