9.2 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: NavBar > Navigator > General Ledger > Journals > Subsystem Journals > Generate Journals

Generating Subsystem Journals

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process parameters you are running. T he 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. The Generate 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 Subsystem Journals in the Run Control ID field.
    2. Select Add.
Generate Journals Add a New Value tab
  1. The Generate Journals Request page displays.  Use it 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 both of the following two journal processing checkbox options:
      • Edit - performs the standard Journal Edit process
      • Post - posts the journals that pass the Edit process
    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.
    5. Enter or select the appropriate Business Unit for the journal.  Leave blank to select all values.
    6. Enter or select the appropriate ledger group (ACTUALS)  in the Ledger Group field.  Leave blank to select all values.
    7. If a template is to be used, enter or select the appropriate template to use for the subsystem journal in the Template field.  Leave blank to select all values.
    8. Use the From Date Option 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.  Leave blank to select all values.
    9. 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.  Leave blank to select all values.
    10. Select Run.
  1. The Process Scheduler Request page displays.  Use it 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. Select OK.
  1. The Process Scheduler Request page disappears.  The updated Generate Journals Request page displays.  Note the Process Instance number.  Select Process Monitor.  Refer to the Process Monitor QRG for instructions.

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

Reviewing Journals

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

Navigate: NavBar > Navigator > General Ledger > Review Financial Information > Journals

  1. The Journals search page displays.  Select Add a New Value.
    • Enter a meaningful Inquiry Name.
    • Select Add.
Journals Add a New Value tag
  1. The Journal Inquiry page displays.  Use it 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. Select Search.

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. The Journals grid is populated  Select the Journal ID link to view the details of the journal entry you specified.
  1. The Journal Inquiry Details page displays.  Use the Journal Line region to view individual journal lines and amounts.
  2. Select Drill to Source to view the Receivables/Payables Accounting Entry line detail, including voucher and invoice.
  1. The Journal Drill Down page opens in a new window.  Review its contents.  Close the window when you're done with your review.
Editing/Posting the Subsystem Journals

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

Navigate: 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 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 Header Status drop-down button to select the appropriate journal header status.  Note:  you can select the option to blank this field.
    5. Select Search.
Create Update Journal Entries Find an Existing Value tab
  1. The Create/Update Journal Entries page displays.  Use the Header tab to view the unique identifying data for the subsystem journal. When finished select Lines.
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.

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

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

  1. Process complete.

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