General Ledger Interface​

The type of transactions uploaded to the general ledger:

  • Receipting (revenue) transactions
  • Adjustments of prior receipts (wrong student and wrong item adjustments)
  • InTouch journal entries: true journal entries tied to InTouch items and optionally associated with students; a memo is attached for a description
  • NSF transactions: when a check is marked NSF, a reflection of the credit to cash and, generally, the debit to revenues
  • Refund transactions: refund transactions can be optionally uploaded: (dr to revenue, cr to cash)

How the upload works

The upload process retrieves from the centralized InTouch database transactions relative to the search criteria entered in the interface. For example, if a particular site was selected for a selected date range, then only that site would be included in the output file.

The output file - a text file formatted in accordance with import specifications of the general ledger journal entry function, (most often) created when running the interface module. This file is then pulled in or imported into the general ledger, reviewed and posted.

There are the following basic steps involved:

  • Review and internal compliance of the InTouch Receipting System ( a general parameter is the users close out (reconcile) and deposit their funds to the bank or district courier) – this end of period closeout function is trained in the InTouch Receipting system training
  • Generation of the file to be uploaded to the general ledger based on selected criteria – district office level – what is to be posted to the general ledger
  • Upload of the file – outside of InTouch Receipting, based on the format and process of the District general ledger

Sample of data available

Detailed information: receipt number, student name, item, amount, date, memo, account/fund

Adjustment information: from/to where, student affected