Generating Subsystem Journals

Purpose: Use this document as a reference for generating subsystem journals in ctcLink.

Audience: Financial Staff

Before closing the month, ensure that all subsystems have sent journals to the GL. The process for generating journals is used to create and post to the GL from the various subledgers in ctcLink (Assets, Billing, Accounts Receivable, Payables, Purchasing, etc.). Doing so will keep the subledgers and GL in sync.

Navigation: Main Menu > General Ledger > Journals > Subsystem Journal > Generate Journals

Generating Subsystem Journals
  1. Enter an existing Run Control ID or click the Add a New Value tab on the Generate Journals page to add a new run control.
    1. Enter a meaningful Run Control ID for the Subsystem Journals 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 parameters 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 Generate Journals Request page to define options, such as journal processing options, process frequency, SetID, accounting definition name, application business unit, ledger group, and date options for processing.
    1. Select all the following three journal processing checkbox options:
      • Edit - performs the standard Journal Edit process
      • Budget Check - performs the budget check process (only required for Payroll and Student Financials journals)
      • Post - posts the journals that pass the Edit and Budget Check processes
    2. Select the Always radio button in the Processing Frequency section.
    3. Enter or select the appropriate SetID for the subsystem journals in the SetID field. The default is WACTC and is rarely changed.
    4. Enter or select the appropriate Accounting Definition Name (for example, APDEFN, ARDEFN) for the subsystem journal.

You can leave any of the following fields blank to select all its values.

  1. Enter or select the appropriate Business Unit for the journal.
  2. Enter or select the appropriate ledger group (ACTUALS)  in the Ledger Group field.
  3. If a template is to be used, enter or select the appropriate template to use for the subsystem journal in the Template field.
  4. Use the From DateOption drop-down button to specify the date selection option. If the option selected is to “Specify Date”, then enter the appropriate date in the corresponding From Date field.
  5. Use the To Date Option drop-down button to specify the date selection option. If the option selected it to “Specify Date’, then enter the appropriate date in the corresponding To Date field.
  6. Click the Run button.
Generate Jourals Request
  1. Use the Process Scheduler Request page to enter or update parameters such as server name and process output format.
    • Use the Server Name drop-down button to select the appropriate processing server for the request.
    • Select the FS_JGEN process.

Note: You can leave the Server Name field blank.

  1. Click the OK button
Process Schduler Request

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

  1. Click the Process Monitor link.
Generate Journals Request
  1. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates “Success” and the Distribution Status indicates “Posted.”

Process List tab

Next, navigate to the Journal Inquiry page to verify that the journals were created.

Navigate: Main Menu > General Ledger > Review Financial Information > Journals

Reviewing Journals
  1. Use the Find an Existing Value tab on the Journals page to locate items to review.
    • Enter a meaningful Inquiry Name.
Add a New Value tab
  1. Use the Journal Inquiry page to review summary and detail journal information for a specific business unit, ledger, and period.
    • If it did not default, enter or select the appropriate business unit in the Unit field.
    • Enter or select the appropriate ledger in the Ledger field.
    • Enter or select the appropriate fiscal year in the Year field.
    • Enter or select the appropriate from period in the From Period field.
    • Enter or select the appropriate to period in the To Period field.
    • Enter or select the appropriate source (for example, AR, AP) in the Source field.
  2. Click the Search button.
Journal Inquiry

Note: The journal inquiry returned information according to the specified criteria.

Note: In this example, the journal has not yet been edited, since the Post checkbox was not selected from the Generate Journals Request page.

  1. Click the Journal ID link to view the details of the journal entry you specified.
Journal Inquiry
  1. Use the Journal Line region to view individual journal lines and amounts.
  2. Click the Drill to Source button to view the Receivables/Payables Accounting Entry line detail, including voucher and invoice.
Journal Inquiry Details

Finally, when you’re ready, navigate to the Journal Entry component to view and edit the actual journal.

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

Editing/Posting the Subsystem Journals
  1. Use the Find an Existing Value tab on the Create/Update Journal Entries search page to find the subsystem journal.
    1. If it did not automatically populate, enter or select the business unit in the Business Unit field.
    2. Enter the journal ID in the Journal ID field.
    3. Enter or select the user ID of the person who entered the journal in the Entered By field.
    4. Use the Journal HeaderStatus drop-down button to select the appropriate journal header status.

Note: You can select the option to blank this field.

  1. Click the Search button.
Create Update Journal Entries
  1. Use the Header page to view the unique identifying data for the subsystem journal. When finished click the Lines tab.
Header tab
  1. Use the Lines page to review journal details before editing and posting.

Note: On this Lines page, if the Journal was not already processed and is in ‘N’ journal status, you should first process it to validate it. If you have already processed the journal and the Journal Status is in ‘V’ (Valid) status, then you are ready to post it.

Lines tab
  1. Use the Process drop-down button to select the “Post Journal” option.
  2. Click the Process button.
Lines tab

Note: The Journal Status is now ‘P’ (Posted Journal).

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