This functionality is only available to customers who have purchased Campus Point of Sale as add-on functionality.

Tool Search: Account Journal

The Journal screen displays all transactions associated with the account. Food Service accounts may be organized as individual patron or family accounts. For more information about Food Service Accounts, please refer to the Account Info information.

Viewing Transactions

Transactions appear in the Transaction List editor and are filtered by your selections on the Journal Period editor. Selecting a transaction displays additional editors with more detail on the transaction item.

The From and To dates selected on the Journal Period Editor determine which transactions are displayed in the Transaction List Editor. The default date in the From field is 30 days in the past from the current date allowing you to automatically see 30 days of account history.

The Date Type field allows information to be sorted chronologically by the "Post Date" (when the transaction was posted to the Journal) or the "TX Date" (date the transaction occurred at the Point of Sale).

Screenshot of the date type field

In general, the Post and TX dates are the same. However, if these dates differ, the network may have gone offline before the transaction could be posted to the Journal. When this occurs, the pending transactions wait in a queue and are not posted until the network is reconnected.

Transaction List

The Transaction List editor displays all transactions that have occurred in the time frame selected in the Journal Period editor. This editor indicates details related to the transaction for the purpose of analysis and adjustment, as necessary. The transactions appearing in this list can also viewed by patrons or parents on the Campus Parent Portal, if this information is allowed to display, per the Portal Display Options.

In instances where multiple lines appear for the same product, the first line represents the reduced or free eligibility item, while the following lines indicate the full-price item(s).

When using Multi-Day Serve or Quick Serve, students are charged for the meals on the day the meal was meant to be served to them, not necessarily on the day they received the meal.

Screenshot of the Transaction List Editor

Column	Description
Post	The date on which the transaction was posted.
TX	The date on which the transaction occurred.
Description	The transaction type - generally a deposit or (food) purchase, but may also include adjustments, voided items and starting balances. Purchases - Each item and/or meal name is indicated (e.g., Brkfst Meal, Pizza, Milk, Ala Carte). Deposits made to the account are listed as "Deposit" or "Online Payment" (when applicable) with a description of the payment method listed in the Comment column. Funds Transfer - Indicates fund transfers between two bank accounts and lists both bank account numbers. On family accounts, Patron Name will be blank in the Journal due to the transfer not being associated with any specific patron. Corrections - Transactions corrected to the appropriate eligibility are indicated with a description of "Server corrected transaction to eligibility mismatch". Voids Entries in red font represent the action of voiding the original transaction (the preceding items in gray font). Entries in gray font are posted transactions that have been successfully voided. Voids made using Cafeteria Serve are indicated with a description of "Cafeteria Serve Void". Voids processed due to a Server reversal based on incorrect eligibility are indicated with a description of "Server void: POS/Campus eligibility mismatch". Server void: POS/Campus eligibility mismatch indicates the eligibility showing on the POS terminal did not match the eligibility showing for the patron in Campus at the time the transaction was Posted to the server. This could be caused by any of the following reasons: A student is charged for more than one reimbursable breakfast or lunch meal in a single day. Changes to a student's eligibility for reimbursable meals in Campus do not match what is being shown on the Point of Sale terminal.
Patron	The patron to whom the transaction directly relates.
#	Quantity of item(s) in the transaction. Deposits will have a value of "1."
Debit	This column indicates a purchase or adjustment amount that reduced the current account balance.
Credit	This column indicates a deposit or adjustment amount that increased the current account balance.
Run Balance	This column provides the running total of the patron's balance based on the transaction's post date.
Net	The total amount of debits (total of Debit column) and credits (total of Credit column) for the selected period.
Current Balance	The current balance of the account, as of the current date.

When a transaction or transaction item is selected from the Transaction List editor, additional details will be displayed.

Transaction Detail

To view a summary of a transaction, click on the main transaction (indicated by the line that also contains the Post and TX dates).

Screenshot of transaction detail

Field	Definition
Patron	The person for whom the transaction was posted.
Account Number	The number of the account to which the transaction was posted.
Transaction Date	The date on which the transaction occurred. If the transaction was voided (except for a void due to an eligibility mismatch), the date on which the void was processed is reported.
Post Date	The date on which the transaction was posted to the server. If the transaction was voided (except for a void due to an eligibility mismatch), the date on which the void was processed is reported. In general, the Transaction and Post Dates will be the same. If these dates differ, the terminal may have gone offline before the transaction could be posted to the Journal. When this occurs, the pending transactions wait in a queue on the terminal and will post when the terminal reconnects.
Cashier/Manager	The name of the cashier or food service manager who was logged on at the time when the transaction was processed. When a transaction is voided, the server/cashier who processed the void will appear in this field. If the transaction is an Online Payment, the person who made the payment will appear in this field.
Terminal	The terminal on which the transaction was processed.
Payment Method	The method of payment used for the deposit. Possible values include: Cash, Check, and Credit Card.
Reference #	If the deposit was made by Check, the check number will be displayed here. If the payment was made by a credit/debit card not using Campus Payments, the district-entered reference number will be listed here.
Description	Standard description and/or comments on the transaction.

Transaction Item Detail

This editor does not apply to all transactions.

To view information about transaction items, click on one of the item lines under the transaction.

Screenshot of Transaction Item Detail

Type	The type of transaction: Debit - The amount of money charged to the patron's account. Credit - The amount of money credited to the patron's account.
Purchasable Item	Indicates the item purchased. This field will also report as Deposit if the transaction was a deposit into the patron's account.
Quantity	The number of Purchasable Items. Deposits will have a value of "1."
Amount	The dollar and cent amount to be credited (deposit) or debited (purchase).

Adding a New Transaction to a Food Service Account

Deposits should NOT be entered in the Journal. To enter a deposit, do so through the FS Deposit in Census or by processing the deposit at the Point of Sale Terminal.

If a transaction was not processed at the terminal, or by using tools such as Quick Serve or Class Serve (such as a transaction at the end of lunch after the terminal shut down), it may be entered on the Journal.

Screenshot of transaction detail

Click New Transaction.
Select the Customer (patron name) that should be associated with this transaction. If the account is a family account, multiple names will be available for selection.
Select the Application (service layout) which contains the purchasable item.
Enter the transaction Date in MMDDYY format or click the calendar icon to select a date.
Enter the Time of the transaction in HHMM format.
Select the Terminal where this transaction occurred.
Select the Service (serving period menu) to which the transaction is assigned.
Enter a Description of the transaction if desired.

When adding a new purchase transaction, do not select/enter items in the Payment Method or Reference # fields.

In the Transaction Item List editor:

Select the Debit button to indicate that the purchase amount to be subtracted from the patron's current account balance.
Select the Purchasable Item to be debited from the patron's account.
Enter a number in the Quantity field to indicate how many of the Purchasable Items should be processed.

Review and Save the new transaction. The transaction will appear in the Transaction List editor.

Void Food Service Transactions

Food service administrators may void erroneous transactions that have been posted to the Journal.

Voiding a transaction reverses all purchased items. Specific items purchased cannot be voided individually. If several items purchased within the transaction should remain, the transaction should be voided and these items should be re-purchased through the creation of a new transaction.

Screenshot of Voiding Transactions

Select the existing transaction to be voided from the Transaction List editor.
Click the Void TX icon from the action bar. The Transaction Detail editor will appear.
Select the Void Reason to indicate why the transaction is being voided.
Enter comments/details in the Description field to give more information about the voided transaction.
Click Save.

Voided items will appear in red font and will be listed as adjusted debits to the account, underneath the original transaction (shown in gray font).

Screenshot of voided items

Transferring Funds

The Journal allows funds to be transferred between two POS accounts to correct patron processing errors and/or to manually redistribute funds to another patron's account.

On the account from which the funds were transferred, the transfer is recorded as a credit adjustment. The transaction is posted as a credit to the account to which the funds are transferred.

Screenshot of Initiating Transfer of Funds between Accounts

Select the Transfer button.
In the Transaction Detail, enter the account number to which the funds should be transferred in the Transfer to Account Number field.
Enter the Amount to be transferred in dollar.cent format (e.g., 10.50).
Click the Save button when finished.

The Patron field appears blank for transfers made in Family Accounts.

Screenshot of a Transfer Example

Adjustments

Erroneous patron balances can be adjusted to the correct amount using the Adjustment button.

Screenshot of Adjusting a Patron's Account

Select the Customer. If the patron has their own account, this field will only be populated with their name. If the patron is in a family account, this field will populate with all the patrons within the account.
Select the appropriate adjustment type for the action you are performing.
Campus provides the following default values; however, your system administrator can change these options in the Attribute Dictionary.
- Balance Forward
- Bad Debt
- Refund
- Write-Off
Enter the Date of the adjustment.
Enter the Amount of money being removed or added to the patron's account.
By default, Campus enters an amount that brings the account to zero.
Enter the Description as to why the account is being adjusted.
Click Save. The adjustment will appear in the Transaction List and the patron's balance will reflect the adjustment made.

Journal (POS Account)