9.2 Running and Retrieving Reports in Finance

Purpose:  This QRG will describe how to run and retrieve financial reports via the Closing Trial Balances page in ctcLink.

Audience:  Finance Staff

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

  • ZZ General Ledger Period End

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

In this QRG, you will become very familiar with the Process Scheduler.  Running a report using Process Scheduler is simple.  Before beginning, you must understand these basic terms used in Process Scheduler:

  • A Process Scheduler Request is a single run request, such as an SQR or Crystal report.
  • A Run Control ID is a unique ID that associates each operator with his or her own run control table entries.
  • A Process Instance is a unique number that identifies each process request.  The system increments this value automatically and assigns it to each requested process when the process is submitted to run.

Using Process Scheduler to run reports offers several advantages.  This lesson focuses on running reports, not on any other types of process.  Because a report is a type of process, the terms report and process are used interchangeably based on context.

The advantages of Process Scheduler include:

  • System Efficiency:  Data-centric processes can run close to the database on high-powered servers. Non-data-centric processes can run anywhere.
  • Low Administration Overhead:  User accounts on servers are unnecessary; users should not need to know additional passwords to run processes.
  • End-User Productivity:  Users do not need to know the syntax for running a report or any other process.  Workstations can remain available for other tasks while a process runs in the background on a server.

Process Scheduler enables you to schedule a recurring report to run at specified times, such as every Friday at 6:00 pm.  You can also run processes one at a time according to your request.  Process Scheduler enables you to run reports easily and efficiently, without interruption.  You can run a report while you are reconciling financial data in a spreadsheet or entering personnel data into a database.  You can continue your daily work routine while Process Scheduler runs your reports.

Upon completion of this section, you will be able to:

  • Use Process Scheduler to run a report
  • Use Process Monitor to monitor a report
  • Use Report Manager to manage a report.

There are multiple methods of getting to the Process Scheduler.  For this QRG, we will demonstrate using the navigation to the Closing Trial Balances page.

Running and Retrieving Reports in Finance

Navigation:  General Ledger > Close Ledgers > Closing Trial Balance Rpt

  1. The Closing Trial Balance 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  can 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_CLOSE_TB_RPT (College, Process).
  3. The Closing Trial Balance page displays.  Use it to enter the request parameters, some of which might be pre-populated when the page displays.  These parameters will be used to define the processing rules and data to be included when the report is run.  The parameters will vary depending on which report you are running.  For example, other reports might have fields where you specify the SetID, Employee ID, or Department values before running the report.
  4. For the Closing Trial Balances report, we will define the following parameters:  Unit, Ledger, and Fiscal Year fields.
  5. After you have defined these parameters, scroll to right side of page and select Run.
Closing triabl balance page
  1. The Process Scheduler Request page displays.  Select OK to run the report. For more information, please refer to the QRG Process Scheduler/Process Monitor.

You can quickly access the Process Monitor and/or Report Manager links from the original page requests.

Use Process Monitor to monitor the status of your report. You use the Process Monitor to:  

  • Check the status of your submitted process requests.  
  • Cancel process requests that have been initiated or are currently processing.  
  • Hold process requests that are queued, and queue process requests you have put on hold.
Process scheduler request page
  1. The Report Manager page displays. Select the Administration tab displays the report, details about the report, and enables you to delete unwanted reports from the system.  New reports that have been scheduled or are in the process of being posted to the report repository are viewed only through the Administration page.
  2. When the status of your report is Posted, select the Closing Trial Balance Report link.
Report manager page

Review the report as needed.

closing trial balance pdf

Note that you must be assigned the ReportDistAdmin (Report Manager administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be able to delete a report in Report Manager."

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.

View Tutorial via Panopto

View the external link to Running and Retrieving Reports in Finance. This link will open in a new tab/window.

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