2021 GL Release Notes

2021 General Ledger Release Notes

In June 2021, Campus Cafe restructured its general ledger. The new format contains two-sided transactions in all subsidiary ledgers. This allows viewing all transactions in real time.  

Updated Reports

New reports accommodate these changes. New reports include:

• Quickbooks Export 2022 (must be used for all exports for transactions after 6/30/2021)
• Quickbooks Export Detail 2022 (must be used for all exports for transactions after 6/30/2021)
• MS Dynamics Export 2022 (must be used for all exports for transactions after 6/30/2021)
• Other reports have been changed to accommodate the new data including batch update reports.

Student Ledger Accounts Receivable (AR) Codes

You may notice new codes on the student ledger.

Billing codes

• CH (charge) - typically represents a credit in the transaction amount column and the general ledger account would be a revenue account. 
• IN  (invoice) - typically represents a debit in the accounts receivable credit amount column and the general ledger account would always be the AR control account (e.g. 11000). 

Note entries could be the opposite if you were reversing a charge such as tuition. This is done by changing the sign on the transaction. 

Payment codes

• CR (credit) - typically represents a debit in the transaction amount column and the general ledger account would be the cash account (e.g. 10000). 
• PM (payment) - typically represents a credit in the accounts receivable credit amount column and the general ledger account would always be the AR control account (e.g. 11000). 
• OA (other amount) - typically represents an optional debit or credit to another general ledger account 

Miscellaneous cash codes

• MI (miscellaneous) - typically represents a debit in the transaction amount column and the general ledger account would be a the cash account. 
• OA (other amount) - typically represents a credit in the transaction amount column and the GL account would always be what is entered in the offset. 

Accounts Payable Codes

You may notice new codes in the accounts payable module.

Account payable codes

• AP (accounts payable) - represents a record credited to accounts payable
• EX (expense) - represents a record debited to the expense

Check codes

• AP (accounts payable) - represents a record credited to accounts payable 
• CD (credit) - represents a record credited to cash

All transactions can be view through the General Ledger Lookup in Campus Café accounting menu and through the various reports in the accounting system.