Post to the General Ledger (Third-Party)

Posting to the general ledger involves searching for and identifying transactions that fit specific criteria, such as transaction type or transaction date range, and exporting the matches to a .csv to export into your school's preferred accounting software.

Note: Schools can post directly to the general ledger in Blackbaud Financial Edge NXT.

Journal references are identifiers that categorize transactions and assist with the audit trail. Once established, journal references persist and do not need to be set again.

To define journal references:

  1. Select Edit journal references.

  2. Enter the journal code (e.g., Student Billing).

  3. Select a drop-down for each transaction type to use that drop-down selection data in the Journal reference field.

    Tip: For example, to add a First name and Last name to the Journal reference field for Charges with a space between the first and last name, select First name, then select <space> from the drop-down below it. Finally, select Last name from the bottommost drop-down. Follow this pattern for other transaction types.

  4. Select Save.

Post to General Ledger, by default, lists distributions from the last 30 days of the current date. However, the filter can be overridden to produce a more precise list of distributions, such as those associated with specific transaction types or deposit numbers.

To filter the list of distributions:

  1. Select Filter.

  2. Select from the options available to produce a list of distributions that match the specifications chosen.

    Tip: Want to see a list of all unposted transactions? Set Post date to At any time.

  3. Select Apply filters.

To mark distributions as posted in Blackbaud Billing management:

  1. Finalize refining your list of distributions by leveraging the Filter options.

  2. Select Create batch.

  3. Enter a Batch description (e.g., 8/1 to 8/30) to identify the batch later.

  4. Optional: Selecting Summarize debits by cash account and post date when creating the journal entry batch in General Ledger results in a single, summarized, journal entry being created that represents the combined total amount of all payments made on that date for the same account instead of creating separate journal entries for each payment.

  5. Select Save.

  6. Navigate to the Post History page and select the Post ID for the appropriate batch.

  7. Select Export to produce an .csv file of your list of distributions tied to the batch. Import the .csv into your third-party solution of choice.

  8. Select Mark as posted when you have

Each post is recorded under Post History; this provides Billing clerks with an organized venue for exporting, deleting

To view the post history

  1. On the Overview, under Post to GL, select Work with previous post runs.

  2. Reference the Batch status for each row to identify if the post succeeded or needs additional attention.

  3. Select the Post ID for a row to learn more about the distributions involved in the post or to see the Batch status code and understand why a batch failed.

 

To delete an unposted batch:

  1. On the Overview, under Post to GL, select Work with previous post runs.

  2. Select the Post ID for a row with a Batch Status of Failed.

  3. Select More and then select Delete Batch.

Distributions associated with a deleted batch are available to be posted again; the distributions are marked as not yet posted.