Editing a Journal

Purpose:  Use this document to make edits to the journal using ctcLink

Audience:  Finance Staff

After entering a journal, you must edit it before you can post it. If errors occur during the editing process, then you can recycle the journal for correction and re-editing.

You can edit journals online or through the batch edit process. You can edit a large number of journal entries through the batch edit process. To edit journals through the batch process, you enter a process request.

The Journal Edit process ensures that ChartField values are valid, ChartField combinations are valid, debits equal credits, and journal entries are balanced for Business Unit, Fund, and Operating Unit.  In this QRG, you edit journals using the Journal Edit Request page, which checks journals using your selected criteria for errors to ensure that they are valid before you post them.

Editing a Journal

Navigation:  Main Menu > General Ledger > Journals > Process Journals > Edit Journals

The Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID allows important parameters to be available for a process when the process runs, which ensures that when a process runs in the background, it does not prompt the user for additional values.  All parameters are stored within the system and associated with Run Control IDs and User IDs.

  1. Select the Add a New Value tab.
  2. Enter a valid value in the Run Control ID field.
  3. Select Add.  
Add a New Value tab

This now takes you to the Edit Journals Request page.  This page is used to edit groups of journals based on criteria you provide.  You can also use this page to mark journals for posting.

  • The system displays the default values for the Business Unit, Ledger Group, and Source fields. The edit process is also selected.  
  • You can enter a range of Journal IDs or leave blank.  The edit process will edit all journals that are valid and ready to be edited.
  • The Journal Date To/From fields can be used separately from the Journal ID fields and only Journals that fall into the specified date range will get processed.
  • These two sets of fields (and the others on the run control screen) can both be used in conjunction to make an even more restrictive process selection criteria. 

For the purposes of this QRG, we will be leaving the Journal ID fields blank.

  1. In the Process Frequency box, check Always.  (You want this request to be processed each time editing is initiated).
  2. Enter a valid value in the Description field.
  3. Enter a valid value in the Journal Date From field.
  4. Enter a valid value in the To Journal Date field.
  5. Select Run.

NOTE:  As you can see by the screenshot below, there are additional checkboxes for you to select based on your needs/criteria.

Process Request Parameters

You are now on the Process Scheduler Request screen.  Use this page to enter, update, or view parameters, such as server name and process output format.

  1. Select the Server Name drop down menu and choose appropriate server name.
  2. In the Process List box, check the boxes for PS/GL Jrnl Edit and Error Rpt option.
  3. Select OK.

NOTE:  You can select a Server Name to identify the server on which the process will run.  If you use the same Run Control ID for subsequent processes, the server name that you last used will appear by default in this field.

Process Scheduler Request

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

  1. Select Process Monitor link.
Edit Journals Request

You will now see the Process List page.  This page enables you to view the status of submitted process requests. Make a note of your Process Instance number for ease of retrieval when running numerous jobs.

  1. The process is finished when the Run Status equals Success.  It will begin in a "Queued" status; continue to select the Refresh button until the Run Status is updated to Success.
  2. You can also select the Process Name or the Details link to view message logs of the process.  You will see the Process Instance number referenced here as well.  
  3. From the Process Detail page, select OK to return to the Process List page.
  4. Select the Go back to Edit Journals to return to the Edit Journals Request page.
Process List tab

You have successfully Edited a Journal Entry.


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