Loading the Reporting Tables

Purpose: Use this document as a reference for loading data into reporting tables that can then be used for creating a plethora of reports in ctcLink.

Audience: Finance and Asset Management staff.

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

  • ZZ Depreciation Processing

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

Many reports in Asset Management rely on data that is consolidated from the many asset tables into report data repositories.  

Loading the Reporting Tables

Navigation: Asset Management > Financial Reports > Load Reporting Tables > choose a table

Loading Reporting Tables

Many reports, including most of the reports in the Cost and Depreciation menu, use the Reporting Tables as their data source.

Cost and Depreciation
Depr Reporting Table

Always load the Depr Reporting Table first, as some of the other tables rely on data from the Depr Reporting Table.

  1. The Load Depr Reporting Table run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_NameofReport.
  4. Select Add.
  1. The Depr Reporting Table page displays.  Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
  2. Enter Request ID.  This can be any number or alpha characters.
  3. Use the Process Frequency drop-down button to select the ‘Always’ option.
  4. The table can be cumulative, meaning you can run the process as often as needed.  Select Keep Other Fiscal Years to process a new year but retain other years in the table.
  5. Enter From Year and To Year for the fiscal year range to process.
  6. Enter Business Unit.
  7. Enter Book Name = "WACTC".
  8. Enter or select the asset numbers in the From/To Asset ID fields to define the range of asset ID numbers that this process will load.  Leave these fields blank to select all assets.
  9. Always check the Update Statistic box.  This will help reports generate more quickly.
  10. Select Run.  
  11. Please refer to the Process Schedule Request steps for further instructions.
Load Depr Reporting Table

Process complete.

Net Book Value Table
  1. The Load Net Book Value run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
  5. The Net Book Value Table page displays.  Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
  6. Enter Run ID.  It is a filter when creating the report.
  7. Enter Business Unit.
  8. Enter Book Name = "WACTC".
  9. Enter As of FY for the fiscal year.
  10. Enter the Accounting Period.  The report is generated for a single accounting period.
  11. Check Include Transfers if desired.
  12. Check Include Retirements if desired.
  13. Select Run.  
  14. Please refer to the Process Schedule Request steps for further instructions.
Load Net Book Value Table

Process complete.

AM-GL Recon Table
  1. The Load AM-GL Recon Table run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
  5. The AM-GL Recon Table page displays.  Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
  6. Enter the desired parameters.
  7. Fields in the outlined box can be used as filters to generate specific reports, e.g., only data from a particular Fund, or only a particular Category.  You can combine filters also, e.g., only data from a particular Fund and Category.
  8. Select Run.  
  9. Please refer to the Process Schedule Request steps for further instructions.
Load AM/GL Recon Table
  1. Process complete.

These run controls just load the reporting tables.  You run the reports separately.