9.2 Creating and Submitting a Manual Journal Entry

Purpose: Use this document as a reference for creating and posting a manual General Ledger journal entry in ctcLink.

Audience: Financial Staff/Supervisors

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.

Creating a Manual Journal Entry

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

Setting Up a Reversal
  1. The Journal Entry Reversal page displays.  Use it to select the date that the journal entry will be reversed. Reversals are marked valid and ready to post when you create them; they don’t need to be edited.
    1. Select the radio button for the desired reversal date.  
    2. Select OK.
Journal Entry Reversal page

Note: After selecting a reversal option, it is reflected in the Reversal link on the Header page.

  1. The Journal Entry Reversal page disappears.  The updated Header page displays.  If supporting documentation is required for the journal entry, select the Attachments link to navigate to the Journal Entry Attachments page where you can attach a file with supporting documentation.  For example, you might want to attach a spreadsheet with the details on how the accrual entry was derived.  The number in the parenthesis denotes how many documents you have attached.
  2. After the Header page is complete, select Lines.
Header tab
  1. The Lines page displays.  Use it to record the transaction lines that comprise the journal.

Use the Lines page to record the transaction lines that comprise the journal.

Note: SBCTC requires the presence of a Business Unit (*Unit), Account, Fund, Dept, Class, and State Purpose for every transaction, including journal entry.  Certain Expense Account transactions will also require the Approp.   Additionally, grant and project related journal entries require a Project Bus Unit, Project Number, Activity, and Analysis Type.  During processing of the journal entry, the system will use this information to check for valid Chartfield combinations and sufficient budget.

  1. Enter or select the appropriate account in the Account field.
  2. Enter or select the appropriate operating unit in the Oper Unit field.
  3. Enter or select the appropriate fund in the Fund field.
  4. Enter or select the appropriate department in the Dept field.
  5. Enter or select the appropriate class in the Class field.
  6. Enter the journal entry amount in the Amount field.
  7. Enter or select the correct state purpose in the State Purpose field.
  8. Select Lines to Add and the + icon to add the off-setting item using the Copy Down ID functionality.
Lines tab

Note:  All  values just entered will be copied to the new line, with the exception of the Account and Amount.  The Amount will be the amount needed to auto-balance the journal.  As you change the Amount and add more lines, the Amount will automatically adjust to the amount necessary to balance the journal.  You will need to provide an Account for each new line.

  1. Enter or select the appropriate account for the second line item in the Account field.

Note: The journal entry is balanced when the value in the Total Debits column is equal to the value in the Total Credits column. When you have a balanced journal, you may begin processing the journal directly from this page.

  1. Select Save.
Lines tab
  1. A Message window displays.  Select OK to acknowledge the message.  The message may say that the journal is saved with ‘T’ (incomplete) status (if that option was selected on the Header tab). “This journal cannot be edited or posted until you change its status to complete.”

The "T" (incomplete) status flag only prevents the journal from being processed by batch processing.  The journal can still be edited, budget checked, and submitted for approval using the online options from the *Process list.

Message page
  1. The Message window disappears.  The updated Lines tab displays.  Note that your newly-created Journal ID displays.
Lines page
Processing the Journal Entry Online
  1. Use the Lines page to process the journal. Begin by verifying that the *Process box reads "Edit Journal", then select Process.
Lines page

Note:  The Journal Status and Budget Status change to ‘V’ (Valid) after the journal is edited. You can only submit a journal for approval that is valid for both statuses.

Note: When you run the Edit Journal process, either on manual or system generated GL journal, the budget check is automatically run to validate the journal against a budget based on the type of account.

Note:  Journal entries which require approval cannot be posted until approved through the ctcLink workflow approval process. Approval requirements vary by college district.

  1. Use the *Process drop-down list button to make a new selection.
  2. Select Submit Journal.
  3. Select Process.
Lines page

Note: The Journal Status is now awaiting approval and Posting a Manual Journal Entry.

  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

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