9.2 Ledger Inquiry
Purpose: Use a Ledger Inquiry page to view detail and summary ledger information in ctcLink.
Audience: Finance Staff.
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.
The ctcLink General Ledger application provides a series of inquiries that enable you to review ledger summary and detail information based on selected ChartField combinations. These inquiries use several successive views that enable you to access journal line details. The ledger inquiry also enables you to drill down across products from account balances in ctcLink General Ledger to specific transaction entries in other ctcLink Financial and Distribution products.
ctcLink General Ledger provides these inquiries: journal inquiry, ledger inquiry, ledger group inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries, and entry event budget and general ledger adjustment accounting inquiries. After you run an inquiry, you can specify criteria to narrow your inquiry results.
In this topic, you use the Ledger Inquiry page to view detail and summary ledger information. You also use the Journal Inquiry page to view journal details and this is covered in its own QRG (see Journal Inquiry).
Ledger Inquiry
Navigation: General Ledger > Review Financial Information > Review Ledger Information
The Ledger search page displays.
- Select the Add a New Value tab.
- Enter the name information into the Inquiry Name field.
Multiple Inquiries can be created and saved to quickly access frequently used inquiries.
- Select Add.
- The Ledger Inquiry page displays. Use it to specify selection criteria to view ledger detail and summary information.
- You can also use the ChartField Criteria grid to specify the ChartFields you want to view. Also use this grid to specify the order of the ChartFields to be viewed when the Sum By option is selected.
- For example, if you select the Sum By option for the Account and the Department ChartFields, Account has Order-By equal to 1 and Department has Order-By equal to 2. You also can specify adjustment periods as part of your criteria by selecting the option next to Period in the Include Adjustment Periods grid.
- In this example, we will use the following fields as criteria:
- Enter the desired information in the Unit field.
- Enter the desired information in the Ledger field.
- Enter the desired information in the Fiscal Year field.
- Enter the desired information in the From Period field.
- Enter the desired information in the To Period field.
- If the number of data rows exceeds 100, increase the Max Ledger Rows value. Note: this may affect performance.
- Select the Search button.
- The Ledger Summary page displays summary balances based on the selected ledger criteria. The Ledger Amount by Currency grid summarizes, based on currency type, the transaction balances for each account in the ledger within the selected ledger period range.
- To make sure you are viewing all rows available, make sure to select the View All link located to the right to the Ledger Summary Header. Scroll down using the vertical scroll bar to see additional Ledger Amount By Currency sections.
- Select the Activity link in any row to get the transaction details for that row.
- The Transaction Details page displays. It summarizes the ledger journal data for your selection. For example, it displays a summary of all the ledger journal amounts for a specific account ChartField value.
- Select a Journal ID link.
- The Journal Inquiry Details page displays. It contains the Journal Header information and Journal Lines for the journal transaction.
- Review the Journal Header information. You can either view All Lines for the selected Journal ID, or to view a range of journals, select the From/To option, enter line numbers in the From Line field and the To Line field, and then select the Query Journal Lines button.
- Select the All Lines option and then choose the Query Journal Lines button to see all journal lines. The results will display below the Journal Header section.
- The next step will be to review the Transaction Details. Select Transaction Details to open the Ledger Inquiry Transaction Details page.
- The Transaction Details page displays. It summarizes the ledger journal data for your selection. After you are done reviewing the information.
- Select the Ledger Summary link.
- The Ledger Summary page displays. Select the Ledger Detail Drill-Down ChartField Display link which then opens a separate window to display the ChartFields that are pertinent to your inquiry.
- The Ledger Detail Drill-Down ChartField Display page displays. Select/Unselect ChartField Criteria to display. Use the vertical scroll bar to scroll down to view all data.
- Select OK after you have finished selecting your criteria.
- The Ledger Summary page displays.
- Select the Detail link.
- The Ledger Details page displays. Select the Activity link to return to the Transaction Details page.
- The Transaction Details page displays. Select Ledger Summary.
- The Ledger Summary page displays.Select the Detail link.
- Select the Activity link to return to the Transaction Details page.
- Select the Journal ID link.
- The Journal Inquiry Details page displays. You can select the Drill to Source to view details about the journal from the sub-system in a new window.
- The Journal Drill Down window opens.
- Close Journal Drill Down window. You should now be back at the Journal Inquiry Details page.
- Select the Ledger Summary link.
- Select the Inquiry Criteria link.
- The Ledger Summary page displays.
- You have successfully viewed ledger detail transactions of a ledger.
- Process complete.
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