The Accounts Journal is a report showing all line items that have been created or processed since the last time a Journal was generated. The report, once generated, can be ‘finalised’ or ‘journalised’. The line items are then frozen so they can no longer be edited with a standard access account.
To generate a journal, navigate to the ‘Billing’ category in ‘What Do You Want to Do?’ and select ‘Generate Journal’.
The script will first open the Student Accounts File in find mode with pre-set find requests which can be edited before continuing. It is recommended never to edit the find requests to search for line items that are not yet invoiced, as finalising the journal will prevent the items from being invoiced in future.
Next, the script will execute the find and display the found set for review.
Select ‘Show Journal Summery’ to continue to the summary. Then select ‘Export to Excel and Finalise Records’ to export the journal and freeze the line items.