The initial set up is for the college and describes their overall approval process for whether a journal will need approval or not. This is done by the Project Team at the time of set up.  

Completed by SBCTC Project Team

Establishes a general user preference - NOTE: your Security person does this.

This establishes user's general ledger preferences at the individual level. Note:  your security person does this.

A manual journal is different than a subsystem journal (also called a system generated journal).  A subsystem journal is created from the journal generate process (jgen) mostly at night.  This subsystem journal reflects all the accounting data from the subsystem that needs to go to the General ledger.  A manual journal is a manual entry to the general ledger - sometimes to adjust the general ledger.  NOTE: by doing an edit through a manual journal you are NOT affecting the subsystem - thus, depending on your entry, you can affect the reconciliation of the General ledger to the Subsystems. Most corrections start in the submodule and not directly in the general ledger.

Not all colleges are set up to require approvals for journals.  This step is only necessary if your college opted to have approvals for journals.  Submitting a journal is done on the second tab of the journal page called "lines" (see QRG for other ways).  Under the "process" pulldown select "submit journal".  This journal will be in the General Ledger workcenter for anyone in your college with the role ZZ_GL_Approvals

After a journal is approved (if necessary) then a journal can be posted one of two ways.  The first is to manually post while having the journal open per qrg "Posting a Manual Journal".  And the next is to go to "mark journals for post" per the QRG "Posting Journals". A third way, not listed here - is through the General ledger workcenter.

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The initial setup for importing a journal is a template called  JRNL1_WS. Please see QRG Journal Spreadsheet Template for steps to download the Spreadsheet and Macro. Read the instructions carefully as this template is real finicky and is easy to corrupt.  

NOTE:  Submit Help Desk ticket or contact your Subject Matter Expert

The QRG covers the set up of your template.  Once it's set up you can input your journal you want to import.  Some people enter directly into the template and others will do a paste and drop.  In your example (from the JRNL1-WS sent out to those that request the template) you can see the commonly used fields (they can be a little confusing).  For example State purpose is Chartfield2 - it may or may not have that label depending on which version of JRNL1_WS you get.

There are two ways to import.  The first is called "Import Now".  When  you enter your chartfields and are ready to import you can SAVE first, then click on the ICON at the top of your template that looks like a sheet with 3 black lines and an arrow.  Follow the QRG.  Note:  if you get a password or user error it can be that your security team needs to sync your password so it will be picked up.  In doing this correctly you should receive a response from the system saying there are errors or "imported 1 journal) and then the journal number in the middle. This is where you can get your journal number to check on it like a regular journal and post.

The second way to import is called "Write to File".  With Write to File you will build your spreadsheet on the template like you did with step 2; however,  instead of pressing the import icon;  save the file then go to the home page of the template and click on the "write to file" which is a button at the bottom of  the 'Import Journals" column.  It will prompt you as to where  you want to save the file - take note of where it is saving it, because you will need this file in the next step.  in short, what you are doing is creating a TXT file in excel and then will go to CTClink to actually load this file in the next step.

Now that the "Write to File" has been saved you will need to import the Txt file in ctcLink. See QRG.  Note:  one of the most common errors is when you are importing if you click on the Edit box; be sure on the run control you choose as Journal Import with Edit". If Edit is not checked on the Spreadsheet Journal Import Request then choose "Spreadsheet Journal Import" on your Process Scheduler Request.  

This isn't a step for actually importing a journal; but it is a step you will need to review and either submit your journal for approval or post.

Navigation:  General Ledger > Journals > Journal Entry > Create/Update Journal

This step is when you have to submit for approval. Not all colleges are set up to require approvals for journals.  This step is only necessary if your college opted to have approvals for journals.  Pull up your journal.  Submitting a journal is done on the second tab of the journal page called "lines".  Under the "process" pulldown select "submit journal".  This journal will be in the General Ledger workcenter for anyone in your college with the role ZZ_GL_Approvals

This is no different than any other journal that you want to post.  Once it's ready to post you can post in a couple different ways. After a journal is approved (if necessary) then a journal can be posted one of two ways.  The first is to manually post while having the journal open per qrg "Posting a Manual Journal".  And the next is to go to "mark journals for post" per the qrg "Posting Journals". (a third way is through the GL workcenter if you have access).

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