Journals

​Journal codes

Journals are used to define the codes used to indicate how transactions are closed in Wise. A journal code is included when a post is closed. The first position of the journal code indicates the classification of the type of debit:

Your system administrator can define and add journal codes specific to your institution. These codes are used when a transaction is made within the staff client.

 Note: If no journal code is known for the transaction type, Wise will use the journal code letter + 000 (For example, K000)

Cash drawer journal codes 

Cash drawer codes are used to record transactions that are closed via a cash drawer. In most cases, these are cash payments. Each physical cash drawer should have its' own code.

To add a new cash drawer journal code:

1. In the Wise configuration manager, go to OCLC Wise > Finance > Booking codes > Journals > Cash drawer.
2. Click Open next to your system name. A table of existing codes appears.
3. Click New at the top of the screen. The Journals window opens.
4. Enter cash drawer information:

   Field	Description
   Journal	Journal code for the cash drawer. It is recommended that the cash drawer journal code relates to the branch code for easy identification in reports.
   Description	Description of the cash drawer, include a description of the location.
   Management institution	Which institution manages the income from this cash drawer. Changing this setting does not change previously booked payments.
   Account number for ledger	Each journal code corresponds with an existing ledger code. For more information, see Ledger links.
   Summary	Summary of the cash drawer.
   Branch	The branch responsible for creating the debt collections file.
   Fixed cash drawer balance	Check the box if the cash drawer uses a fixed balance at the start of each shift. This fixed amount must also remain in the drawer at closing.
   Cash drawer balance	If Fixed cash drawer balance is checked, enter the fixed balance of the cash drawer.
   Text when cash drawer is short	The message that appears when the amount in the drawer is short when preparing the cash drawer.
   Text when cash drawer is over	The message that appears when the amount in the drawer is over when preparing the cash drawer.
   Make journal entry for cash drawer discrepancies when closing (4990)	Check this box so that when there are discrepancies between the amount in the drawer and the amount that should be in the drawer, that amount is booked with the code 4990.
   Make journal entry for deposit when closing (5990)	Check this box if Fixed cash drawer balance is checked so that the fixed cash balance is automatically booked by the system with the code 5990.
   Automatic monthly close	Check this box to control that at the end of a calendar month the difference in receipts and expenditure is booked as a cash deposit, with the last day of the month in question as the book date. The automatic monthly closing will take place on the 1st of the month in the night run. The cash drawer will be closed with booking code 5999 and the text 'close automatically' so that the income and expenses are the same.
   Block bookings in previous month	If this box is checked, no booking adjustments can be made for a previous calendar month.
   Accept alternative payment options	Not currently used in US libraries. This option is only in use with theaterWise. Check this box if alternative payment methods, such as vouchers, are accepted at this cash drawer.
   Allow a different closing date	Check this box so that the cash drawer can be closed on a different date than the current date.
   This cash drawer can be overruled	Check this box to allow the cash drawer to be overruled by another cash drawer.
   Correction cash	Check this box to allow the cash drawer to be settled if the balance at the end of the day is either less or more than it should be.

5. Click OK to save.

Waived transaction journal codes 

A codes are used for waived transactions. Waived transaction codes are used when a transaction is canceled or forgiven. The following standard codes are recommended:

All other codes are issued by the system when waiting automatically, via a system function.

To add a new waived transaction journal code:

1. In the Wise configuration manager, go to OCLC Wise > Finance > Booking codes > Journals > Waived transaction.
2. Click Open next to your system name. A table of existing codes appears.
3. Click New at the top of the screen. The Journals window opens.
4. Enter Waived transaction information:

   Field	Description
   Journal	Journal code for the cash drawer. It is recommended that the cash drawer journal code relates to the branch code for easy identification in reports.
   Description	Description of the cash drawer, include a description of the location.
   Waiver requirements	Select a requirement to waive this kind of transaction: Reason Description V - Unrestricted or blank No requirement to waive I - Enter initials Staff must enter initials in order to waive P - PIN code required Staff must enter a PIN in order to waive B - Authorization + value Not for use in US libraries.
   Do not display on the client workstation	Check this box to hide this code in the staff client.

5. Click OK to save.

Banks journal codes 

A bank journal code must be created for each card payment method a customer could use to close a transaction. Payments can be made via check, debit or credit card.

To add a new bank journal code:

1. In the Wise configuration manager, go to OCLC Wise > Finance > Booking codes > Journals > Banks.
2. Click Open next to your system name. A table of existing codes appears.
3. Click New at the top of the screen. The Journals window opens.
4. Enter Banks payment information:

   Field	Description
   Journal	Journal code for the cash drawer. It is recommended that the cash drawer journal code relates to the branch code for easy identification in reports.
   Description	Description of the cash drawer, include a description of the location.
   Management institution	Which institution manages the income from this cash drawer. Changing this setting does not change previously booked payments.
   Account number for ledger	Each journal code corresponds with an existing ledger code. For more information, see Ledger links.
   Summary	Summary of the cash drawer.
   Branch	The branch responsible for creating the debt collection file.
   IBAN	Not for use in US libraries.
   BIC value	Not for use in US libraries.
   Pay with card
   Journal entry code for costs of card payment	This code must begin with 2. The booking code must also be defined in the Accounting table.
   Costs for card payments	If there is a fee charged when making a payment using a card, enter the amount here.
   Costs for card payments up to	If there is a minimum amount that can be paid using a card, enter the amount here.
   Direct debit
   Initiator	The name of the client/organization
   Maximum bounces for direct debit	Maximum number of times to resubmit a payment (after a reversal).
   Group collection	Not for use in US libraries.
   Ask for batch	Ask for a batch and batch sequence number when making a payment with the client.
   Remittance condition	Check the box to allow ticket credits to appear as a reason for refund.

5. Click OK to save.

Chip

Not for use in US libraries. 

Deposit journal codes 

Transactions that are settled by using funds deposited on a customer's account are accounted for in the Deposit journal. Customers can never have a negative amount in their deposit account. Loan money, fines, and holds costs are immediately withdrawn from a customer's deposit, if available.

If a customer makes a deposit while they have outstanding financial items, the debts can be automatically paid using the new deposit.

 Note: The system option COUR_RG must be turned on in order to follow this configuration.

 Note: The Deposit journal can only contain codes 01-09.

To add a new Deposit journal code:

1. In the Wise configuration manager, go to OCLC Wise > Finance > Booking codes > Journals > Deposit.
2. Click Open next to your system name. A table of existing codes appears.
3. Click New at the top of the screen. The Journals window opens.
4. Enter Deposit transaction information:

   Field	Description
   Journal	Journal code for the cash drawer. It is recommended that the cash drawer journal code relates to the branch code for easy identification in reports.
   Description	Description of the cash drawer, include a description of the location.
   Management institution	Which institution manages the income from this cash drawer. Changing this setting does not change previously booked payments.
   Account number for ledger	Each journal code corresponds with an existing ledger code. For more information, see Ledger links.
   Summary	Summary of the cash drawer.
   Branch	The branch responsible for creating the debt collection file.

5. Click OK to save.

Offsets

Not for use in US libraries.

Reward points

Not for use in US libraries.

Vouchers

Not for use in US libraries.