Go to Common Tasks > Billing > Generate Journal.

This script produces a report showing all line items that have been created or processed since the last time a Journal was generated. Journalising line items 'closes' them off so they can no longer be edited (unless the user logs in with a higher access account).

When you select this button:

  1. You will be taken to the Student Accounts file and the script will pause in Find mode. The search criteria that has been entered automatically will find ALL items that have been billed, but not yet journalised, as well as any PAYMENTS that have been made (including overpayments that have been carried forward and not yet applied to an invoice, so therefore these line items do not yet have a date in the Billing Date.)  Line items that have been entered and not yet invoiced should NOT be included in the Journal (and won't be if you keep the search criteria as is).
  2. If you wish to edit the search criteria, you can do so at this point (but make sure you're certain of what you're asking!)
  3. Select Continue at the top right of the screen. If any records match your search criteria, you will now see them on the screen. If no records match, you will get a message asking you to try again.
  4. Preview your records on this screen.  You can sort by selecting the column headings. View more detail if required by selecting a particular record.  (To get back to this screen again, select the List View symbol.) If you wish to omit (hide) any records from the found set, select the record, then select 'Records' from the menu at the top of the screen, then 'Omit record'.  You can also edit or delete records on this screen.  Select the cross at the far right of the line to delete an individual record.  Keep in mind, however, that these records HAVE BEEN PROCESSED, so if you change anything, you are editing an actual invoice.  If you wish to cancel and start over, simply close the window.
  5. When you're satisfied with the found set of records, select the white Show Journal Summary button at the top of the screen.  This takes you to a screen which summarises the records by Category, then Description 1.  At this stage, the records have not yet been journalised.  To journalise (or 'finalise') them, select the white Export to Excel and FINALISE records button at the top of the screen.  This will produce an Excel spreadsheet of the summary (which should open automatically).  The current date will display on the Sheet tab.  You will then be asked if you wish to FINALISE the records.  You can cancel at this point.  Otherwise, select Continue and a Journal Date (today's date) will be entered in each of the records of the found set. 
  6. The process will finish on the List View screen.