Copying a Journal

Purpose: Use this document as a reference for copying a General Ledger journal or multiple journals 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.

Copy a Journal - Online Method

If you know the journal you wish to copy, you can do so from the Journal Lines page.

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

  1. The Create/Update Journal Entries search page displays. Select the Find an Existing Value tab to locate the journal you wish to copy.
    • If it did not automatically populate, enter or select the business unit into the Business Unit field.
    • Enter or lookup the journal ID in the Journal ID field.
    • Select the Search button.
  2. The Create/Update Journal Entries page displays. Select the Lines tab.
  3. In the *Process box, use the drop down arrow to select Copy Journal.
  4. Select the Process button.
Select Copy Journal and select Process
  1. The Journal Entry Copy window displays. Enter the following:
    1. Adjust the Journal Date if necessary.
    2. Check the box to Reverse Signs if necessary.
    3. Always check the box to Recalculate Budget Date.
    4. Optional to select a Reversal Date if necessary. Please see QRG Creating and Reviewing a Journal Entry Reversal for more information.  
  2. Select the OK button.
Journal Entry Copy window

The new Journal ID has been created. The Lines page now displays the lines of the newly created journal, edit Header and/or Lines tabs as needed. Follow the steps above to Edit Journal and then Submit Journal for Approval (or Post depending upon your college business process flow).

New Journal ID has been created.

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

View the external link to Copy a Journal - Online Method. This link will open in a new tab/window.

Copy Journal(s) - Batch Method

Navigation: General Ledger > Journals > Journal Entry > Copy Journals 

  1.  The Copy Journals run control ID page displays.
  2. 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., WA140_COPY_JOURNALS (College, Process).
  3. The Copy Journals Request page displays. Scroll the page over to right and use the plus sign [+] to add additional Journal IDs to copy.
  4. For each line, enter or lookup the parameters for running the copy journal process:
    1. Use the drop-down button to select the Process Frequency = Always.
    2. Enter Business Unit.
    3. Enter a Date (within the current period).
    4. Lookup the journal entry to copy in the Journal ID field and the original Journal ID(s) Date(s) will auto-fill.
    5. Enter a date for the journal entry being created in the New Date field. This field defaults to current date.
    6. Select the Recalculate Budget Date box.
    7. Select the Journal Incomplete Status box.
  5. Select the Run button.

The journal entry must be in Status ‘V’ (Valid) or ‘P’ (Posted) to use for the Copy Journal process.

Select the Run button
  1. The Process Scheduler Request window displays. Select the OK button to run the Journal Copy Process. The updated Copy Journals Request page displays. Note the Process Instance number.
  2. Select the Process Monitor link. Please refer to the Process Schedule/Process Monitor for further details and instructions. From the Process Monitor page, select the Go back to Copy Journals link.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. The process has finished successfully when the Run Status column indicates ‘Success.’ 

  1. The updated Copy Journals Request page displays.
  2. Select the Save button. Note the New Journal ID(s) have been created.
New Journal ID was copied

IMPORTANT: The New Journal ID field now contains the number of the new journal entry that was just created during the copy process. You may want to write this number down. Please see the next step Review New Copied Journal Entry.

Reviewing a New Copied Journal

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

  1. The Create/Update Journal Entries search page displays. Select the Find an Existing Value tab to fetch the journal you just copied.
    • If it did not automatically populate, enter or select the business unit into the Business Unit field.
    • Enter the journal ID (the one recorded above) in the Journal ID field.
    • Select the Search button.
  2. The Create/Update Journal Entries Header page displays. Use it to review the new journal that was created from the Journal Copy process.
    • Update the Long Description field as needed.
    • Use the Attachments link to add backup documentation.
  3. Select the Lines tab.
Edit Header description and add attachments
  1. The Lines page displays. Use it to modify the new journal as needed. You can modify values for various journal entry fields, such as Amount and the ChartField values. You can also insert and/or delete rows.
  2. Select the Save button. You may receive a message that the Journal is saved with incomplete status with a Journal Status  = T and Budget Status = N. Select the OK button.
  3. Select the Process drop down arrow to Edit Journal and select the Process button. A message window pops up regarding to wait until the Edit process has completed. Select the Yes button.
Lines tab, edit lines and select edit journal process

Note: The Journal Status and Budget Status should change to ‘V’ after the journal is edited, where ‘V’ stands for Valid. You can only post a journal that has both valid statuses. 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 select "Submit Journal".
  2. Select the Process button to submit the journal for approval.
Submit journal for approval
  1. Process complete.

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