Copying a Journal

Purpose: Use this document as a reference for copying a General Ledger journal in ctcLink.

Audience: Financial Staff

Copying a Journal - Batch Method

Create one or more new journal entries by copying existing journals using the batch copy menu.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Copy Journals

  1. Enter an existing Run Control ID or click the Add a New Value tab on the Copy Journals page to add a new value.
    1. Enter a meaningful Run Control ID for the new journal entry in the Run Control ID field.

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that you are running. The Run Control ID defines parameters that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values.

  1. Click the Add button.
Add a New Value tab
  1. Use the Copy Journals Request page to specify the parameters for running the copy journal process:
    1. Use the Process Frequency drop-down button to select the processing frequency. SBCTC will use ‘Always.’
    2. The Unit field may default, or you can enter or select one.  
    3. Enter or select the journal entry to copy in the Journal ID field.   Available journals are filtered by the Unit selected.

Note: The journal entry must be in Status ‘V’ (Valid) or ‘P’ (Posted) to use for the copy journal process.

  1. Enter an appropriate date for the journal entry being created in the New Date field.
  2. Click the Run button.
  1. Use the Copy Journals Request page to enter or update parameters, such as server name and process output format.
    • Click the OK button.  The process will be initiated and the Process Scheduler Request window will close.
Process Scheduler Request

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

Copy Journal Request
  1. Click the Process Monitor link.
Process Monitor

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

 

  1. Click the Go back to Copy Journals link.
Copy Jrnl-New Jrnl ID

IMPORTANT: The New Journal ID field now contains the number of the new journal entry that was just created during the copy process. You may want to write this number down.

Reviewing the new Journal Entry

Next, review the copied journal.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. Use the Find an Existing Value tab on the Create/Update Journal Entries search page.
    • If it did not automatically populate, enter or select the business unit into the Business Unit field.
    • Enter the journal ID (the one recorded in Step 3-d above) in the Journal ID field.
    • Click the Search button.
Create Update Journal Entries
  1. Use the Journal Entry -Header page to review the new journal that was created from the Journal Copy process.
    • Update the Long Description field, if necessary.
    • Click the Lines tab.
Lines tab
  1. Use the Lines page to modify the new journal as needed. You can modify values for various journal entry fields, such as Amount and the ChartField values. You can also insert or delete rows.
    1. Click the Save button when finished.
Lines tab
  1. Verify the *Process field reads "Edit Journal" and click the Process button.
Lines tab

Note: The Journal Status and Budget Status should change to ‘V’ after the journal is edited, where ‘V’ stands for Valid. You can only post a journal that has both valid statuses.

  1. Journal entries which require approval cannot be posted until approved through the ctcLink workflow approval process. Approval requirements vary by college district.
  2. Use the Process drop-down list button to select "Submit Journal".
  3. Click the Process button to submit the journal for approval.
Lines tab
Copying a Journal - Online method

If you know the journal you wish to copy, you can do so from the Journal Lines page.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. Use the Find an Existing Value tab on the Create/Update Journal Entries search page.
    • If it did not automatically populate, enter or select the business unit into the Business Unit field.
    • Enter the journal ID in the Journal ID field.
    • Click the Search button.
Create Update Journal Search
  1. Go to the Lines tab.
  2. Select Copy Journal in the *Process box.
  3. Click the Process button.
Journal Lines

In the Journal Entry Copy pagelet:

  1. Adjust the Journal Date if necessary.
  2. Check the box to Reverse Signs if necessary.
  3. Always check the box to Recalculate Budget Date.
  4. Select a Reversal Date option if necessary.  See Creating and Reviewing a Journal Entry Reversal QRG for a discussion of Reversal Dates.
Journal Entry Copy
  1. Click the OK button.

The Lines page now displays the lines of the newly created journal.    Follow the steps above to Edit and Submit the journal for approval.

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