9.2 Viewing and Updating Journal Entries

Purpose:  Use this document as a reference to view and update journal entries in ctcLink.

Audience:  Finance or Business Office Staff.

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.

Viewing and Updating Journal Entries

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

  1. Select the Find an Existing Value tab. Enter or lookup the Business Unit..
  2. To find an existing Journal entry, enter or look up by the following search criteria to refine results. For example:
    • Enter or lookup the Journal ID.
    • Enter or lookup the Journal Date by a specific date or between a time frame.
    • Enter or lookup by the Journal Header Status list. Use the drop down arrow to view options.
    • If you are not sure what the journal status is, select the blank value from the list. This way, the search returns the journal regardless of its header status - Select the (null) list item.
    • If you know the EMPLID user, you can search by Entered By.
  3. Select the Search button.
Find an existing value page
  1. The Header page displays information that uniquely identifies a journal entry.
  2. You can add attachments to your journals to provide supporting documentation. The parenthetical number indicates the number of attachments for the journal. Currently, there are no attachments - Select the Attachments (0) link.
  1. Use the Journal Entry Attachments page to add supporting documents to the journal. When selected, the Show to Approver? check box enables journal approvers to see an attachment (if approval workflow is enabled). If you deselect this check box, journal approvers are not able to view the deselected attachments.
  2. The approver can access the enabled attachments and add new attachments from the Approval Attachments page (JRNL_APPR_ATT_SEC). Access this page from the Attachments link of the GL Journal Approval page (General Ledger, Journals, Journal Entry, Manage Journal Approval, Manage GL Journal Approval - Select the Journal ID link.) OR (Worklist, Worklist – Select the Attachments link).
  3. Select the Add Attachment button to add supporting documents to the journal entry - Select the Add Attachment  button.
journal entry attachments
  1. Select the Browse button.
  2. Select any file that you want to attach to the journal. Select the 2018US001 list item.
  3. Select the Open button.
  1. Select the Upload button. Notice your file now appears in the Details group box in the File Name column.
  2. Select in the Description field. Add a meaningful description for your supporting document.
  3. Enter the desired information into the 2018US001 field. Enter a valid value e.g.,"US0012018 Expense Schedule".
  4. Select the OK button.
file name and description
  1. Notice that the number of attachments displays in the link.  If you select the Attachments link again, you will see that the system details have been added for the attachment as well. Select the Save button.
  2. Select the OK button.
  3. Select the Attachments (1) menu.  Select the OK button.
  1. Notice that the User, Name, and Date/Time Stamp were added once the journal was saved. Select the Lines tab.
  2. Use the Lines page to enter and review the general ledger transactions.  Also request further processing from this page.
  3. Use the Process field to select a task to run.
lines tab and process
  1. Choose from the following tasks:
    • Budget Check Journal: enables you to check the journal lines for the control budget.
    • Copy Journal: enables you to copy your journal to a new journal.
    • Delete Journal: enables you to 'logically' delete, which means the journal is visible in a delete status.
    • Edit / Pre-Check: enables the journal to be edited and run through the Budget Processor. However, the Budget Processor will only check the journal but the funds will not be reserved. This option appears only when General Ledger is enabled for Budget Pre-Check within the Commitment Control Installation Options.
    • Edit ChartField: enables you to check if the journal has any ChartField related errors.
    • Edit Journal: enables you to modify the journal.
    • Post Journal: enables you to post the journal.
    • Print Journal: enables you to create the Journal Entry Detail report, GLX7501 (or GLX7502 for separate debit and credit), which is a BI Publisher printed copy of the journal.
    • Refresh Journal: enables you to retrieve this journal from the database to the page again.
  2. Submit Journal: enables you to initiate journal approval through workflow processing.
    For this example, retain the default selection of Edit Journal.
  3. Select the Process button.
  4. Notice that the Journal Status has changed from N to V (from Needs Editing to Valid)
edit jounal process and v status
  1. End of procedure.


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