9.2 Creating Account Entry Adjustments and Transfers

Purpose:  Use this document as a reference for creating accounting entry adjustments and transfers in ctcLink.

Audience: Financial Asset Manager, Facilities Asset Manager.

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

  • ZZ Asset Processing

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

When you run the Create Accounting Entries process (AM_AMAEDIST), the system applies the associated accounting entry templates (AETs) to open transactions.  The system uses the following information from the asset transaction to determine which AET to apply for accounting entry creation:

  • Accounting entry template ID
  • Category
  • Cost type
  • Transaction type
  • Transaction code

Creating Accounting Entry Adjustments and Transfers

Navigation: NavBar > Navigator  > Asset Management  > Accounting Entries  > Create Accounting Entries

  1. The Accounting Entry Creation 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 accounting entry creation process in the Run Control ID field.
    2. Select Add.

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that 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.

Accounting Entry Creation Add a New Value page
  1. The Create Accounting Entries page displays.  Use it to enter the request parameters.  The system will use these parameters to define the processing rules and data to be included when the process is run.
    1. Use the Process Frequency drop-down button to select the ‘Once’ option.
    2. If it did not already default, enter or select the appropriate business unit in the Business Unit field.
    3. Enter or select the appropriate asset book name in the Book Name field.
    4. Select Run.
Create Accounting Entries 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.
    2. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.  The updated Create Accounting Entries page displays.  Note the Process Instance number.
  2. 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.

Create Accounting Entries page
  1. Verify that the expected results were received.
  2. Process complete.


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