Journal Inquiry

Purpose:  Use the Journal Inquiry page to view detail and summary journal 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.

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 Journal Inquiry page to view journal details.

Journal Inquiry

Navigation: 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., JRNL_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.
  4. Enter required journal search criteria:
    • Complete the following required fields: Unit, Ledger, Year, From Period, and To Period.
    • Optionally you can also enter additional journal criteria to limit your search.  If you use a previously saved inquiry, the search criteria that appears is based on the last time this page was saved.  You can override the values to use different search criteria.
    • Select the Source field and enter the desired information. Enter desired info (ex. AR or AP) in the Source field to return any journals that have been generated from the sub system within the specified criteria.
  5. Select the Search button to display Journal IDs that are based on your criteria.
  6. The updated Journal Inquiry page displays. Select the Journal ID link to review Journal Header and Journal Line detail information.

Utilize the Journal Criteria to narrow or widen search by using the Journal ID, Date, or expand Max Rows from 100 to 500.

Journal Inquiry search page
  1. The Journal Inquiry Details page displays.  It shows the journal header, currency, and line information for the journal ID that you selected.
  2. Review the Journal Header information.
  3. By default, the All Lines option is selected and displays all journals lines in the journal. You can enter a specific range of lines to display and select the Query Journal Lines button to display a new result set, if desired.

Use the Journal Criteria link to navigate back to the Journal Inquiry search page, where you can enter new inquiry criteria. As with Ledger Inquiry, you can create and save multiple 'Journal Inquiry Searches' to quickly retrieve frequently viewed data sets.

Journal inquiry details
  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 Journal Inquiry. This link will open in a new tab/window.


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