Navigation: General Ledger > Journals > Subsystem Journals > Generate Jrnl from Subsystem 

1. The Generate Journals run control ID search 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., WA0s0_GENSUBSYSJRNL (College, Process).
3. The Generate Journals Request page displays. Use it to define options, such as journal processing options, process frequency, SetID, accounting definition name, application business unit, ledger group, and date options for processing. Select all of the following journal processing checkbox options:
   • Edit - performs the standard Journal Edit process
   • Budget Check performs budget checking
   • Post - posts the journals that pass the Edit and Budget Checking processes
4. Select the 'Alway's radio button in the Processing Frequency section.
5. Enter or select the SetID = 'WACTC'.
6. Enter or lookup the appropriate values:
   1. Accounting Definition Name (for example, APDEFN, ARDEFN) for the subsystem journal.
   2. Enter or select the appropriate Business Unit for the journal. Leave blank to select all values.
   3. Enter or select the appropriate ledger group (ACTUALS) in the Ledger Group field. Leave blank to select all values.
   4. Optional: if a template is to be used, enter or select the appropriate template to use for the subsystem journal in the Template field. Leave blank to select all values.
   5. Use the From Date Option drop-down button to specify the date selection option. If the option selected is to “Specify Date”, then enter the appropriate date in the corresponding From Date field. In general, use “No From Date” to pick up all relevant transactions, up to and including the To Date, regardless of the accounting date. This ensures nothing gets left behind because of an old accounting date.
   6. Use the To Date Option drop-down button to specify the date selection option. If the option selected it to “Specify Date’, then enter the appropriate date in the corresponding To Date field. In general, use “End Date  To Period” to pick up all transactions with an accounting date equal to or less than the last day of the current open period.
7. Select the Run button.

8. The Process Scheduler Request page displays. From the Process List select the FS_JGEN process then select OK.
9. The Process Scheduler Request page disappears and the updated Generate Journals Request page displays. Note the Process Instance number.  Select Process Monitor. Refer to the QRG Process Scheduler/Process Monitor for instructions.

Next, navigate to the Journal Inquiry page to verify that the journals were created.

Navigate: General Ledger > Review Financial Information > Review Journals

1. The Journals search 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., WA020_INQ (College, Process).
3. The Journal Inquiry page displays. Use it to review summary and detail journal information for a specific business unit, ledger, and period. If it did not default, enter or select the appropriate business unit in the Unit field.
4. Enter or lookup the required field values:
   1. Enter Ledger as Local.
   2. Enter or lookup the Year.
   3. Enter or lookup the accounting period values: From Period and To Period. (i.e. Period 1 = July, Period 2 = August).
5. Optional to refine your search add or lookup additional field values such as:
   • Journal ID.
   • Date.
   • Status.
   • Source.
6. Select the Search button.

7. The Journals grid populates with the results. Select the Journal ID link to view the details of the journal entry you specified.

5. The Journal Inquiry Details page displays. Use the Journal Line region to view individual journal lines and amounts.
6. Optional actions for analysis:
   • If available, optional to select Drill to Source icon to view the Receivables/Payables Accounting Entry line detail, including voucher and invoice.
   • If available, select the View Attachment link as needed.
   • Select the grid action menu icon to download to Excel.

Finally, when you’re ready, navigate to the Journal Entry component to view and edit the actual journal.

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

1. The Create/Update Journal Entries search page displays. Use the Find an Existing Value tab to locate the subsystem journal.
   1. If it did not automatically populate, enter or select the business unit in the Business Unit field.
   2. Enter the journal ID in the Journal ID field or search a specific Source or Subsystem, i.e. AR = Accounts Receivable.
   3. Optional to enter or select the user ID of the person who entered the journal in the Entered By field.
   4. Optional to use the Journal Header Status drop-down button to select the appropriate journal header status.  
2. Select the Search button. Select from the results below.

3. The Create/Update Journal Entries page displays. Use the Header tab to view the unique identifying data for the subsystem journal:
   • The Journal ID begins with the subsystem or one of its like processes, i.e. ARDJ = AR Direct Journal.
   • The Source will list the subsystem, i.e. AR = Accounts Receivable.
4. When finished select Lines tab.

5. Use the Lines page to review journal details before editing and posting. Use the Process drop-down button to select the “Post Journal” option.
6. Select the Process button.
7. A message confirmation window displays. Select the OK button.