9.2 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: NavBar > Navigator > General Ledger > Journals > Journal Entry > Copy Journals

  1. The Copy Journals run control ID search page displays.  Enter an existing Run Control ID or select Add a New Value to create a new run control ID.
    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. Select Add.
Copy Journals Add a New Value tab
  1. The Copy Journals Request page displays.  Use it 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.
    4. Enter an appropriate date for the journal entry being created in the New Date field.
    5. Select Run.
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters, such as server name and process output format.
    • Select OK.  The process will be initiated and the Process Scheduler Request window will close.

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

  1. The updated Copy Journals Request page displays.  Note the Process Instance number.
  2. Select Process Monitor.  Refer to the Process Monitor QRG for instructions.

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

 

  1. The updated Copy Journals Request page displays.  Note the New Journal 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: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. The Create/Update Journal Entries search page displays.  Use the Find an Existing Value tab to fetch the journal you just copied.
    • If it did not automatically populate, enter or select the business unit into the Business Unit field.
    • Enter the journal ID (the one recorded above) in the Journal ID field.
    • Select Search.
Create Update Journal Entries Find an Existing Value tab
  1. The Create/Update Journal Entries Header page displays.  Use it to review the new journal that was created from the Journal Copy process.
    • Update the Long Description field, if necessary.
    • Select Lines.
Create Update Journal Entries Header page
  1. The Lines page displays.  Use it 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. Select Save.
  1. Verify the *Process field reads "Edit Journal" and click the Process button.

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. Select Process to submit the journal for approval.
Copying a Journal - Online method

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

Navigation: NavBar > Navigator > General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. The Create/Update Journal Entries search page displays.  Use the Find an Existing Value tab to locate the journal you wish to copy.
    • 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.
    • Select Search.
Create Update Journal Entries Find an Existing Value tab
  1. The Create/Update Journal Entries page displays.  Select Lines.
  2. Select Copy Journal in the *Process box.
  3. Select Process.

The Journal Entry Copy page displays.  Enter the following:

  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.
  5. Select OK.

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

  1. Process complete.

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