Viewing Journal Entry Status
Purpose: View the status of journal entries in ctcLink.
Audience: Finance Staff.
After creating an entry for a journal, you can view the status of the journal, view header information for the journal, and view line details for the journal. In this QRG, you will view the status of a journal on two different pages, the Journal Header page and the Journal Lines page.
Viewing Journal Entry Status
Navigation: General Ledger > Journals > Process Journals > Review Journal Status
There are a number of fields available to input your criteria. For the purposes of this demonstration, we will select the business unit and journal header status as values for our search.
- If data is already populated on this page, select the Clear button.
- Select Business Unit field and select appropriate value from list.
- Select Journal Header Status field. In this example, we will choose the following criteria:
- Select not =
- and select Posted to Ledger(s).
- Select the Search button.
Notice at the bottom of the Review Journal Status screen that you can choose to save the search criteria. This is a useful tool to expedite repeat search criteria.
The Search Results will be listed below the Search Criteria section. Select a link in any row in the grid to view a journal.
Use the Journal Header page to review the basic journal header information from the Journal Entry.
The journal Status can be one of the following:
- Errors: This edited journal has errors. The system recycled the journal; you must correct the errors before you can post it.
- Post Incom: (posting incomplete): Posting problems occurred, such as the system crashing after creating the journal but before posting the original journal. Repost as soon as possible.
- SJE Model: (standard journal entry model): The system cannot post this journal because the journal posting process does not pick it up.
- Edit Req'd: (edit required): The system saved this unedited journal entry, but you must edit it before it can be posted.
- Incomplete: The journal was saved as incomplete to be completed at a later time.
- Unposted: The journal has been unposted and cannot be reposted.
- Valid: The journal has been successfully edited and is ready for posting.
- Deleted: If an anchor journal is posted and then unposted, the associated non-anchor journals will have a status of (U) unposted (if previous status was P) or (D) deleted (if previous status was (V) valid and not yet posted).
- Can't Unpst (cannot unpost): This type of journal entry is created as part of an upgrade from one education and government ctcLink release to another. As such, it will not be encountered in the usual day-to-day processing of journal entries. You cannot unpost an upgrade journal entry.
The Budget Status appears for the control budget ledger if you use the Commitment Control option. The status can be:
- Error: The entry failed to pass budget checking.
- Not Chk'd (not checked): The Budget Processor has not processed the journal.
- Valid: The journal passed budget checking, and the process updated the control budget.
- Provisionally Valid: The journal passed budget checking, but the Budget Processor did not update the control budget. This results when the Edit/Pre-Check (Budget Check Only) option is selected.
- Warning: The Budget Processor issued a warning, which means that the control budget had insufficient funds. However, it passed budget checking because the Commitment Control option for the control budget is set to Tracking with Budget or Tracking without Budget on the Control Budget Definitions page. Also, the control budget may be over the budget amount but less than the tolerance amount.
The Journal Line Totals group box displays the number of lines in the journal entry and the total amounts of the debits and the credits.
- Select the Journal Lines tab.
You can select the Template List link to access the Journal Entry Template List page, where you can select a different journal entry template if you need to see additional columns in the Journal Line Data scroll area.
The Journal Line Data group box lists the journal line data, including ChartFields, amounts, and so on. Scroll to the right to see all the available columns. Near the right end is a column called N/R. An N appears if the line amount is a natural debit or credit. An R appears if the line amount is a reversed debit or credit. This should not be confused with a reversal entry, however. The N/R designation supports the separate debit and credit feature, when enabled.
You have successfully viewed the status, header information, and line details for a journal.