Post Transaction

These instructions will guide you through posting a variety of transactions in JCampus.

1. Select Funds from the area on the left side of the screen.
2. Under Entry select Post Transaction.
3. The default District and School information will be based on your security settings.

   NOTE If you are a district user, you will need to make a school selection.

4. The Post Date is the default value for the first entry but can be changed when posting a new transaction. The changed post date will become the default date.
5. The From Date and To Date is a date range for selecting the transactions to display on the screen.

   For example if the date range is 02-01-2015 thru 02-04-2015 and you use 02-10-2015 as a post date for a new entry, the new entry will not be displayed until you return to the setup box and change the date range to include the 02-10-2015 date.

6. Select Yes or No to print receipts.
7. Receipt No options:

   NOTE--a receipt number does NOT have to be entered at this point. However, if the pre-printed receipt number needs to be skipped for any reason, be sure to change the number to the next available receipt number on the setup box before posting the next deposit.

   • Leave it blank and the system will automatically increment the number based on the last number used.
   • If using a pre-printed receipt set of receipt numbers, enter the first receipt number if changing to a new book of receipts.
8. Click Ok to enter the posting transactions screen.

Instructions for posting a new transaction

1. Ignore the Key column—it is used to store your school number, district number and posting date.
2. Select transaction type--TR column. Refer to the table at the bottom of this page for the description of each transaction type.
3. Select month--M column.
4. Click in the Vendor field to select the vendor if required. A Vendor Name/Description popup will appear. To make a selection, click the check box to the left of the Vendor name.

   NOTE: If Transaction Type 12 is used, click the Vend No field and enter name and address of check payee

5. Enter Vendor Ref which is usually an invoice number; or, you may leave this field blank and the software will enter the date and time as the reference number.
6. Ck No options
   • Information will be automatically created for an Adjustment (ADJ), a Deposit (DEP), a Transfer (TRA), a Debit Card (D CARD), and Interest (INT).
   • If you are using the check printing module leave the Ck No field blank for Transaction Type 10 or 12.
   • If you are manually writing checks or using transaction type 11, enter the check number in the Ck No field.
7. Click the Pay Date field to get the default post date to appear on the screen. Or click the calendar icon on the right to select a new post date. This will become the new default pay date.
8. Click in the Account cell and the Accounts Distribution window will appear on the screen.
9. Select the Account Name by highlighting the account name; enter amount to be posted to the selected account and enter a comment if needed
10. Enter additional account(s) and amount(s) in the same distribution window for the same vendor.
11. Click the Total button to verify the total of the amounts being paid to this vendor.

    NOTE--If the transaction involves a credit entry on a vendor statement, click on the negative sign to highlight the sign; then, click the delete button on the keyboard, complete the remaining part of the entry as usual. If the net result of a credit is not a negative amount (the usual indicator that the entry is a payment) then no check will be printed on the next print checks process. These entries will be included on the next print checks process where the next result for unprinted checks is a negative.

12. Click OK on the distribution window.

    NOTE: Amounts will automatically be positive or negative depending on the transaction type selected in step 2 above.

    Do NOT type in account numbers as this will interfere with the record saving process.

13. Ignore the columns for Cat, Div, Po, and RPV.
14. Enter a BRIEF comment. You may enter invoice information here.

    NOTE: If you leave the comment field(s) blank, a pre-formated comment will be created that includes the date and a time stamp.

15. To the right of the Save cell is a check box. Use this check box to indicate any check that needs to be printed separately from a group of check transactions that would be included on the same check number.
16. Click the Save cell at the far right of the screen.

    The receipt number will be created at this time and will be displayed to the right of the comment field.

    NOTE: If you selected multiple accounts in the distribution window, all entries will be displayed after clicking the save cell.

Transaction Type	Transaction Description	Used: Yes/No	Ck No Field	Special Notes
08	Student Acct. Rec.	No	N/A
09	State Acct. Rec.	No	N/A
10	Write Computer Check	Optional	Blank	Ck No will be entered by system when checks are printed.
11	Manual Written Check	Yes	####
12	Miscellaneous Check	Yes	####	Used for checks written to person/business not found in Vendor File.
13	Debit Card	Optional	D Card
15	Automatic Entry	No	N/A	Computer generated transaction during the EOY closeout procedure. Users will never be displayed on the posting transaction screen.
20	Adjustment Negative	Yes	ADJ
21	Adjustment Positive	Yes	ADJ
22	Misc Adj Negative	Yes	ADJ
23	Misc Adj Positive	Yes	ADJ
30	Deposit Checks	Yes	DEP
31	Deposit Cash Bills	Yes	DEP
32	Deposit Cash Coins	Yes	DEP
34	Misc/Stu Deposits	Optional	DEP
40	Interest Income	Yes	INT
50	Transfer of Funds	Yes	TRA
51	Misc Transfer of Funds	Yes	TRA
99	Voided Check	Yes	Orig Ck No	Use this type to replace an original transaction type for a check written in the current month. The original amount of the check will be changed to $0.00.