Editing Journals Through the Batch Edit Process

Purpose:  Use this document to run the edit journal process for a date range or multiple journals through the batch edit process within ctcLink.

Audience:  Finance Staff/Supervisors.

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.

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.

Editing Journals Through the Batch Edit Process

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

  1. The Edit 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., WA010_EDIT_JOURNALS (College, Process).
  3. The Edit Journals Request page displays.

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. 
  1. In the Process Frequency box, select the Always radio button.
  2. Enter in a Description.
  3. Enter in the Business Unit.
  4. Enter in optional process request parameters such as:  
    • Date Range: enter in the Journal Date From and To Journal Date to run the edit process for a specific time frame.
    • Journal IDs: enter in the Journal ID From and To Journal ID to run the edit process for a specific range of Journal Ids.
  5. Select Run.
Edit Journals request run control page

NOTE:  As you can see by the screenshot below, there are additional checkboxes for you to select based on your needs/criteria. Depending upon your security role access, boxes may be 'grayed' out.

  1. The Process Scheduler Request page displays. From the Process List box, select the box for PS/GL Jrnl Edit and Error Rpt option.
  2. Select OK.
  3. Select the Process Monitor link. For more information, please see QRG Process Scheduler/Process Monitor.
Process Scheduler Request page
  1. When the process runs to success, navigate to the Report Manager. For more information, please refer to the Report Manager steps for further instructions.
  2. Select the Administration tab.
  3. Select the Journal Error Report link. The Report Detail window opens.
On Report Manager page, select the Journal Error Report
  1. Review results.
Review results
  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

View the external link to Editing Journals Through the Batch Edit Process. This link will open in a new tab/window.


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