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Generating Direct to GL Entries

Some transactions, such as Admissions Application Web Services (AAWS) fee payment transactions, are not posted to the student account. Use the Generate Direct to GL Entries (SSF_RUNCTL_GL_TRNS) component to post these transactions directly to the general ledger.

This section discusses how to generate Direct to GL entries.

Page Name

Definition Name

Navigation

Usage

Generate Direct to GL Entries

SSF_RUNCTL_GL_TRNS

select Student Financials, then select GL Interface, then select Generate Direct to GL Entries, then select Generate Direct to GL Entries

Generate Direct to GL entries.

Access the Generate Direct to GL Entries page (select Student Financials, then select GL Interface, then select Generate Direct to GL Entries, then select Generate Direct to GL Entries).

Image: Generate Direct to GL Entries page

This example illustrates the fields and controls on the Generate Direct to GL Entries page. You can find definitions for the fields and controls later on this page.

Generate Direct to GL Entries page

Use this page to run the Generate Direct to GL Entries (SSF_GL_TRANS) process to generate accounting entries for the transactions that are neither associated with nor appear on the student account—for example, AAWS fee transactions.

The GL Transaction (SSF_GL_TRANS) table contains all successfully authorized payment transactions that are not posted to the student account. The SSF_GL_TRANS process moves the entries from the GL Transaction table to the Accounting Line table PS_SF_ACCTG_LN. No follow on transactions, for example, reversals and/or refunds, are possible for these payments—after they are sent to the GL, all changes must be done manually.

For AAWS, the Complete ePayment web service authorizes payment transactions. If payment is authorized, the Amount Sent to GL field is updated in the Application Transactions staging component and when the application is successfully posted, the value is carried through to the Application Items page in the core production Application Maintenance component. The Generate Direct to GL process uses the Amount Sent to GL value.

See:

The GL Transaction table contains item types (that have been set up for Direct to GL) to represent the GL chartfields.

To set up AAWS item types for Direct to GL, select the Post to GL from AAWS App check box on the Application Fees page select (Set Up SACR, then select Student Financials, then select Admission Fees, then select Application Fees). The Application Fee Item Types link appears—click the link to access the Application Fee Item Types page and define the item types.

See:

Required Parameters

Field or Control

Definition
Business Unit

Enter the business unit of the Direct to GL entries that you are transferring to your institution's general ledger.
Journal Template

Enter the journal template that you want to use to create the transactions.

This field is not available if Oracle Financials is selected in the Financial System group box on the SF Installation page.
Manual Batch Publish

Click to access the Batch Publish page. This link appears if your system interacts with either PeopleSoft Financials or Oracle Financials.

Transaction Date

The Direct to GL process selects all transactions, based on required parameters, that have a transaction date less than or equal to the current date or the date that you specify.