Processing Large Journals
Purpose: Use this document as a reference for processing or 'unsticking' large General Ledger journal entries in ctcLink.
Audience: Financial Staff
You must have at least one of these local college managed security roles:
- ZZ GL Journal Entry
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.
Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Large journals, like from Payroll or Student Financials, take a long time to process. To avoid the system getting tripped up or locked within a process, there are a couple of ways to help process to success.
Required criteria: Journal should be 'editable' (open boxes), Journal Status 'V' = Valid, and Budget Status 'I' = Incomplete.
- The Create/Update Journal Entries search page displays.
- Select the Find an Existing Value tab.
- Enter Business Unit.
- Enter additional Search Criteria to identify your journal.
- Select Search.
- The Header tab displays of the identified journal.
- Select the Lines tab.
- In the Totals section, select the Budget Status "i" hyperlink.
- The GL Journal Exceptions page displays.
- Select the Budget Check icon once and wait until the process finishes. Optional to navigate to Process Monitor to track and view status.
NOTE: Please wait until the Budget Check process completes. Check back in 10 - 15 minutes. Running the process again may trip up the process.
The reason this stuck is because large journals take a long time to process…and before they are finished if someone gets in, and does a budget check…it will lock up and be in “I” for in-process.
- Section complete.
Navigation: General Ledger > Journals > Process Journals > Budget Check Journals
This can be done when it’s stuck or to prevent it from getting stuck (in other words you can run it instead of running the Edit). The reason this is helpful is because you can look at the process monitor and see when the budget check is actually completed, thus preventing you from tripping on it and sending it into “I” status.
Required criteria: Journal should be 'editable' (open boxes), Journal Status 'V' = Valid, and Budget Status 'I' = Incomplete.
- The Budget Check Journals run control page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- 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., WA040_BUDGET_CK_JRNLS (College, Process).
- The Budget Check Journals Request page displays.
- Select the Process Frequency to Process Once.
- Enter a meaningful Description.
- Enter valid request parameters, such as:
- Business Unit.
- Source.
- Journal ID From and/or To Journal ID.
- Select the Save button.
- Select Run.
- The Process Scheduler Request page displays. Select OK to run the Commitment Control Budget or FS_BP process. Optional to select the Process Monitor link to view the status. Please refer to the Process Schedule Request steps for further instructions. Once the process runs to success, navigate back to the Journal ID for further processing as needed.
- Section complete.
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