General Ledger
Tip
Only releases with enhancements or resolved issues for this module have content below.
The Recalculate Financial Balances page, in the General Ledger Accounting hub, allows you to process a recalc for GL Accounts, Projects, Students and Vendors. This recalculation will locate all transactions in the General Ledger with a U (unposted), C (current), or Y (year) status and the balances for each account with matching transactions will be recalculated.
Tip
A new "Can recalculate financial balances" permission is available in the General Ledger Accounting Processes role to provide access to this feature.
A GL Account Component Definitions page allows you to edit and create components from the General Ledger Administration hub. Select a component from the drop-down box where you want to add a new definition. The components listed will change depending on your selection. Add new component definitions by clicking the Create definitions button or edit an existing definition description using the edit icon 
on the row you want to change.
Note
The components in the drop-down are defined by your institution on the GL Settings page during the initial setup. Some of the common components used by schools are Organization, Fund, Department, and Object; however you can determine the components based on your schools needs.
Tip
A new "Can manage GL account component definitions" permission was added to the General Ledger Administration role in the new General Ledger Definitions section.
The Source Code Definitions page in the General Ledger Administration hub allows you manage the available codes that identify the origination and type for each transaction. You can view existing codes, create new definitions, and edit definition details.
Tip
A new "Can manage source code definitions" permission was added to the General Ledger Administration role in the new General Ledger Definitions section.
Users can now rearrange columns on datasheets throughout General Ledger, Fixed Assets, and Budget.
In GL Accounting roles a new Can post batches they created permission was added to all batch roles (except preliminary batches) to provide added security and limitations to batch users.
Use the new Import Batches page to create batches from an external file. This wizard guides you through each part of the process and uses mapping templates to ensure the imported data is accurately added to the system.
Month close process is now available in Jenzabar One Web General Ledger Accounting. This process finalizes and closes out all financial activity for the preceding month, reviewing, documenting, and reconciling all financial transactions for that period. Month Close applies to all transactions for the month including their respective accounts, and affects the GL account balances, batches, and associated transactions.
Year Close process is now available in Jenzabar One Web General Ledger Accounting. This process allows you to roll all transactions from the year you are closing to their appropriate place within the General Ledger, move the summary balances in the GL Accounts to the previous year's balances, and allow you to start with a clean slate for a new year.
User Defined Fields are now available on the GL Accounts, GL Transactions, and Calculate Balances pages in J1 Web.
Enhanced options to view details for multiple selections is now available on the GL Accounts, Projects, Batches, and Monthly Adjustments pages. Select one or more options from the list section and click the Open option. You will notice a switcher at the top of the Details page with arrows to move between the selections. No more than 50 selections can be viewed on the switcher.
Reports in the General Ledger Accounting hub have been updated to run in the background. When you generate a GL report, the process will run while the you continue to use the application. You'll be notified when it completes.
Custom Content Blocks are now available on the General Ledger Accounting and General Ledger Administration Hub Summary pages.
2023.3
The General Ledger Accounting hub lets you manage GL accounts and security, batches, account balances, projects, and generate reports. The General Ledger Administration hub lets administrators manage the settings and configurations for the General Ledger module.
Access to General Ledger hubs is granted via the General Ledger Accounting and General Ledger Administration roles and permissions.
Note
Certain reporting and definition windows are not yet available in J1 Web and are planned for a future release. The following Desktop windows don't yet have an accompanying page in J1 Web.
Texas TRS Payroll Funding Category Definition
State Account Code Definition
Oklahoma TRS Payroll Funding Category Definition
Import Payroll Transactions
Recalculate Financial Balances
Define Journal Source Codes
Turn On/Off Posting to Closed Months
Due To/From Definition
Create Account Components
Setup A/P & A/R Subsidiary Definitions
Grant Budget Override Privileges
Define Currency Conversion Rates
G/L Year Close
Define Report Cells Manually
Define Auto Report Cell Account Ranges
Create Report Cells Automatically
Deprecation Expense Transfer
The following windows will not be brought into J1 Web.
Define Alternate Account Security Groups
Setup Account Security
Financial Reporting
Manage Reporting Line Items
Budget to Actual Variance Report
Create and Run Report Cell Reports
The General Ledger Settings page provides the same functionality as Desktop's General Configuration window, G/L tab. From this page, you can view and update the General Ledger Configuration, Account Number Structure and Component Configuration, Project Dropdown Filtering, and Budget Checking. The Campus Portal Migration section is new and only available in J1 Web. This setting disables the Campus Portal GL Account Lookup feature and positions your school to migrate Campus Portal users to working in J1 Web.
Warning
There are additional Campus Portal features being moved to J1 Web in future releases. For implementation purposes, Jenzabar recommends not migrating GL Lookup functionality to J1 Web until after the other Campus Portal features are also available in J1 Web. For more details on the other Campus Portal features moving to J1 Web, see J1 Web Enhancements.
The Batch List page lets you view and create batches for most source codes. From this page, you can use the Batch Filter to find batches that meet specific criteria, such as status (posted (C) batches can be searched from this page), batch number, and posted date. Additionally, you can post, download, reverse, summarize, unlock, and delete batches, and generate batch reports.
The Create Batch page can be accessed from the Batch List or the General Ledger Accounting hub options. When a Source Code is selected, the transaction details spreadsheet is editable. The Details link above the spreadsheet provides a summary of debits and credits entered.
Note
Some source codes can't be selected from the Source Code drop-down because those batches are created in other system processes (e.g., IV, RC, and MS).
The Batch Details page lets you review and update batch details. Use the Batch options button to post, summarize, reverse, or delete the batch. You can also generate the Print Edit report and create new batches from the Batch options.
You can also import batches from the Transaction Import table (TRANS_HIST_IMPORT) from the Import Batch page. Follow the steps on the page to select and import transactions from the table.
Note
Importing batches from a source file is functionality planned for a future release.
The Monthly Adjustment process is treated as a batch process in J1 Web. From the Monthly Adjustments tab, you can create, update, or delete adjustment transactions on the Monthly Adjustment List. Click the Create adjustment button to open the Create Adjustment page.
The Create Adjustment page lets you designate an adjustment number and the months the adjustment transactions should be processed.
Use the Run Monthly Adjustment Process tab to select a month and adjustments to process. When the Process & generate file button is clicked, MA batches are created for each monthly adjustment number selected for the process.
The GL Accounts list page lets you view the accounts in your system. From this page, you can use the GL Account Filter to narrow down the list of accounts, open the account details page, as well as download, edit, recalculate, and delete accounts.
Note
GL account access is managed by the General Ledger Accounting roles, permissions, and associations. This page will show only the accounts the user has access to.
The Create GL Accounts wizard guides you through the process to set up new accounts. During the process, you can set up account security by designating which roles can access the account.
After accounts are created, the GL Account Details page lets you view and update general information on the Summary tab. You can also view account activity (Activity tab), the roles and users with access to the account (Security tab), and any budgets associated with the account (Budget tab).
The GL Account Activity page lets you review balance information for a range of accounts. Use the balance buttons in the GL Account Sheet to view account actuals.
Note
This page provides the same functionality as the Campus Portal GL Account Lookup feature. When you migrate users from the Campus Portal to J1 Web, this is the page they'll use to search for and find account activity.
The Project List page lets you view your school's projects. Use the Project Filter to find specific project based on selected criteria. From the Project List, you can open the project detail pages, and use the More drop-down to send communications to the project manager, generate Project Summary reports, download, and delete projects.
Note
Project code access is managed by the General Ledger Accounting Project Access role, permissions, and associations. This page will show only the projects the user has access to.
The Create Project page lets you add project codes to the system and designate which roles and users can access the code. These codes can be added to transactions and line items throughout the Finance hubs.
The Project Details page lets you view and update general project information as well as review project activity from the Summary tab. The Project Component tab lets you view balance information for GL account components associated with the project, and the Security tab displays the roles and users with access to the project. Use the Project options button to create new projects, generate the Project Summary report, or delete the project.
The GL Transactions page lets you review individual transaction activity. 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. 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.
Use the Calculate Balances page to get balance summaries for a range of accounts, either through today's date or for a specific fiscal period.
Generate various reports from the Reports section of the General Ledger Accounting hub navigation. The following reports can be generated:
Fund Balance Audit
Month Close
Month Close Selection*
Trial Balance*
Year Close Exceptions
Year to Date History
* These reports must be recustomized and saved to the J1 Web PBL; customizations made in Desktop will not work for these reports. For more information about customizing reports for J1 Web, see Working with Reports in J1 Web.
Updates to the Define Currency Conversion Rates Window
To help keep your currencies up to date, several updates have been made to the Define Currency Conversion Rates window.
In the Settings - General Ledger activity center, "Define Currency Conversation Rates" was renamed "Define Currency Conversion Rates" correcting the original misspelling.
A new Update Exchange Rates button beneath the table is available when at least one row is selected and a Base Currency is set up. Clicking the button will refresh the Currency Conversion Rates table, pulling real-time exchange rates and automatically updating the Receipting Exchange Rates and Accounts Payable Exchange Rates fields for selected rows.
Tip
The currency codes must be entered in standard ISO format (such as USD for US Dollar or CAD for Canadian Dollar) for the Currency Conversion to work properly.
A new View Currency History button will allow you to open a new window named Currency Conversion Rate History listing all the updates made to the currencies listed in your system sorted with the most recent updates at the top.
Issue | Description |
|---|---|
208111 | A timestamp was added to edited GL transactions versus existing transactions, which caused the dates to be off. This generated an error when the Print Edit was run and kept funds from being properly allocated. |
46199 | When editing or viewing a transaction batch on the Transaction Groups window the transactions sometimes sorted incorrectly. |
RN33791 | The Transaction Groups window displayed some batches as summarized even when they could not be summarized. |
RN40397 | When a user was designated with read-only permission for a GL account, the account type field was editable. |
RN43261 | Saving a large transaction group took an excessive amount of time and prevented students from checking their balances in the Campus Portal. |
RN44101 | When an account code was changed in an unposted batch, the TRANS_HIST.GL_MASTER_APPID was not updated. |
RN44266 | Saving a large transaction group on the Transaction Entry window took an excessive amount of time. |
RN53540 | If an Account Code was changed, the GL_MASTER_APPID was not in sync, causing an issue when used in a report or third party integration. |
RN53997 | If an Account Code changed, the GL_MASTER_APPID didn't stay in sync. This issue impacted several module areas noted with the following issue numbers: RN53540, RN53993, RN53994, RN53999, RN54000, RN53995, RN53996 and RN53998. They were resolved simultaneously. |
Issue | Description |
|---|---|
RN38412 | When an FA batch was reversed, rows were not inserted into the TRANS_HIST_EXT_PF table. |
RN38415 | The Recalculate Financial Balances process failed if the associated student's user name in the Subsid_Master table was more than 15 characters. |
RN38421 | On the Transaction Entry window, saved column display order did not work as expected in certain situations. |
RN41912 | The Year End Close process failed when Keep month history past 2 years was selected on the G/L Year Close window and there was a balance larger than the allowed value in gl_master_year_ext, bal_his_yr_1. The column size has been increased to handle this situation. |
RN43261 | Saving a large transaction group prevented students from being able to check their balances in the Campus Portal. |
RN46684 | When users tried to enter transactions in the Transaction Entry window, if the transaction source code was not marked as 1098-T eligible they received an error and couldn't save the transaction. |
RN48539 | When working on the Display G/L Transaction Details window, drop-downs for 1098-T Academic Year, 1098-T Academic Term and Billing Period were not allowing users to type in a value. |
2022.1
2021.3
Issue | Description |
|---|---|
87675 | On the Add GL Accounts window, new accounts didn't honor the default description setting. |
107018 | On the Transaction Groups window, deleting a batch updated the REG_PAYMNTS_CTL table, even when the batch was unrelated to regular payments. |
170522 | On the Transaction Entry window, batches didn't always include recently created GL accounts, and errors were triggered. |
RN23286 | Financial reports' variable posted balance didn't include a fund account's increase and decrease activity for the current and future year. Now the balance will include the increase and decrease. This is a return to earlier functionality. |
RN27295 | The Monthly Adjustment and Trial Balance processes were slow. The performance issues involved a combined insert-update trigger on the trans_hist table. We replaced the trigger with with separate triggers for insert and update, and we redesigned the stored procedure that processes the data. |
Issue | Description |
|---|---|
RN17754 | On the Transaction History window, an error message displayed when users clicked the Comments icon. |
RN18787 | When JL batches were created on the Transaction Entry window, CREATE_DTE and POST_DTE were incorrect. |
RN19220 | The Create Monthly Adjustment Transactions process was not setting the Job Name, Job Time, and User Name on MA source code transactions. |
RN20220 | The State Revenue Code on the G/L Accounts window, GL Master tab was not appearing for OK-licensed clients. |
Issue | Description |
|---|---|
154274 | The financial report incorrectly summed line items on the data tab when line items were added to the right of the existing report columns. |
RN9971 | Performance issue when trying to insert/update rows in a large TRANS_HIST table. |
RN11196 | The transaction process produced a warning message and did not summarize transactions without an ID number. |
Issue | Description |
|---|---|
162785 | Financial Reporting - Variable Posted Balance included incr_decr_fund_bal for Fund type accounts when running the report for the current year, when it should only be included when running the report for a future year. |
184020 | The Search for the Available Accounts and Report Line Item Accounts grids on the Manage Report Line Items window are not using the wildcard method correctly. |
193869 | The Summarize Details process in the Transaction Groups window throws an error when attempting to summarize Charge (CG) transactions that are attached to course charges. The Summarize function is now unavailable when the selected batches contain charges attached to students and courses. |
195294 | An error occurred when clicking the Export to Excel link on the Transaction Detail page of the Account Lookup feature. |
81538 | An error occurred when moving to Step two of the Add GL Accounts window if a component contained a non-numeric character. |
199778 | The Account Lookup feature was populating the End Period field with an incorrect value after a year was selected from the drop-down list. |
Issue | Description |
|---|---|
154319 | When an error would occur in the Paste from Excel functionality, the system did not indicate the location of the bad data in the source spreadsheet. Now it does. |
193866 | Business names weren't being printed in the Print Edit report. |
Updates to Month Close Selection Window
A new field, Beginning Date for Encumbrance Transactions, is available on the Month Close Selection window. Adding a beginning date for encumbrance transactions limits the process to the date range specified and improves performance.
The beginning dates for encumbrance transactions and G/L transactions now default to the first day of the earliest month that has not been closed. For example, if the last closed month is June 2019, the beginning dates default to July 1, 2019.
Issue | Description |
|---|---|
182009 | Account balances were not updated after batches were posted from the Transaction Groups window. |
184034 | When posting a batch from the Transaction Groups window, the posting process was not properly updating balances for certain batches. |
New Flag for 1098-T Eligible Subsidiaries
A new 1098-T Eligible flag was added to the Setup A/P & A/R Subsidiary Definitions window. Use this checkbox to select subsidiaries that are 1098-T eligible for more flexibility with how general ledger transactions are evaluated by the 1098-T process. Select the checkbox if you want transactions with the subsidiary code included in 1098-Ts, specifically in the calculation for Box 1, Eligible Payments.
Tip
The Receipt Entry Detail window will only require the year and term to be entered if there is an ID Number entered and the Subsidiary Code associated with the A/R Code (Receipt Code) is flagged as 1098-T Eligible.
Issue | Description |
|---|---|
163899 | Some GL report generator reports did not print properly on some machines because they used the Courier font. This has been fixed by using Courier New. |
Issue | Description |
|---|---|
137066 | The Recalculate Financial Balances process would not update the fund balance when a fund account was no longer associated with an income or an expense account. This has been resolved. |
163588 | Select reports showed vertical bars in place of uppercase characters which impacted the report’s appearance in different versions of Microsoft Windows (particularly Win 10). This has been resolved. |
166774 | GL_MASTER_SECURITY_VIEW had a typo in the view syntax, where component 1 was referenced instead of component 2. The view syntax was corrected to reference the proper component values. |
134925 | J1 Desktop crashed when running the GL Accumulated Depreciation Summary and GL Depreciation Expense Summary reports. The issue was resolved. |
Issue | Description |
|---|---|
163588 | Select reports showed vertical bars in place of uppercase characters which impacted the report’s appearance in different versions of Microsoft Windows (particularly Win 10). |
Issue | Description |
|---|---|
143338 | When editing a large batch in the Transaction Entry window, there are performance issues related to project codes. It is running the project code filtering for each row being processed for every project code. When thousands of project codes exist, running this process can take a long time. As a workaround, checking the "Filter project drop-down based on project start date and project expiration date checkboxes on the General Configuration window corrects this issue. The selection query has been updated so it performs better. |
146234 | Occasionally when editing a requisition, the transaction history data was inadvertently removed by the system. |
146608 | The Import Journal Transactions process is having performance issues related to project codes. As a workaround, in the General Configuration window, Project tab, select the "Filter project dropdown based on project start date and project expiration date". The selection query has been updated so it performs better. |