9.2 Generate and View AM Journals in GL

Purpose: Use this document as a reference for generating and view Asset Management journals in the General Ledger in ctcLink.

Audience: Financial Asset Manager/Staff

You must have at least one of these local college managed security roles:

  • ZZ GL Journal Generation

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

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.

Generate AM Journals **UPDATES IN PROCESS**

Navigation: General Ledger > Journals > Subsystem Journals > Generate Journals 

  1. The Generate Journals run control ID search page displays.  Enter an existing Run Control ID or select Add a New Valueto 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 all of the following journal processing checkbox options:
      • Edit - performs the standard Journal Edit process
      • Budget Check performs budget checking
      • Post - posts the journals that pass the Edit and Budget Checking 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 never 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. In general, use “No From Date” to pick up all relevant transactions, up to and including the To Date, regardless of the accounting date. This ensures nothing gets left behind because of an old accounting date.
    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. In general, use “End Date  To Period” to pick up all transactions with an accounting date equal to or less than the last day of the current open period.
    10. Select Run.
Generate Journals Request page
  1. The Process Scheduler Request page displays.  Use it to enter or update parameters such as server name and process output format.
    1. Use the Server Name drop-down button to select the appropriate processing server for the request, if applicable. You can leave the Server Name field blank.
    2. Select the FS_JGEN process.
  1. Select OK.
Process Scheduler Request page
  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.
Updated Generate Journals Request page
Accounting_Definition_Names_Template_combinat.xlsx
Reviewing AM Journals

You must have at least one of these local college managed security roles:

  • ZD General Ledger Inquiry
  • ZZ GL Local Configuration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

Navigate: General Ledger > Review Financial Information > Journals

  1. The Journals search page displays.  Select Add a New Value.
    1. Enter a meaningful Inquiry Name.
    2. 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.
    1. If it did not default, enter or select the appropriate business unit in the Unit field.
    2. Enter or select the appropriate ledger in the Ledger field.
    3. Enter or select the appropriate fiscal year in the Year field.
    4. Enter or select the appropriate from period in the From Period field.
    5. Enter or select the appropriate to period in the To Period field.
    6. Enter or select the appropriate source (for example, AR, AP) in the Source field.
  2. Select Search.
Journal Inquiry page

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.
Journals grid
  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.
Journal Inquiry Details page
  1. The Journal Drill Down page opens in a new window.  Review its contents.  Close the window when you're done with your review.
Journal Drill Down new window
Editing/Posting the Subsystem Journals

You must have at least one of these local college managed security roles:

  • ZZ GL Journal Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

Navigate: 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.

LInes tab
  1. Use the Process drop-down button to select the “Post Journal” option.
  2. Select Process.
  3. The Journal Status is now ‘P’ (Posted Journal).
Lines tab
  1. Process complete.

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