Using GL WorkCenter

Purpose: Use this document as a reference for using the General Ledger WorkCenter in ctcLink.

Audience: Finance/General Ledger staff.

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

  • ZZ General Ledger Workcenter

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

The General Ledger WorkCenter is a role-based central navigational component that is designed to help users of the General Ledger application organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with the most common tasks and links that are applicable to most users.

A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task in the Work area, without ever leaving the WorkCenter. When you are finished with a Task, you can quickly select the next one, and open it in the Work area. This functionality improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties.

The General Ledger WorkCenter is composed of the following pagelets. Each pagelet is discussed in this Quick Reference Guide.

The pagelets are:

  • My Work pagelet - Access to your most commonly-performed tasks, including exceptions and alerts for items requiring your attention.
  • My Approval pagelet (Fluid only) - Access the GL Journal approval process.
  • Links pagelet - Access your most commonly-used pages. This pagelet is similar to the Favorites menu, but more user-friendly.
  • Queries pagelet - Access Query Manager, public queries, private queries, and pivot grids.
  • Reports and Processes pagelet- Access reports and processes that you use most often.
Expand or collapse content Using General Ledger WorkCenter (Fluid)

Note: The General Ledger Fluid WorkCenter has a different look than the Classic WorkCenter, but most of the same functionality.

Navigation: GL WorkCenter Tile

From the GL WorkCenter home page (or wherever you have saved the GL WorkCenter Tile), select the GL WorkCenter Fluid tile. The Fluid General Ledger WorkCenter page displays.

Finance & Accounting homepage with the GL WorkCenter tile highlighted

Navigational hints:

  1. Black side arrows - select to expand/collapse the Task Panel.
  2. Refresh icon - select to refresh the page to see changes.
  3. Wheel icon - use to personalize view, edit filters.
  4. Scroll Bar- use to view all areas of pagelet.

Rather than having to click on a second tab, the pagelets are organized on one continuous view on the task panel. The various pagelets will be pre-configured with many links that can assist users in performing day-to-day General Ledger accounting duties. It will show the statuses and counts (if desired) for journal entries and notification of journals pending approval for a user. Selecting a link will open a Work area pagelet where actions can be taken, such as approving a journal or editing a journal to correct errors, etc. You will notice that all the pagelets are listed on the same task page and can be viewed by navigating with the scroll bar.

Note: depending on access and roles, your task panel may have different links listed.

GL WorkCenter Journals available to Edit process displayed
Expand or collapse content My Work Pagelet

The My Work pagelet includes several different sections:

  • Journals Processing
  • Current Work
  • Exceptions

The Journal Processing section consolidates links to these transactional areas (again, your access and roles may be different, thus the list below on your Fluid WorkCenter may be different):

  • Journals Available to Edit
  • Incomplete Journals
  • Journals Not Posted in Closed Period
  • Journals Ready for Post
  • Submit Journals for Approval in Mass
  • Pushed Back / Denied Journals for Rework
  • Mass Delete Journals
  • Amortization Schedules
  • Journals Not Yet Posted at Period End
  • Mark/Submit Journals for Unposting
  • Journals Pending Approval

Note: The list may vary depending on security access and roles. Users cannot add links to the Journal Processing portion of My Work pagelet, only modify the display options.

The Current Work section consolidates links to these transactional areas:

  • Journals Available to Edit
  • Journals With Edit Errors
  • Journals – Commitment Control Exceptions
  • Journals Ready to Post
  • Budget Journals Exceptions
  • Journals Not Posted in Closed Period

The Exceptions section consolidates links to these transactional areas:

  • Journals with Errors
  • Journals with Edit Errors
  • Journals with Balance Errors
  • Journals with Control Total Errors
  • Journals in Suspense
  • Journals – Commitment Control Exceptions
  • Budget Journal Exceptions
  • Amortization Voucher Closed
  • Amortization Voucher Payment Canceled
Expand or collapse content Personalizing the My Work Pagelet
  1. The personalizing options are available under the Wheel Icon by selecting the Personalize menu option.
GL WorkCenter Wheel icon Personalize option highlighted
  1. Select the Personalize link and the page displays.
  2. On this page, you can collapse or expand the groups, set the count on the link to display, or set the page to display as the starting page on the WorkCenter starting page. Notice, it has page tabs for each section; My Work, Links, Queries, Report/Processes, My Approval and My Insights.
  3. Select the My Work tab (if not already defaulted).
  4. It is not necessary to click on the “Start My Work Grouplet Collapsed” as there is only one group. If you want all the sections of My Work group to be collapsed, click the box for “Start Group Collapsed”.
  5. Enter a check mark in the “Show Count” column if you want the count to show in the task panel.
  6. From the Starting Page column select the link you want displayed at start up if desired. Note, there is only one starting page for all the tabs. If check marked, this is the page that will appear in the work area or transactional area.
  7. Click Done and remember the circle icon at the top of the task panel will refresh.
Personalize page - My work tab selected
GL WorkCenter Actions option selected
Journals With Edit Errors section with the General tab open
Expand or collapse content Using My Work Pagelet – Viewing and Transactions Errors

The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day General Ledger accounting duties. It will show the statuses and counts (if desired) for journal entries and notification of journals pending approval for a user. Selecting a link will open a Work area pagelet where actions can be taken, such as approving a journal or editing a journal to correct errors, etc.

Users cannot add links to the My Work pagelet, only modify the display options.

In the following example, Journals Available to Edit, some links will be slightly different. This is the basic access to view and fix errors.

  1. Select the link listed on the Task Panel (Journals Available to Edit in this example).
  2. The work area or transaction area displays a list of the items.
  3. Multiple journals or individual journals can be processed by selecting the box next to the desired journal and then going to the Action drop down and selecting a process.
GL WorkCenter Actions menu drop-down menu
  1. To look at the actual journal, select the blue hyperlink under Journal ID.
GL WorkCenter > Journals Available to Edit > Journal ID displaying
  1. The Journal Entry page displays over the Task Panel. The journal can be edited or processes how you normally view and edit journals.
Journal Entry page with the Lines tab displaying

While you can go directly to the journal to complete your review/edit/and processing, you can also use the Action drop down menu before accessing the journal. The menu options are:

  • Edit Journal
  • Post Journal
  • Save Jrnl Status
  • Budget Check
  • Budget Pre Check
  • Email Notification
  1. Click the Action drop down arrow and select the desired process - Edit Journal, Post Journal, Save Jrnl Status, Budget Check, Budget Pre Check, and Email Notification.
GL WorkCenter Action drop down menu options
  • Note there are 4 tabs (General, Detail 1, Detail 2, and Show All).
  • Each of the pages in the work area also has the Unit. Notice this has the up and down arrow to sort descending or ascending.
  • Journal ID (with a hyperlink). It can be sorted with the up and down arrows indicating ascending or descending order.
  • Unpost sequence (if the journal is unposted). If a journal is unposted the original will have a 0 sequence, and the unposted journal will have a 1. Any journal not unposted will be blank.
  • The remaining columns will be based on the area. For example, there may be a Budget Header Status, Line Unit, Lines, Source, and Description. We do not use the Interunit column. All of these can be sorted ascending or descending.
GL WorkCenter Show All tab displayed
  1. When done editing or processing, save like you normally would with any journal, and then select the "x" at the top of the page on the right to close the page.
  2. The General Ledger WorkCenter page displays. Continue work, either select a new Current Work Item or work with the Journals Available to Edit in the work area.
Expand or collapse content My Approval Pagelet

The My Approval Pagelet area consists of just one section:

  • GL Journal Approval Process
Expand or collapse content Personalizing the My Approvals Pagelet
  1. The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
  2. Select the Personalize link and the page displays.
  3. On this page, you can indicate the display order, if you want the groups to collapse or expand, or if the link should open on the WorkCenter starting page. Notice, it has page tabs for each section; My Work, Links, Queries, Report/Processes, My Approval and My Insights.
  4. Select the My Approvals tab.
  5. The “Start My Approvals Grouplet Collapsed” is not necessary as there is only one group under the My Approval tab.
  6. If you want the group collapsed upon opening, select “Start Group Collapsed”. This tab, however, only has one approval link so the collapse is probably not necessary here either.
  7. Enter a check mark in the “Show Count” column to have the number of approvals waiting to be counted on the task panel.
  8. From the Starting Page column select the link you want displayed at start up if desired. Note, there is only one starting page for all the tabs. If check marked, this is the page that will appear in the work area or transactional area.
  9. Click Done and refresh with the circle refresh icon at the top of the page.
Personalize page > My Approvals tab displaying
Expand or collapse content Using My Approval Pagelet

The My Approval Pagelet has only one link. It navigates to the GL Journal Approval Process. If you have no journals to approve you will have no number count next to the link.

  1. To access the list of journals in your approval queue, select the GL Journal Approval Process in the Task Panel.
  2. The Journal Entry page displays.
  3. Several actions are available on this page.
    1. You can select the box next to the first column of pending approvals and then move toward the top right of the page and select from the Approve, Deny or More button. OR
    2. Most users will select the journal they wish to review.
  4. Notice the filter button (arrow with the three lines) directly under the Pending Approvals. This can be used when the result is a large list and you want to reduce your search with a filter. The filter choices are:
    1. Requester (the person who submitted the journal for approval)
    2. From (the last person who approved the journal or the entry person who created the journal)
    3. Date Period (The Date Period is not the actual period, but is blank if it’s the current period and older if it’s previous periods.)
  5. Once the filter button is selected, the Journal Entry Work Area (transactional area) returns.
My Approvals > GL Journal Approval Process > Journal Entry page > Filters icon selected

When a Journal Entry is selected, the journal will display in the Work Area (also called transaction area). The Work Area can be increased or decreased by selecting the Task Panel button (black button on the left side with the two small white lines).

Pending Approvals page with the Task Panal button selected
  1. After the Journal Entry is selected, the Journal detail displays.
  2. Select the Approve button to approve the journal entry, the Deny button to deny the journal entry, or the More button to push back or hold the journal entry.
  3. Notice the two blue hyperlinks: Edit Journals (allows reviewers the opportunity to make edits) and View Journal Lines (allows a review without editing) under the "Entered on" date.
    Note, the Edit Journals hyperlink takes you out of the fluid process but can return by selecting the "x" at the top of the screen.
  4. Once the work is completed, you may exit the Journal and can access other parts of the Task Panel.
Journal Entry page with the Edit Journal and View Journal Lines hyperlinks highlighted
Expand or collapse content My Insights Pagelet

The My Insights Pagelet is reserved for future Insight access to grid research.

Expand or collapse content Queries Pagelet

The Queries Pagelet displays commonly used Queries for your GL WorkCenter. Predefined default Queries will display. Query Manager or Query Viewer (or both) depending on access as well as additional sections for reviewing search queries and trial balances. You will notice that the Queries pagelet is below the My Work pagelet; you no longer must go to a second tab. Use the scroll bar to view different areas.

  • Query Manager
    • Queries
      • Journals
      • GL Ledger Table/Trial Balance
Expand or collapse content Personalizing the Queries Pagelet
  1. The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
  2. Select the Personalize link and the page displays.
  3. On this page, you can indicate the display order, if you want the groups to collapse or expand, or if the link should open on the WorkCenter starting page. Notice, it has page tabs for each section; My Work, Links, Queries, Report/Processes, My Approval and My Insights.
  4. Select the Queries tab.
  5. The “Start Queries Grouplet Collapsed” is not necessary as there is only one group under the Queries tab.
  6. If you want the group collapsed upon opening, select the “Start Group Collapsed” check box.
  7. Enter a check mark in the “Show Count” column if you want the Link Label to show in the Task Panel.
  8. From the Starting Page column select the link you want displayed at start up if desired. Note, there is only one starting page for all the tabs. If check marked, this is the page that will appear in the work area or transactional area.
  9. Click Done and refresh with the circle refresh icon at the top of the page.
Personalize page with the Queries tab displaying
Expand or collapse content Using My Queries Pagelet

The Queries Pagelet is used for accessing already created queries. Depending on access and roles, a user’s list may be different than another user. Adding more queries is possible; speak with ERP support to add more queries. Example below is GL Ledger Table/Trial Balance.

  1. Select the GL Ledger Table/Trial Balance link in the task panel.
  2. The query QFS_GL_ACCT_ANALYSIS displays.
  3. From this page enter the necessary criteria for your search.
  4. Notice the black button with the two white lines next to the task panel. This may be used to expand or collapse the Task Panel for extra area in which to work on your query.  
  5. Once the work is completed, you may exit the query and can access other parts of the Task Panel.
My Queries Pagelet > Queries drop down menu w
Expand or collapse content Reports/Processes Pagelet

The Reports/Processes Pagelet has Processes and Reports sections.

The Processes section contains:

  • Process Monitor
  • Generate Jrnl from Subsystem

The Reports section contains:

  • Print Trial Balance
  • Report Manager
  • Ledger vs Jrnl integrity Rpt
GL WorkCenter Queries and Reports/Processes Pagelets > Jounals section expanded
Expand or collapse content Personalizing the Reports/Processes Pagelet
  1. The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
  2. Select the Personalize link and the page displays.
  3. On this page, you can indicate the display order, if you want the groups to collapse or expand, or if the link should open on the WorkCenter starting page. Notice, it has page tabs for each section; My Work, Links, Queries, Report/Processes, My Approval and My Insights.
  4. Select the Reports/Processes tab.
  5. The “Start Reports/Processes Grouplet Collapsed” will collapse all the groups if desired.
  6. If you want the group collapsed upon opening for one or more individually, click on the “Start Group Collapsed”.
  7. A run control ID can be added to the link under the column Run Control ID.
  8. Enter a check mark in the “Show Count” column if you want the Query Label to show in the Task Panel.
  9. In Column “New Window” you can check mark if upon start up you want a new window accessed.
  10. From the Starting Page column select the link you want displayed at start up if desired. Note, there is only one starting page for all the tabs. If check marked, this is the page that will appear in the work area or transactional area.
  11. Click Done and refresh with the circle refresh icon at the top of the page.
Personalize page with the Reports/Processes tab displaying
Expand or collapse content Using My Report/Processes Pagelet

The My Report/Processes Pagelet is used for certain processes and established reports. The list may vary from user to user depending on access levels and roles. To add more processes or reports, reach out to ERP Support. The example used below is the Process Monitor.

Notice that within the Reports/Processes Pagelet there are two areas, one is labeled Processes, and it contains a link to processes such as Process Monitor and Generate Jrnl from Subsystem. The second section is Reports and has such reports as Print Trial Balance, Report Manager, and Ledger vs Jrnl Integrity Rpt. (Again, this list can vary from user to user.)

  1. Select the Process Monitor link from the Task Panel.
  2. The Process Monitor page displays.
  3. From this page, enter the necessary criteria for your search.
  4. Notice the black button with the two white lines next to the task panel. This may be used to expand or collapse the Task Panel for extra area in which to work on your Process or Report.  
  5. Once the work is completed, you may exit the process or report and can access other parts of the Task Panel.
Process Monitor Page with the Process List highlighted
Expand or collapse content Using General Ledger WorkCenter (Classic)

Navigation: General Ledger > GL WorkCenter

The General Ledger WorkCenter welcome page displays.

Navigational hints:

  1. Two side arrows- select to expand/collapse the Task Panel.
  2. Refresh icon- select to refresh the page to see changes.
  3. Ellipsis or 3 vertical dots- personalize icon.
  4. Ten horizontal dots- select and drag up or down to view Task Panel areas.
General Ledger WorkCenter page
Expand or collapse content Using the My Work Pagelet

The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day General Ledger accounting duties. It will show the statuses and counts (if desired) for journal entries and notification of journals pending approval for a user. Selecting a link will open a Work area pagelet where actions can be taken, such as approving a journal or editing a journal to correct errors, etc.

  1. The Approvals section consolidates links to these transactional areas:
    • Journals Pending My Approval (depending upon your security/processing roles)
  2. The Current Work section consolidates links to these transactional areas:
    • Journals Available to Edit
    • Journals With Edit Errors
    • Journals - Commitment Control Exceptions
    • Journals Ready for Post
    • Budget Journal Exceptions
    • Journals Not Posted in Closed Period

Users cannot add links to the My Work pagelet, only modify the display options.

My work pagelet
Expand or collapse content Personalizing the My Work Pagelet

Once the Edit Filters have been activated, optional to personalize the My Work section appearance.

  1. On the Main tab, select the three dot icon and then select Personalize.
My Work Personalize link
  1. The Define User My Work Links page displays.
  2. On this page, you can indicate the display order, if you want the groups collapsed or expanded, if the count or link should display, or if the link should open on the WorkCenter starting page.

Field Descriptions on the Personalization Page are listed below.

Field, Value and Description
  1. Select Save to save any changes and then select the 'X' to close out the window to return to the main GL WorkCenter page. Note 1 of 2 pages worth of customization.
Select save to save changes to my work pagelet
Expand or collapse content Queries Pagelet

The Queries section displays commonly used Queries for your GL WorkCenter. Predefined default Queries will display.

  1. Under the Queries section, select a query link.
  2. The Query displays in the transaction area.
  3. Enter the search criteria and select view results.
Queries pagelet

Optional to Personalize the Queries section on your WorkCenter and create your own Queries Group. Add additional favorite queries.

  1. Select the three dot icon and select Personalize.
  2. The Define User Query Links page displays.  
  3. On this page you can configure the display order (if the second query should display before the first, then give the second query a Display Order value lower than the first query), the show link, and starting page options.
Queries pagelet personalization page
  1. Optional to add your own queries to the WorkCenter. Select the plus icon to add a new Query Group.
Select plus icon to add your own query group
  1. Input a Group Label and display order, example below is 'MY QUERIES'.
  2. In the Query Definition section, input the Display Order then the Query Name.
  3. Enter desired query or select the magnifying glass look up tool in this field to use the basic or advanced lookup as needed.
  4. Optional to select the plus/minus icons [+] at the end of the row to add/delete row(s).
  5. Select Save.

Optional to override the Title/Description by selecting the Override Title/Description check box and manually entering a Description.

Define User Query Links
  1. A message will display to refresh the pagelet to see your changes. Select OK.
  2. Close out the Personalization page by selecting the 'X' in the upper right hand corner to return to the GL WorkCenter.
Select ok and close out the personalization window

Refresh the pagelet to see your changes. The added Query Group and new queries will then be available.

My queries group has been added
Expand or collapse content Reports/Processes Pagelet

The Reports/Processes section includes access to frequently used reports and processes. The links in this section take you directly to the Run Control page for common reports or processes. Predefined default Reports/Processes displays.

  1. By selecting one of the selections from the task panel, the report/process opens up in the transaction area.
Reports/Processes pagelet

Similar to the steps how to Customize the Queries Pagelet, optional to Personalize the Report/Processes section on your WorkCenter by creating your own Reporting Group. Select the ellipsis or vertical three dots and then select Personalize. Available customization:

  • To create your own Reports/Process Link Group select the Plus icon.
  • Enter or use the lookup tool to add Report Name. Select the plus icon [+]to add additional Reports.
  • Optional reorder the Link List 'Display Order'.
  • Select or Deselect the 'Show Link' boxes.
  • Select or Deselect 'Start Group Collapsed'.
Personalize link
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to access the Customizing the GL WorkCenter training session. This link will open in a new tab/window.

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