9.2 Modifying Paid Expense Report Journals

Purpose: Use this document as a reference to modify a paid expense report journal or adjust paid expenses in ctcLink.

Audience:  Finance and Business Office staff

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

  • ZZ Expenses Processing

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

Modifying Paid Expense Report Journals or Adjusting Paid Expenses

Navigation:  NavBar > Navigator > Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Adjust Paid Expenses

  1. The Journal Expense Report search page displays.
  2. Enter Empl ID.
  3. Select Add.
Journal Expense Report search page
  1. The Modify Journal Entries for An Expense Report page displays.  Use these journal entries to correct errors and make adjustments to expense report payments, which will synchronize the expense system with the general ledger.
  2. Select Journal Report ID.
  3. Enter Report Description.
  4. Select the checkbox for your expense line.
  5. Select the Expense Type link for your expense line.
Modify Journal Entries for An Expense Report page
  1. The Accounting Detail page displays.
  2. Enter Amount.
  3. Adjust ChartFields as needed.
  4. Select Add.
Accounting Detail page
  1. A new row displays.
  2. Enter Amount.
  3. Enter ChartFields.
  4. Select OK.
Accounting Detail new row
  1. The Accounting Detail page disappears.
  2. Select Submit for Posting.
Modify Journal Entries for An Expense Report page
  1. Navigation:  NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing
  2. The Expense Transactions run control ID search page displays.
  3. Select the Add a New Value tab.
  4. Enter Run Control ID.
  5. Select Add.
Expense Transactions Add a New Value tab
  1. The Expense Processes tab displays.
  2. Select the Selected Business Units tab.
Expense Processes tab
  1. The Selected Business Units tab displays.
  2. Enter Business Unit.
  3. Select the Expense Processes tab.
Selected Business Units tab
  1. The Expense Processes tab displays.
  2. Select the Post Liabilities checkbox.
  3. Select Save.
  4. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Expense Processes tab

When you process the journal expense reports, the system rolls back the original accounting entries and posts the new entries. This corrects the general ledger to reflect the same entries that exist in the expense system.  If you use Commitment Control, you must run budget checking to reverse the entries in the Commitment Control ledgers.

  1. Process complete.

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