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.
Using the My Work, My Approval, My Insight, Links, Queries, and Reports/Processes Pagelets
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.
Navigational hints:
- Black side arrows - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Wheel icon - use to personalize view, edit filters.
- 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.
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
- Before you can use My Work Pagelet links, you must define the required filter values. Above the My Work section, select the edit filter by clicking on the wheel icon and selecting Edit Filters.
- Select each Configure Link(s) by opening the link by clicking on the ">" right arrow. Open the Edit Filters Personalize Filter page and input filter parameters such as Business Unit. Note, in the My Work Pagelet, the Red colored font means they have not been set up, Blue indicates active links that have items requiring action, and Black indicates active links with no items in that link require action.
Note: The pagelets are collapsed and can be expanded by clicking on the ">" right arrows.
- Click the ">" right arrow to expand the pagelet, then click the ">" right arrow again to choose the listed item under the link label. Enter the appropriate field values and select the DONE button. Or use the look up to find values. Values with an asterisk are required fields.
- If necessary, repeat the above steps to activate each MY Work links displayed in red. The My Work area is ready for use when all filters are activated. Once activated, links will change colors from Red to Blue or Black.
In general, for the GL My work filters, the required fields are Business Unit, Ledger Group, and Fiscal Year.
Note: When changes are made in the GL WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh Icon.
- The personalizing options are available under the Wheel Icon by selecting the Personalize menu option.
- Select the Personalize link and the page displays.
- 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.
- Select the My Work tab (if not already defaulted).
- 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”.
- Enter a check mark in the “Show Count” column if you want the count to show in the task panel.
- 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.
- Click Done and remember the circle icon at the top of the task panel will refresh.
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.
- Select the link listed on the Task Panel (Journals Available to Edit in this example).
- The work area or transaction area displays a list of the items.
- 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.
- To look at the actual journal, select the blue hyperlink under Journal ID.
- The Journal Entry page displays over the Task Panel. The journal can be edited or processes how you normally view and edit journals.
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
- 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.
- 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.
- 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.
- 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.
The My Approval Pagelet area consists of just one section:
- GL Journal Approval Process
- The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
- Select the Personalize link and the page displays.
- 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.
- Select the My Approvals tab.
- The “Start My Approvals Grouplet Collapsed” is not necessary as there is only one group under the My Approval tab.
- 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.
- Enter a check mark in the “Show Count” column to have the number of approvals waiting to be counted on the task panel.
- 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.
- Click Done and refresh with the circle refresh icon at the top of the page.
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.
- To access the list of journals in your approval queue, select the GL Journal Approval Process in the Task Panel.
- The Journal Entry page displays.
- Several actions are available on this page.
- 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
- Most users will select the journal they wish to review.
- 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:
- Requester (the person who submitted the journal for approval)
- From (the last person who approved the journal or the entry person who created the journal)
- 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.)
- Once the filter button is selected, the Journal Entry Work Area (transactional area) returns.
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).
- After the Journal Entry is selected, the Journal detail displays.
- 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.
- 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. - Once the work is completed, you may exit the Journal and can access other parts of the Task Panel.
The My Insights Pagelet is reserved for future Insight access to grid research.
The Links Pagelet area consists of two sections:
- Manage and Monitor Journals section
- Review Information section
Manage and Monitor Journals takes you directly to the pages that you need to perform your job functions. You can click the link in the task area to open the page in the Work Area.
- Create/Update Journal Entries
- Copy Journals
- Spreadsheet Journal Import
- Enter Budget Journals
- Enter Budget Transfer
- Delete Journals in Mass
Review Information area has various sections for reviewing, unlocking, and reconciling
- Review Journals
- Review Ledger Data
- GL Subsystem Reconciliation Inquiry
- Journal Unlock
- Review Budget Details
- The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
- Select the Personalize link and the page displays.
- 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.
- Select the Links tab.
- If you want ALL the sections of Links to be collapsed, click the box for “Start Links Grouplet Collapsed”.
- If you want only ONE of the two Groups collapsed, click on the “Start Group Collapsed” of the group you want collapsed.
- Enter a check mark in the “Show Count” column if you want the Link Label to show in the Task Panel.
- On the “Open in New Window” column enter a check mark if you want it to open in a new page when the link is selected. It will take you out of the fluid GL WorkCenter and to a new page.
- 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.
- Click Done and refresh with the circle refresh icon at the top of the page
The Links Pagelet has links to easy access to the most common General Ledger processes for managing and monitoring journals. The example below shows access to the Create/Update Journal Entries.
- To access the Create/Update Journal Entries process, select the Create/Update Journal Entries link located below Manage and Monitor Journals drop down menu.
- The Create/Update Journal Entries page displays.
- This page is used to create a new journal by selecting the Add button or finding an existing journal by selecting the Find an Existing Value button.
- 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 add or review a journal.
- Once the work is completed, you may exit the journal and can access other parts of the Task Panel.
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
- Queries
- The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
- Select the Personalize link and the page displays.
- 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.
- Select the Queries tab.
- The “Start Queries Grouplet Collapsed” is not necessary as there is only one group under the Queries tab.
- If you want the group collapsed upon opening, select the “Start Group Collapsed” check box.
- Enter a check mark in the “Show Count” column if you want the Link Label to show in the Task Panel.
- 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.
- Click Done and refresh with the circle refresh icon at the top of the page.
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.
- Select the GL Ledger Table/Trial Balance link in the task panel.
- The query QFS_GL_ACCT_ANALYSIS displays.
- From this page enter the necessary criteria for your search.
- 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.
- Once the work is completed, you may exit the query and can access other parts of the Task Panel.
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
- The personalizing options are available under the Icon Wheel, then by selecting the Personalize option.
- Select the Personalize link and the page displays.
- 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.
- Select the Reports/Processes tab.
- The “Start Reports/Processes Grouplet Collapsed” will collapse all the groups if desired.
- If you want the group collapsed upon opening for one or more individually, click on the “Start Group Collapsed”.
- A run control ID can be added to the link under the column Run Control ID.
- Enter a check mark in the “Show Count” column if you want the Query Label to show in the Task Panel.
- In Column “New Window” you can check mark if upon start up you want a new window accessed.
- 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.
- Click Done and refresh with the circle refresh icon at the top of the page.
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.)
- Select the Process Monitor link from the Task Panel.
- The Process Monitor page displays.
- From this page, enter the necessary criteria for your search.
- 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.
- Once the work is completed, you may exit the process or report and can access other parts of the Task Panel.
Navigation: General Ledger > GL WorkCenter
The General Ledger WorkCenter welcome page displays.
Navigational hints:
- Two side arrows- select to expand/collapse the Task Panel.
- Refresh icon- select to refresh the page to see changes.
- Ellipsis or 3 vertical dots- personalize icon.
- Ten horizontal dots- select and drag up or down to view Task Panel areas.
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.
- The Approvals section consolidates links to these transactional areas:
- Journals Pending My Approval (depending upon your security/processing roles)
- 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.
- Before you can use any of the My Work links, you must define the required filter values. Under the My Works section, select the Edit Filters link to open the Edit Filters pagelet in the Work Area.
- Select each Configure Link(s) (pencil icon) to open the Configure Filter Values page and input filter parameters such as Business Unit.
Line items in red and require configuration;**Required filter field values not defined. Also note 1 of 2 pages to configure.
- Enter the appropriate field values and select the Apply button and then the OK button.
Notice the expand/collapse triangle in the bottom right hand of the Filter Values page. Select, hold and expand/collapse window to adjust.
- If necessary, repeat the above steps to activate each My Work link displayed in red. The My Work area is ready for use when all filters are activated. Once activated, links will change colors from Red to Blue or Black.
- Links displayed in Blue indicate active links that have items requiring action.
- Links displayed in Black indicate active links, but no items in that link require action.
As a general Rule for the GL My Works filters, the required fields are Business Unit, Ledger Group, and Fiscal Year.
Note: When changes are made in the GL WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
Once the Edit Filters have been activated, optional to personalize the My Work section appearance.
- On the Main tab, select the three dot icon and then select Personalize.
- The Define User My Work Links page displays.
- 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.
- 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.
Only users who are Journal Approvers will see the Journals Pending My Approval link.
- Expand the Approvals pagelet arrow to view/select the Journals Pending My Approval link.
- The Journals Pending My Approval pagelet will include all journals in a user's queue, and there are buttons to perform the various Approval options:
- Approve
- Deny
- Hold
- Pushback - If you are the first Approver for a Journal, the Pushback button is inactive because there are no previous approvers to push the journal back to. You should Deny the journal instead.
- Optional to view the Approval Workflow by selecting the blue cascading folders icon.
View additional information on the Journal Details tab. View if an Adjusting Entry as well as the Fiscal Year, Period, Status, Journal Description and Requester.
- Optional to select the Journal ID hyperlink that will open the Journal Entry details page. You can review the Journal lines, add Approver Comments or view the Approval Chain.
- From this page, optional to perform actions such as Approve, Deny and More to assist in the approval decision.
The Journals Pending My Approval page also includes a Comments section where you can add comments to all selected journals' approval processes. Section the drop down arrow next to Comments to utilize this functionality.
Once the required field values are entered, refresh the page and view Transactions and/or Errors.
Select the Current Work item expand arrow to review. The number of items will come after the title, for example, the 'Journals - Commitment Control Exceptions (2)' has '2' items to view.
Depending upon the transaction selection, optional to utilize additional navigation or analysis tools:
- The Actions drop down arrow box to select an Action and/or process then select GO.
- Select additional tabs within the Transactions page, i.e.Details 1 and Details 2.
- Select the luggage tag icon to view the entire line item.
- Drill into the line item by selecting the blue hyperlinks.
Links in the WorkCenter take you directly to the pages that you need to perform your job functions. You can click the link to open the page in the Work Area. Or you can click the icon to the left of the link to open the page in another browser.
- To customize the Links section, select the ellipsis or vertical three dots and then select Personalize.
- The Define User "Links" Links window displays. Note: 1 of 2 pages displays.
- Available customization:
- Reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- Optional to create your own Link Group by selecting thePlus icon.
- The Links Pagelet Personalization page displays.
- Under the Link Groups section, enter a new Group Label name, i.e.MY LINKS.
- Under the Link List section, select the Define link.
- The Define Link window displays. Select the Select Menu Item link.
- The main 'Navigation: NavBar' options displays depending upon your security roles/view access.
- Scroll down to view various folders. Select the General Ledger folder and drill into additional folders to add a custom 'link' to your WorkCenter. Select the OK button.
- Select Save and select the 'x' to close out the Links Pagelet Personalization page.
Optional to add and define additional personalized link item(s) by selecting theplus icon [+].
The new Links 'MY LINKS' group has been added.
The Queries section displays commonly used Queries for your GL WorkCenter. Predefined default Queries will display.
- Under the Queries section, select a query link.
- The Query displays in the transaction area.
- Enter the search criteria and select view results.
Optional to Personalize the Queries section on your WorkCenter and create your own Queries Group. Add additional favorite queries.
- Select the three dot icon and select Personalize.
- The Define User Query Links page displays.
- 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.
- Optional to add your own queries to the WorkCenter. Select the plus icon to add a new Query Group.
- Input a Group Label and display order, example below is 'MY QUERIES'.
- In the Query Definition section, input the Display Order then the Query Name.
- Enter desired query or select the magnifying glass look up tool in this field to use the basic or advanced lookup as needed.
- Optional to select the plus/minus icons [+] at the end of the row to add/delete row(s).
- Select Save.
Optional to override the Title/Description by selecting the Override Title/Description check box and manually entering a Description.
- A message will display to refresh the pagelet to see your changes. Select OK.
- Close out the Personalization page by selecting the 'X' in the upper right hand corner to return to the GL WorkCenter.
Refresh the pagelet to see your changes. The added Query Group and new queries will then be available.
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.
- By selecting one of the selections from the task panel, the report/process opens up in the transaction area.
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'.
- 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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