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 transaction groups with an S (requires review) or U (ready for review) status. From this page, you can link to the batch where the transaction is grouped or to the account number associated with the transaction.
Source Code Definitions
Use this feature to create, delete, or edit custom source codes. A source code is assigned to a transaction to identify the office in which they originated and to identify the type of transactions contained within a batch.
Tip
Jenzabar One uses 2-character source codes to identify the transaction type and originating office for batches.
To access and work with the Source Code Definitions page, users will need the Can manage source code definitions on the General Ledger Administration role.
The following list shows the pre-defined source codes with their description and the office that generates the transaction; however, you can add additional source codes to meet your institution's needs at any time.
Batch Type | Associated Source Codes |
|---|---|
Accounts Payable | IM - Immediate check invoices IV - Regular check invoices MN - Manual check invoices RF - Refunds from vendors VD - Void check invoices |
Adjustment | JL - Journal entries MA - Monthly adjustments |
Charge | CG - Student charges (automatically created) FC - Finance charges IT - Interest earned TP - Tuition paid in advance |
Conversion | CV - Conversion necessary |
Customized | Any custom source codes your school creates. |
Development | GF - Development gifts |
Disbursement | DB - Disbursements |
Financial Aid | FA - Financial Aid LD - In-House Disbursement LO - Financial Aid Loan |
Fixed Asset | FX - Fixed assets |
GST Credits | TX - GST tax credits |
Miscellaneous | MS - Miscellaneous transactions |
Payroll | FR - Fringe benefits - Payroll LB - Labor distribution - Payroll |
Preliminary | @C - Preliminary student charges @F - Preliminary financial aid |
Receipt | RC - A/R Receipts |
Access the Source Code Definitions page from the General Ledger Administration hub.
Click the green Create definitions button.
On the Create Source Code Definitions pop-up, enter the required details.
Click either Save and create another to add more new source codes, or Create and close to finish.
Your new source code(s) will appear in the definitions list.
From the Source Code Definitions page in the General Ledger Administration Hub you can see the list of defined source codes.
Click into the Quick Filters box and type a word or partial word.
Once you've typed what you want to search, click the word to add it to the filter.
Your results will appear in the list of definitions.
From the Source Code Definitions page in the General Ledger Administration Hub you can see the list of defined source codes.
Locate the source code you want to edit in the definitions list, then click the Edit
icon. 
From the Edit Definition pop-up, you can make changes to any of the fields, except the Code field.
When you're sure you want to apply the edits you've made, click Update.
From the Source Code Definitions page in the General Ledger Administration Hub you can see the list of defined source codes.
Select one or more checkboxes on the source code definition entry you want to delete.
Click the More drop-down button, and select Delete.
The Delete Definitions? pop-up lists the selected definition in two categories:
Ready to Delete: Definitions that can be deleted.
Unable to Delete: Definitions the can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one of the source codes listed in the Ready to Delete section, click the Remove
icon to remove them from the list. When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.
From the Source Code Definitions page in the General Ledger Administration Hub you can see the list of defined source codes.
Select one or more checkboxes on the source code definition entries you want to download.
Click the More drop-down button, and select Download.
From the Download to Excel pop-up, choose the worksheet options, columns, and format.
Click Download.
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 Review | 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. |
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.