9.2 Editing a Journal

Purpose:  Use this document to make edits to the journal using ctcLink

Audience:  Finance Staff

After entering a journal, you must edit it before you can post it.  If errors occur during the editing process, then you can recycle the journal for correction and re-editing.

You can edit journals online or through the batch edit process.  You can edit a large number of journal entries through the batch edit process.  To edit journals through the batch process, you enter a process request.

The Journal Edit process ensures that ChartField values are valid, ChartField combinations are valid, debits equal credits, and journal entries are balanced for Business Unit, Fund, and Operating Unit.  In this QRG, you edit journals using the Journal Edit Request page, which checks journals using your selected criteria for errors to ensure that they are valid before you post them.

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

  • ZZ General Ledger Processing

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.

Editing a Journal

Navigation:  NavBar > Navigator > General Ledger > Journals > Process Journals > Edit Journals

  1. The Edit Journals run control ID search page displays.  Select the Add a New Value tab.
  2. Enter a valid value in the Run Control ID field.
  3. Select Add.  
Edit Journals Add a New Value tab

This now takes you to the Edit Journals Request page.  This page is used to edit groups of journals based on criteria you provide.  You can also use this page to mark journals for posting.

  • The system displays the default values for the Business Unit, Ledger Group, and Source fields.  The edit process is also selected.  
  • You can enter a range of Journal IDs or leave blank.  The edit process will edit all journals that are valid and ready to be edited.
  • The Journal Date To/From fields can be used separately from the Journal ID fields and only Journals that fall into the specified date range will get processed.
  • These two sets of fields (and the others on the run control screen) can both be used in conjunction to make an even more restrictive process selection criteria. 

For the purposes of this QRG, we will be leaving the Journal ID fields blank.

  1. In the Process Frequency box, check Always.  (You want this request to be processed each time editing is initiated).
  2. Enter a valid value in the Description field.
  3. Enter a valid value in the Journal Date From field.
  4. Enter a valid value in the To Journal Date field.
  5. Select Run.

NOTE:  As you can see by the screenshot below, there are additional checkboxes for you to select based on your needs/criteria.

Edit Journals Request page

You are now on the Process Scheduler Request page.  Use this page to enter, update, or view parameters, such as server name and process output format.

  1. Select the Server Name drop-down menu and choose appropriate server name, if applicable.
  2. In the Process List box, check the boxes for PS/GL Jrnl Edit and Error Rpt option.
  3. Select OK.
Process Scheduler Request page
  1. Select Process Monitor link.  Refer to the Process Monitor QRG for further instructions.
Edit Journals Request page


  1. You have successfully Edited a Journal Entry.
  2. Process complete.


Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.