9.2 Generating Subsystem Journals
Purpose: Use this document as a reference for generating subsystem journals in ctcLink.
Audience: Financial Staff.
You must have at least one of these local college managed security roles:
- ZZ GL Journal Generation
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.
Before closing the month, ensure that all subsystems have sent journals to the GL. The process for generating journals is used to create and post to the GL from the various subledgers in ctcLink (Assets, Billing, Accounts Receivable, Payables, Purchasing, etc.). Doing so will keep the subledgers and GL in sync.
Navigation: General Ledger > Journals > Subsystem Journals > Generate Jrnl from Subsystem
- The Generate Journals run control ID search page displays.
- 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).
- 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
- Select the 'Alway's radio button in the Processing Frequency section.
- Enter or select the SetID = 'WACTC'.
- Enter or lookup the appropriate values:
- Accounting Definition Name (for example, APDEFN, ARDEFN) for the subsystem journal.
- Enter or select the appropriate Business Unit for the journal. Leave blank to select all values.
- Enter or select the appropriate ledger group (ACTUALS) in the Ledger Group field. Leave blank to select all values.
- 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.
- 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.
- 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.
- Select the Run button.
Warning: Mark the Post checkbox if you intend on posting this Journal Generate Request. Leave it "Unmarked" if you want to review prior posting.
- The Process Scheduler Request page displays. From the Process List select the FS_JGEN process then select OK.
- 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.
Please refer to the following link to access a list of Accounting Definitions Names and Templates.
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 Generating Subsystem Journals. This link will open in a new tab/window.
You must have at least one of these local college managed security roles:
- ZD General Ledger Inquiry
- ZZ GL Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Next, navigate to the Journal Inquiry page to verify that the journals were created.
Navigate: General Ledger > Review Financial Information > Review Journals
- The Journals search page displays.
- 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).
- 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.
- Enter or lookup the required field values:
- Enter Ledger as Local.
- Enter or lookup the Year.
- Enter or lookup the accounting period values: From Period and To Period. (i.e. Period 1 = July, Period 2 = August).
- Optional to refine your search add or lookup additional field values such as:
- Journal ID.
- Date.
- Status.
- Source.
- Select the Search button.
The Max Rows defaults to 100. Optional to manually change the max value up to 99999.
- The Journals grid populates with the results. Select the Journal ID link to view the details of the journal entry you specified.
Select the column title to sort numerically or by latest date.
- The Journal Inquiry Details page displays. Use the Journal Line region to view individual journal lines and amounts.
- 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.
Select the Go To "Journal Criteria" link to return back to the Journal Inquiry results page.
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 Reviewing Journals. This link will open in a new tab/window.
You must have at least one of these local college managed security roles:
- ZZ GL Journal Entry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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
- The Create/Update Journal Entries search page displays. Use the Find an Existing Value tab to locate the subsystem journal.
- If it did not automatically populate, enter or select the business unit in the Business Unit field.
- Enter the journal ID in the Journal ID field.
- Enter or select the user ID of the person who entered the journal in the Entered By field.
- Use the Journal Header Status drop-down button to select the appropriate journal header status. Note: you can select the option to blank this field.
- Select Search.
- The Create/Update Journal Entries page displays. Use the Header tab to view the unique identifying data for the subsystem journal. When finished select Lines.
- Use the Lines page to review journal details before editing and posting.
Note: On this Lines page, if the Journal was not already processed and is in ‘N’ journal status, you should first process it to validate it. If you have already processed the journal and the Journal Status is in ‘V’ (Valid) status, then you are ready to post it.
- Use the Process drop-down button to select the “Post Journal” option.
- Select Process.
- The Journal Status is now ‘P’ (Posted Journal).
- Process complete.
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