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GENERAL LEDGER

Table of ContentsTable of ContentsGeneral Ledger - 03 .................................................................................................................................. 4

Building Summary Ledgers 03b .................................................................................................. 5

Monthly Closing of Sub-Modules and General Ledger - 03 ...................................................10

Monthly Mass Closing of Sub-modules and General Ledger - 03 .........................................13

Reviewing Financial Information in General Ledger ...............................................................16

Using the GL WorkCenter - 03 ...................................................................................................20

Chartfields and Combo Edits.................................................................................................................44

ChartField Value Sets ..................................................................................................................45

SBCTC COA Design (1/15/2016) .................................................................................................47

Viewing ChartField Definitions ..................................................................................................48

Journals ....................................................................................................................................................51

Copying a Journal ........................................................................................................................52

Creating a Standard Journal Entry - 3a .....................................................................................61

Creating and Posting a Manual Journal Entry .........................................................................69

Creating and Reviewing a Journal Entry Reversal ...................................................................75

Deleting Journals in Mass...........................................................................................................83

Editing a Journal ..........................................................................................................................85

Generating Subsystem Journals ................................................................................................90

Importing a Journal Spreadsheet ..............................................................................................98

Posting Journals 03a .................................................................................................................108

Saving Journal Search Results..................................................................................................112

Unposting Journals ...................................................................................................................115

Uploading a Journal Spreadsheet as a Text File ....................................................................121

Viewing Journal Entry Errors ....................................................................................................129

Reporting ...............................................................................................................................................132

Journal Inquiry ...........................................................................................................................133

Ledger Inquiry ...........................................................................................................................138

Running and Retrieving Reports in Finance...........................................................................147

Closing Periods and Years ...................................................................................................................164

Processing Year-End Close - 3c................................................................................................165

Specify Close Rules for Year-End Close ..................................................................................171

General Ledger - 03General Ledger - 03

Page 4General Ledger

Building Summary Ledgers 03bBuilding Summary Ledgers 03b

PurposePurpose: Use this document as a referencefor building summary ledgers in ctcLink.

AudienceAudience: Financial Staff

After completing ledger entries, you can build summary ledger balances according to thedefinition of the summary ledger and the requested parameters.

Navigation: Main Menu > General Ledger > Summary Ledger > Build Summary LedgerNavigation: Main Menu > General Ledger > Summary Ledger > Build Summary Ledger

Building Summary LedgersBuilding Summary Ledgers

1. Enter an existing Run Control IDRun Control ID or click the Add a New ValueAdd a New Value tab on the Build SummaryBuild SummaryLedgerLedger page to add a new value.1. Enter a meaningful Run Control ID for the summary ledger in the Run Control IDRun Control ID field.

Note:Note: A Run Control ID is an identifier that, when paired with your User ID, uniquelyidentifies the process that you are running. The Run Control ID defines parametersthat are used when a process is run. These parameters ensure that when a processruns in the background, the system does not prompt you for additional values.

2. Click the AddAdd button.

2. Use the Build Summary LedgerRequestBuild Summary LedgerRequest page to define options, such as the fiscal year,period type, and effective date for processing summary ledger balances.1. Enter a brief description of the summary ledger(s) in the DescriptionDescription field.2. Select the AlwaysAlways radio button for the processing frequency.3. Use the From LedgerFrom Ledger field to select or enter the beginning summary ledger of the range

of ledgers that you want to process.


4. Use the To LedgerTo Ledger field to select or enter the ending summary ledger in the range ofledgers that you want to process.

5. Enter the appropriate fiscal year into the Fiscal YearFiscal Year field.6. Choose one of the following three options for the accounting period type:

• Balance ForwardBalance Forward option after each annual close to prepare for the next year'sprocessing.

• Year-End AdjustmentYear-End Adjustment option to summarize year-end adjustments.• PeriodPeriod option to supply the range of periods that you want to summarize.

7. Click the RunRun button.

3. Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters, such as servername and process output format.1. Use the Server NameServer Name drop-down button to select the appropriate processing server for

the request.2. Click the OKOK button.


Note:Note: A Process Instance number appears. This number helps you identify the processyou have run when you check its status.

3. Click the Process MonitorProcess Monitor link.

4. Use the Process ListProcess List page to view the status of the submitted process requests.

Note:Note: The process has finished successfully when the Run StatusRun Status column indicates‘Success’.

5. Once the Run StatusRun Status reaches ‘Success’, click the Go back to Build Summary LedgerGo back to Build Summary Ledger button.


6. Click the Report ManagerReport Manager link.

7. Click the AdministrationAdministration tab.

8. Click the report DescriptionDescription link to access the Build Summary Ledger Report DetailBuild Summary Ledger Report Detail log.


9. Click the Build Summary Ledger ReportBuild Summary Ledger Report file name to launch the report results.

10. Verify that the Summary Ledger(s) were processed.


Monthly Closing of Sub-Modules and GeneralMonthly Closing of Sub-Modules and GeneralLedger - 03Ledger - 03

Purpose: Use this document as a reference for how to close the sub-modules and theGeneral Ledger at month end.NOTE: The modules may be closed as a group, but this QRG is only showing individual sub-NOTE: The modules may be closed as a group, but this QRG is only showing individual sub-module closing.module closing.

Audience: Financial Staff

NOTE: There are certain modules that must be closed first. This is a college businessNOTE: There are certain modules that must be closed first. This is a college businessdecision that will be discussed at the end of this QRG.decision that will be discussed at the end of this QRG.

Month End Closing of Sub-Modules and General LedgerMonth End Closing of Sub-Modules and General Ledger

Navigation: Main Menu > Set up Financial/Supply Chain > Business Unit Related > GeneralNavigation: Main Menu > Set up Financial/Supply Chain > Business Unit Related > GeneralLedger > Open Periods > Open Period UpdateLedger > Open Periods > Open Period Update

1. Enter the appropriate information in the PeopleSoft ProductPeopleSoft Product pull down (note, if you leave itblank you will see all modules.)

2. Enter appropriate Business UnitBusiness Unit. (Note, if you leave the Business Unit blank it will pull allbusiness units you have access to.)

3. Enter ActualsActuals for the Ledger GroupLedger Group.4. Select SearchSearch.


5. The result will be a list of the modules. (If you entered the PeopleSoft Product (module) itwould go directly to the page and not give a list from which to choose.

6. In order to close a specific module choose from the list.7. Example chosen is AM.8. Select AMAM.

9. Notice that the actual page says “Open Period UpdateOpen Period Update”. When closing a month you areWhen closing a month you areactually setting PS for the months that need to be OPEN; you are not actually closingactually setting PS for the months that need to be OPEN; you are not actually closingmonths.months. The example below says that from 3/1/18 PS is open. Thus since the system is“saying” it is open from March onward it is in a sense “closing” from the last day of Februaryand before.

10. Change the date in the "from yearfrom year" and the "from periodfrom period" to the appropriate period thatshould be OPENOPEN.


11. Select SaveSave.12. You will go through each of the modules and set the open periods.

Closing Modules in OrderClosing Modules in Order

Part of your closing order will be a business decision of the college. However, the followingshould be considered.

• Billing should be closed BEFOREBEFORE AR because billing flows to AR• PC has cost collection run at night and thus should be closed the day AFTERAFTER the other

modules.• Expense should be closed beforebefore AP because EX flows to AP.• AP should be closed beforebefore Assets because AP can flow to Assets.

Because ALL modules flow to the General Ledger, General Ledger should be closed the next dayBecause ALL modules flow to the General Ledger, General Ledger should be closed the next dayafter the submodules are closed.after the submodules are closed.

Your processes mightmight look like

• Billing• AR• Expense• AP• Assets• PC• General ledger


Monthly Mass Closing of Sub-modules andMonthly Mass Closing of Sub-modules andGeneral Ledger - 03General Ledger - 03

Purpose: Use this document as a reference for how to close the sub-modules and theGeneral Ledger at month end.

Audience: Financial Staff

NOTE:NOTE: This QRG is about closing modules as a group, but they may also be closedThis QRG is about closing modules as a group, but they may also be closedindividually.individually.

There are certain modules that must be closed first.There are certain modules that must be closed first. (Addressed at the end of this(Addressed at the end of thisQRG).QRG).

Mass Month End Closing of Sub-modules and General LedgerMass Month End Closing of Sub-modules and General Ledger

Navigation:Navigation: Main Menu . Setup Financial/Supply Chain > Business Unit Related > GeneralMain Menu . Setup Financial/Supply Chain > Business Unit Related > GeneralLedger > Open Periods > Open Periods Mass UpdateLedger > Open Periods > Open Periods Mass Update

1. Enter GLGL in the PeopleSoft Product field in the Selection CriteriaSelection Criteria. Note, you can choose oneNote, you can choose onemodule at a time and change each module individually, but if you choose GL you can updatemodule at a time and change each module individually, but if you choose GL you can updateall the modules at one time.all the modules at one time.

2. Choose the calendar 01calendar 01 this represents the monthly calendar.3. Enter appropriate unit numberunit number.4. Select Ledger GroupLedger Group or %% for all5. In the Update Selected RowsUpdate Selected Rows you are choosing the year and the periods you want OPEN.

Note, you are not CLOSING monthsNote, you are not CLOSING months you are telling the system what months to leave open.you are telling the system what months to leave open.6. Enter from yearfrom year, from periodfrom period, to yearto year, and to periodto period if you are closing regular months you

will notnot be selecting “Def Adj Year” or “Def Adj Period”.7. In the open periods section select All Ledger groupsAll Ledger groups.8. Select ApplyApply.9. You are now choosing the modules you want to update with this open period. In the section

“Migrate Selected to SubsystemsMigrate Selected to Subsystems”, identify the sub-modules to adjust with the mass updateto open period. (In our example we chose AP. In most cases if you are doing Mass Updateyou will be choosing more or all).

10. Select MigrateMigrate.11. Select SaveSave.12. Notice in the Open Period(s)Open Period(s) section the column “First Open” has changed. This representsThis represents

the OPEN date.the OPEN date. Anything before this will be closed.Anything before this will be closed.


13. Look at the “Last OpenLast Open” column. This is the last date this is open.14. It should be noted that the mass open may not be the most widely chosen way to open andIt should be noted that the mass open may not be the most widely chosen way to open and

close module.close module. If modules are to be closed one at a time it may be more appropriate to useIf modules are to be closed one at a time it may be more appropriate to usethe “Open Period Update”.the “Open Period Update”. It is located along the same path as Open Periods Mass Update.It is located along the same path as Open Periods Mass Update.

15. To review the modules after you have updated the open dates you can look at the “OpenPeriods” in the page above or navigate to Main Menu> Set up Financials/Supply Chain >Main Menu> Set up Financials/Supply Chain >Business Unit Related> General Ledger> Open Periods> Opened Period DisplayBusiness Unit Related> General Ledger> Open Periods> Opened Period Display. Enter themodulemodule you wish to review, and the appropriate Business UnitBusiness Unit and Ledger GroupLedger Group “ActualsActuals”.

16. Select SearchSearch. If you leave the field “PeopleSoft ProductPeopleSoft Product” blank it will bring back a searchcriteria for all modules.


In the example below, AP is open with the first open date of 3/1/2018 through 6/30/18.February 28th, 2018 and before are closed periods.

Closing Modules in OrderClosing Modules in Order

Part of your closing will be a business decision of the college. However, the following should beconsidered.

• Billing should be closed Before AR because billing flows to ARBilling should be closed Before AR because billing flows to AR• PC has cost collection run at night and thus should be closed the day AFTER the otherPC has cost collection run at night and thus should be closed the day AFTER the other

modules.modules.• Expense should be closed before AP because EX flows to AP.Expense should be closed before AP because EX flows to AP.• AP should be closed before Assets because AP can flow to Assets.AP should be closed before Assets because AP can flow to Assets.• Because ALL modules flow to the General Ledger, General Ledger should be closed the nextBecause ALL modules flow to the General Ledger, General Ledger should be closed the next

day after the modules are closed.day after the modules are closed.

Your processes mightmight look like

• Billing• AR• Expense• AP• Assets• PC• General Ledger


Reviewing Financial Information in GeneralReviewing Financial Information in GeneralLedgerLedger

Purpose: Use this document to navigate to and review financial information in GeneralLedger.

Audience: Finance Staff/Administrators

Navigation: Main Menu > General Ledger> Review Financial Information > LedgerNavigation: Main Menu > General Ledger> Review Financial Information > Ledger

Overview: in the General Ledger module there are several ways to create and reviewreports. The following allows for cumulative totals based on a selected criteria. It alsohas detail drill down capability.

1. Enter a new Run ID or search for an existing Run ID.2. Select the SearchSearch button.

3. Select SearchSearch CriteriaCriteria.4. Fill out UnitUnit, LedgerLedger, FiscalFiscal YearYear, and From and To PeriodFrom and To Period.5. In the ChartfieldChartfield criteria the selection of up to fourteen criteria can be used. (Note to the

right is the adjustment periods which can be added to the search).6. Select SaveSave.7. Select SearchSearch.


8. Scroll to the right to find the total. (The cumulative total for the criteria requested is locatedat the bottom).

To the left is the DetailDetail link for drilling down.

9. Select the DetailDetail hyperlink.


10. Select the ActivityActivity hyperlink to further drill down.

11. Select the Journal IDJournal ID to further drill down to the original document.


Summary: the General Ledger Review Financial Information can be used forcumulative totals of selected criteria, or for drilling down to specific detail.


Using the GL WorkCenter - 03Using the GL WorkCenter - 03

Purpose:Purpose: This QRG will review the four areas of the GL WorkCenter using ctcLink.

Audience:Audience: Finance Staff

The General Ledger WorkCenterGeneral Ledger WorkCenter is a role-based central navigational component that isdesigned to help users of the General Ledger application organize and streamline theirworkload. It provides a single place to perform a broad range of tasks without leaving theWorkCenter, such as journal functions with exception alerts, monthly closing activities, orreconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness.The WorkCenter is a global configuration that can be tailored to individual requirements. It willbe delivered with the most common tasks and links that are applicable to most users.

A WorkCenter is divided into a TaskTask area and a WorkWork area. You click on a link to perform theTask in the Work area, without ever leaving the WorkCenter. When you are finished with a Task,you can quickly select the next one, and open it in the Work area. This functionality improvesefficiency and effectiveness, and reduces the need to keep navigating through the menustructure to perform your job duties.

The General Ledger WorkCenterGeneral Ledger WorkCenter is composed of the following pagelets. Each pagelet isdiscussed in this Quick Reference Guide.

The pagelets are:

• My Work pageletMy Work pagelet - Access to your most commonly-performed tasks, including exceptionsand alerts for items requiring your attention.

• Links pageletLinks pagelet - Access your most commonly-used pages. This pagelet is similar to theFavoritesFavorites menu, but more user-friendly.

• Queries pageletQueries pagelet - Access Query Manager, public queries, private queries, and pivot grids.• Reports and Processes pageletReports and Processes pagelet - Access reports and processes that you use most often.

Navigation:Navigation: General Ledger > GL WorkCenterGeneral Ledger > GL WorkCenter


Using the My Work Pagelet

The My Work pagelet will be pre-configured with many links that can assist users in performingday-to-day General Ledger accounting duties. It will show the statuses and counts (if desired)for journal entries and notification of journals pending approval for a user. Selecting a link willopen a Work area pagelet where actions can be taken, such as approving a journal or editing ajournal to correct errors, etc.

Users cannot add links to the My Works pagelet, only modify the display options.


Personalizing the My Works Pagelet

1. To personalize the My WorkMy Work pagelet, select the pagelet SettingsSettings button.2. Click the PersonalizePersonalize link.

• The Group LabelsGroup Labels within the My Work GroupsMy Work Groups are pre-defined as ApprovalsApprovals and CurrentCurrentWorkWork. These alerts include items that require further processing, such as journals pendingapproval or incomplete journals.

Only your system administrator can modify how many groups appear on the My WorkMy Workpagelet and the group labels.

Users can make these personalizations:

• Change Display OrderDisplay Order field, if needed.• Use the Show CountShow Count option to display or hide the number of transactions for the link. The

number appears in parenthesis, after the link.• Use caution when showing counts. Some links may show too many transactions that

could cause the WorkCenter load process to be slow. Consult your system administratorif you experience slow response time.

• Use the Show LinkShow Link option to display or hide a link.• If there are links on your My WorkMy Work pagelet that you never use, then you can deselect

the Show LinkShow Link option. The link will no longer appear on your pagelet.


• You can select a starting page to appear in your transaction area whenever you access yourWorkCenterWorkCenter by selecting the Starting PageStarting Page check box for that page. For example, you maywant to see the journals that are pending your approval when you first access yourWorkCenter.

3. Click the SaveSave button.

The system instructs you to refresh (or reload)refresh (or reload) the pagelet to see your changes.

4. Click the OKOK button.5. Click the CloseClose button in the top right corner of the page.


6. Click the ReloadReload button.

• Use the My WorkMy Work pagelet PersonalizationPersonalization page to structure your My WorkMy Work pagelet as youwant to see it.

• Notice that your changes have been made to the My WorkMy Work pagelet.• Re-access the GL WorkCenterGL WorkCenter to verify your starting page change was applied.


7. Click the GL WorkCenterGL WorkCenter link.

Before you can use the links, you must define the filter values for each link. Filters stillneeding values are indicated by the red text and ** at the end. Editing Filters isexplained below.

You have successfully personalizedpersonalized the My WorkMy Work pagelet.

End of Procedure.

Editing the My Work link Filters

1. Before you can use any of the My Work links, you must define the required filter values.Click on the Edit FiltersEdit Filters link to open the Edit Filters pagelet in the Work Area.


2. Click on the Edit FilterEdit Filter icon to open the Configure Filter ValuesConfigure Filter Values pagelet.

3. Enter values for the desired filters. You do not need values in every field, but you do need toenter values in the required fields. However, there is no indication which fields are required.(Required fields may change from filter to filter.) If you try to save your changes without a

required field, messages will display that tell you which field is required.


As a general Rule for the GL My Works filters, the required fields are Business Unit,Ledger Group, and Fiscal Year.

Some fields restrict which operators you can use for the values. For example, you canuse '=' or 'In' with the Business Unit field to allow you to include results from multipleBusiness Units (limited by your security). Other fields, such as Fiscal Year, only allowyou to use '='. Still others allow many operators. The complete list of operators isshown below.

4. After entering the values in one or more Filters, click on the Refresh icon in the My Workpagelet to update the Links.

You have successfully Edited a My WorkMy Work Filter.

End of Procedure.


Using My Work Links - Journal Approval

Once you have defined filter values and refreshed the WorkCenterWorkCenter, links that have items towork will become active. Active links will be blue-colored (and show the count, if desired). Linkswith no items to work will be black and inactive.

1. Click an active link to view the included items in the Work Area. This is an example ofJournals Pending My Approval.Journals Pending My Approval.

Only users who are Journal Approvers will see the Journals Pending My ApprovalJournals Pending My Approval link.


The Journals Pending My ApprovalJournals Pending My Approval pagelet will include all journals in a user's queue,and there are buttons to perform the various Approval options - ApproveApprove, DenyDeny, HoldHold,and PushbackPushback.

2. Click the Journal IDJournal ID hyperlink that will drill down to the GL Journal Approval component usercan review the Approval MapApproval Map.• There is also a section at the bottom of this page to review the journal lines to assist in

the approval decision.


If you are the first Approver for a Journal, the PushbackPushback button is inactive (there are noprevious approvers to push the journal back to). You should DenyDeny the journal instead.


The page also includes a link that open the journal in a modal window. This modalwindow contains the Journal Entry component, with all the same tabs and functionalityas if you had navigated through the menu to General Ledger > Journals > Journal Entry> Create/Update Journal Entries.

3. After reviewing the journal in the modal window, simply close it to return to the ApprovalMap pagelet in the Work Area to take the relevant Approval action using the buttons on thebottom of the pagelet.

You have successfully Approved a JournalApproved a Journal using the My WorkMy Work Filter.

End of Procedure.

Using My Work Link - Journals With Edit Errors.

Other links may have embedded links that will reveal more information about an item, orRelated Actions that a user can perform on the items returned by the link.

For example, the Journals With Edit Errors:


Clicking the Errors link in the status column will display all the same error information as theErrors tab in the Journal Entry component at the bottom of the page for the chosen journal.


Click on the Journal ID link to open the journal in a modal window where you can makecorrections to the lines in error and re-edit the journal. When finished, close the modal windowto return to the list of Journals With Edit Errors in the Work Area and select another journal.

There are also Related Actions that can be taken on selected journals. Select one or morejournals by checking the box in front of the Unit field, then perform an action from the Actionslist and clicking the GO button. Different My Work links will have different Related Actions.


You have successfully Reviewed Journals With Edit ErrorsReviewed Journals With Edit Errors using the My WorkMy Work Filter.

End of Procedure.

Customizing the Links Pagelet

Next, customize the LinksLinks pagelet of the GL WorkCenterGL WorkCenter which can include additional links tocomponents that you commonly access such as Tree Manager, Process Monitor, Open PeriodUpdates, and Spreadsheet Journal Import. A System Administrator will configure the list ofdefault links that are available for this pagelet and can enable an end user to personalize theirdisplay options, as well as define group labels and links and add their own groups and links.

Minimize the My WorkMy Work pagelet so you can get a better view of the Links pagelet.

1. Click the pagelet Settingspagelet Settings button.2. Click the MinimizeMinimize link.

Access the personalization options for the LinksLinks pagelet.


3. Click the LinksLinks pagelet SettingsSettings button.4. Click the PersonalizePersonalize link.

• Use the LinksLinks pagelet PersonalizationPersonalization page to structure your LinksLinks pagelet as you want tosee it.

• The Group LabelGroup Label field displays as a non-editable field. This means that your systemadministrator created the group label and you are not allowed to change it.

• The Display OrderDisplay Order field is an open field. This means that you can change the order inwhich the two groups are displayed.

5. Click the LastLast link located to the right of the Link GroupsLink Groups header.

You are going to add some personal links so you can quickly access the Process Monitor andthe ctcLink Reference Center.

6. Click the Add a new rowAdd a new row button.7. Click in the Group LabelGroup Label field. Enter the desired information into the Group LabelGroup Label field.8. Click in the Display OrderDisplay Order field. Enter the desired information into the Display OrderDisplay Order field.

• Use the Start Group CollapsedStart Group Collapsed option if desired. When you select this option, the groupappears collapsed when you initially access the WorkCenterWorkCenter.

9. Click the DefineDefine link.


• Use the Define LinkDefine Link page to determine the link type and link label.• Use the Link TypeLink Type drop down list box to select the type of link. Options include: MenuMenu ItemItem

and URLURL.• Use the Menu ItemMenu Item to add PeopleSoft menu items.• Use the Select Menu ItemSelect Menu Item link to access the PeopleSoft menu structure.

10. Click the Select Menu ItemSelect Menu Item link.11. Click the PeopleToolsPeopleTools folder icon.12. Click the Process SchedlulerProcess Schedluler folder icon.13. Click the Process MonitorProcess Monitor button to return to the Define LinkDefine Link window.


14. You can accept the default label for the link or you can select the Override LabelOverride Label check box.This selection enables you to enter a new label in the LabelLabel field.


15. Click the OKOK button. You will now see you have added the new LinkLink. Give it a Display OrderDisplay Orderof 10. Leaving some gaps in the Display Order makes it easier to add other links later.

16. Click the Add New RowAdd New Row icon ("+") to add another link.• Use the Define LinkDefine Link page to determine the link type and link label.• Use the Link TypeLink Type drop down list box to select the type of link. Choose URLURL.• Enter or copy/paste the URL IDURL ID for the ctcLink Reference Center (it's

http://ctclinkreferencecenter.ctclink.us/ )• Enter "ctcLink Reference Center" for the LabelLabel.


http://ctclinkreferencecenter.ctclink.us/

17. Click the OKOK button. You will now see you have added the new URLURL link. Give it a DisplayDisplayOrderOrder of 20.

Always click the checkbox to Open in New Window for URLs. They most likely will notdisplay properly if you don't. (It is not checked by default.)

18. Click the SaveSave button.19. Close the PersonalizationPersonalization Window by clicking on the XX in the top right corner of the screen.

Refresh the GL Work CenterGL Work Center.


20. You have successfully personalized the LinksLinks pagelet.21. End of Procedure.

Queries Pagelet

Now use the General Ledger WorkCenterGeneral Ledger WorkCenter to run queries and personalize the QueriesQueries pagelet.

1. Click the Reports/QueriesReports/Queries link.2. Click the QueriesQueries pagelet SettingsSettings button.3. Click the PersonalizePersonalize link.

• Use the QueriesQueries pagelet PersonalizationPersonalization page to structure you QueriesQueries pagelet as you wantto see it.


Your system administrator has added one group labelgroup label for you.

You may want to add your own group labelgroup label for queries and pivot grids that you frequently use.

4. Click the Add a new rowAdd a new row button.5. Enter the desired information into the Group LabelGroup Label field.6. Click in the Display OrderDisplay Order field and enter the desired information into the DisplayDisplay

OrderOrder field.

Use the OwnerOwner column to determine if the owner is PublicPublic or PrivatePrivate.

• If adding a link to a public querypublic query, then select Public OwnerPublic Owner.• If adding a link to a private queryprivate query, then select Private OwnerPrivate Owner.

Use the TypeType field to designate the link as a Pivot GridPivot Grid or a QueryQuery. You want to select a QueryQuery.

Use the Query NameQuery Name fieldfield to select the query.

7. Click in the Query NameQuery Name field. (If you know the name of your query so you can type it in thefield directly. If you cannot remember the query name, you can click the prompt and selectfrom the list.

8. Enter the desired information into the Query NameQuery Name field.

The Query NameQuery Name and DescriptionDescription fields are populated by the system.

9. Click the Override Title/DescriptionOverride Title/Description button. (Change the description field if you want).10. Click the SaveSave button.11. Click the OKOK button.12. Click the CloseClose button.

Note that the group labelgroup label and links may not appear.

13. Click the ReloadReload button.


• Now, the queries that you added appear on the QueriesQueries pagelet. The system takes youdirectly to the query page, if you have the proper security role.

• You have successfully personalizedpersonalized the QueriesQueries pagelet.• End of Procedure.

Reports/Processes Pagelet

If you run reportsreports and processesprocesses often, you will want to personalize the Reports/Reports/ProcessesProcesses pagelet of the General Ledger WorkCenterGeneral Ledger WorkCenter.

1. Click the Reports/QueriesReports/Queries tab.

Minimize the QueriesQueries pagelet.

2. Click the Reports/ProcessesReports/Processes pagelet SettingsSettings button.3. Click the PersonalizePersonalize link to access the personalizationpersonalization page for Reports/ProcessesReports/Processes.

Use the Reports/ProcessesReports/Processes pagelet Personalization page to structure your Reports/Processespagelet to meet your needs. The instructions are the same as you used for personalizing theLinksLinks pagelet.

One advantage of adding links on the Reports and ProcessesReports and Processes pagelet, as opposed tothe LinksLinks pagelet, is that you can supply the applicable Run Control ID to the process.


When you click on the processprocess or reportreport, the named Run ControlRun Control will automatically load.


Chartfields and Combo EditsChartfields and Combo Edits


ChartField Value SetsChartField Value Sets

Purpose: Use this document as a reference for how to create ChartField Value Sets inctcLink.Audience: Finance Staff

ChartField Value SetsChartField Value Sets

Navigation: Main Menu > Set Up Financials/Supply Chain > Common Definitions > DesignNavigation: Main Menu > Set Up Financials/Supply Chain > Common Definitions > DesignChartFields > ChartField Value Sets > Setup ChartField Value SetsChartFields > ChartField Value Sets > Setup ChartField Value Sets

1. Click on the Find an Existing ValueFind an Existing Value tab on the Chartfield Value Sets page.2. Enter the appropriate information or use the Look UpLook Up icon in the SetIDSetID field.3. Click the SearchSearch button.4. Choose the appropriate ChartField Value SetChartField Value Set from the search results.

5. Enter the appropriate date into the Effective DateEffective Date field.6. Choose the appropriate type of Ledger TemplateLedger Template from the dropdown menu.7. Enter the appropriate description for the chartfield value set in the DescriptionDescription field.8. Enter any additional information in the CommentsComments field.9. Choose either Active or Inactive status from the StatusStatus dropdown menu.


10. Choose the appropriate field name from the Field NameField Name dropdown menu.11. Choose the appropriate details from the How SpecifiedHow Specified dropdown menu.12. Enter the appropriate information or use the Look Up icon in the Select ValueSelect Value field under the

Select Values/Nodes section.13. Click the (+)(+) button to add additional fields under the Values by ChartFields section.14. Click the SaveSave button.


SBCTC COA Design (1/15/2016)SBCTC COA Design (1/15/2016)


Viewing ChartField DefinitionsViewing ChartField Definitions

PurposePurpose: Use this document as a reference for how to view ChartField definitions in ctcLink.Audience:Audience: Finance Staff

Viewing Chartfield DefinitionsViewing Chartfield Definitions

Navigation:Navigation: Main Menu > Set Up Financials/Supply ChainMain Menu > Set Up Financials/Supply Chain > Common> CommonDefinitionsDefinitions > Design ChartFields> Design ChartFields > Define Values> Define Values > ChartField Values> ChartField Values

1. Use the ChartField Values page to select the ChartField and corresponding values that youwant to view or modify.

2. Click the AccountAccount menu.3. Enter appropriate information into the ID fieldID field on the AccountAccount page.4. Click the SearchSearch button.5. The AccountAccount page enables you to add, view and enter the details of individual Account

values.6. Use the Effective DateEffective Date field to enter the date on which the ChartField value is valid. Using a

date in the distant past ensures that the value is available.7. Use the StatusStatus field to define the ChartField as ActiveActive or InactiveInactive.8. Use the VAT Account FlagVAT Account Flag field to indicate the relation to VAT process for the account.


9. Click the ChartField ValuesChartField Values menu to navigate to a different ChartField.10. Click the DepartmentDepartment menu.11. Enter the appropriate information into the DepartmentDepartment field.

12. Click the SearchSearch or AddAdd button.13. The DepartmentDepartment page enables you to add, view and modify DepartmentDepartment ChartField values.


14. Use the Effective DateEffective Date field to enter the date on which this ChartField value is valid. Using adate in the distant past ensures that the value will be available for any record requiring thisChartField value.

15. Use the StatusStatus field to define the ChartField value as ActiveActive or InactiveInactive.16. You can select the payroll company to which this department belongs and into which the

department reports. The system uses the payroll company to calculate workercompensation.

17. Select the Budgetary OnlyBudgetary Only check box if the department value is to be used for budgetarypurposes only. The department value then became unavailable for recording actualtransaction entries.

18. Process complete.


JournalsJournals


Copying a JournalCopying a Journal

PurposePurpose: Use this document as a reference for copying a General Ledger journal in ctcLink.


Copying a Journal - Batch Method

Create one or more new journal entries by copying existing journals using the batch copymenu.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Copy JournalsNavigation: Main Menu > General Ledger > Journals > Journal Entry > Copy Journals

1. Enter an existing Run Control ID or click the Add a New ValueAdd a New Value tab on the Copy JournalsCopy Journals pageto add a new value.1. Enter a meaningful Run Control ID for the new journal entry in the Run Control IDRun Control ID field.



3. Use the Copy Journals RequestCopy Journals Request page to specify the parameters for running the copy journalprocess:1. Use the Process FrequencyProcess Frequency drop-down button to select the processing frequency. SBCTC

will use ‘Always.’2. The UnitUnit field may default, or you can enter or select one.3. Enter or select the journal entry to copy in the Journal IDJournal ID field. Available journals are

filtered by the Unit selected.


Note:Note: The journal entry must be in Status ‘V’ (Valid) or ‘P’ (Posted) to use for the copyjournal process.

4. Enter an appropriate date for the journal entry being created in the New DateNew Date field.5. Click the RunRun button.

6. Use the Copy Journals RequestCopy Journals Request page to enter or update parameters, such as server nameand process output format.• Click the OKOK button. The process will be initiated and the Process Scheduler Request

window will close.




Note:Note: The process has finished successfully when the Run StatusRun Status column indicates‘Success.’

8. Click the Go back to Copy JournalsGo back to Copy Journals link.


IMPORTANT:IMPORTANT: The New Journal IDNew Journal ID field now contains the number of the new journalentry that was just created during the copy process. You may want to write thisnumber down.

Reviewing the new Journal EntryReviewing the new Journal Entry

Next, review the copied journal.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntries

9. Use the Find an Existing ValueFind an Existing Value tab on the Create/Update Journal EntriesCreate/Update Journal Entries search page.• If it did not automatically populate, enter or select the business unit into the BusinessBusiness

UnitUnit field.• Enter the journal ID (the one recorded in Step 3-d above) in the Journal IDJournal ID field.• Click the SearchSearch button.

10. Use the Journal Entry -HeaderJournal Entry -Header page to review the new journal that was created from theJournal Copy process.• Update the Long DescriptionLong Description field, if necessary.• Click the LinesLines tab.


11. Use the LinesLines page to modify the new journal as needed. You can modify values for variousjournal entry fields, such as AmountAmount and the ChartField values. You can also insert or deleterows.1. Click the SaveSave button when finished.

12. Verify the *Process field reads "Edit Journal" and click the ProcessProcess button.


Note:Note: The Journal Status and Budget Status should change to ‘V’ after the journal isedited, where ‘V’ stands for Valid. You can only post a journal that has both validstatuses.

13. Journal entries which require approval cannot be posted until approved through the ctcLinkworkflow approval process. Approval requirements vary by college district.

14. Use the ProcessProcess drop-down list button to select "Submit Journal".15. Click the Process button to submit the journal for approval.


Copying a Journal - Online method

If you know the journal you wish to copy, you can do so from the Journal Lines page.

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntries

1. Use the Find an Existing ValueFind an Existing Value tab on the Create/Update Journal EntriesCreate/Update Journal Entries search page.• If it did not automatically populate, enter or select the business unit into the BusinessBusiness

UnitUnit field.• Enter the journal ID in the Journal IDJournal ID field.• Click the SearchSearch button.

2. Go to the Lines tab.3. Select Copy Journal in the *Process box.4. Click the Process button.


In the Journal Entry Copy pagelet:

5. Adjust the Journal Date if necessary.6. Check the box to Reverse Signs if necessary.7. Always check the box to Recalculate Budget Date.8. Select a Reversal Date option if necessary. See Creating and Reviewing a Journal Entry

Reversal QRG for a discussion of Reversal Dates.

9. Click the OK button.


The Lines page now displays the lines of the newly created journal. Follow the stepsabove to Edit and Submit the journal for approval.


Creating a Standard Journal Entry - 3aCreating a Standard Journal Entry - 3a

PurposePurpose: Use this document as a reference to creating a standard journal entry in ctcLink.

AudienceAudience: Accounting Staff

Standard Journal Entries (SJEs) enable you to automate the entry of similar or identical journals.The only type of SJE at SBCTC is model. Note that all SJEs and their models must be for the samebusiness unit.

The first step to creating SJEs is establishing the model entry.

Creating a Standard Journal Entry ModelCreating a Standard Journal Entry Model

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalNavigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntriesEntries

1. Enter existing search criteria or click the Add a New ValueAdd a New Value tab on the Create/Update JournalCreate/Update JournalEntriesEntries page to add a new value.1. If it did not automatically populate, enter or select the business unit in the Business UnitBusiness Unit

field.2. Enter a journal ID for the standard SJE in the Journal IDJournal ID field.

Note:Note: Because you are setting up the model for the standard journal entry, you do notwant to leave ‘NEXT’ in this field.


2. The Header pageHeader page displays journal header information that uniquely identifies a journal, suchas business unit, journal ID, and journal date. This page also contains options for setting,adjusting and reversing entries.


1. Enter an appropriate description in the Long DescriptionLong Description field, i.e. “Advertising Accrual.”2. Enter or select 'ACTUALS' in the Ledger GroupLedger Group field.3. Enter ‘ONL’ in the SourceSource field. This is the code used for manual journal entries.4. Use the SJE TypeSJE Type drop-down button to select Model -- Do Not PostModel -- Do Not Post.5. When the HeaderHeader page is complete, click the LinesLines tab.

Entering Line ItemsEntering Line Items

3. Use the LinesLines page to record the transaction lines that comprise the journal.

Note:Note: SBCTC requires the presence of a Business Unit (*Unit*Unit), AccountAccount, DeptDept, FundFund,Class,Class, and State PurposeState Purpose for every journal entry. Additionally, grant and project relatedjournal entries require a Project Bus UnitProject Bus Unit, Project NumberProject Number, ActivityActivity, and Analysis TypeAnalysis Type.During processing of the journal entry, the system will use this information to checkagainst the control budget.

• Enter or select the appropriate account in the AccountAccount field.• Enter or select the appropriate operating unit in the Oper UnitOper Unit field.• Enter or select the appropriate fund in the FundFund field.• Enter or select the appropriate department in the DeptDept field.• Enter or select the appropriate class in the ClassClass field.• Enter the journal entry amount in the AmountAmount field.• Enter or select the appropriate state purpose in the State PurposeState Purpose field


• Click the Insert LinesInsert Lines button to add the off-setting item with the Copy Down ID functionality.

4. Enter or select the appropriate account for the second line item in the AccountAccount field.

Note:Note: The journal entry is balanced when the value in the Total DebitsTotal Debits column is equalto the value in the Total CreditsTotal Credits column. When you have a balanced journal, you maybegin processing the journal directly from this page.


6. Next, edit the model journal. Click the ProcessProcess button.


7. Click the OKOK button to acknowledge the system message that you have created an SJE modeljournal.

Note:Note: The Journal Status is now ‘M’ (Model). The normal journal that you use as amodel should have a valid status. The system does not post Model SJEs to the generalledger, and they cannot be changed or deleted after you execute the edit process.

Next, define the standard journal entry based on the model journal just created.

Navigation: Main Menu > General Ledger > Journals > Standard Journals > Define StandardJournals


Defining a Standard Journal Based on the ModelDefining a Standard Journal Based on the Model

8. Enter existing search criteria or click the Add a New ValueAdd a New Value tab on the Define Standard JournalDefine Standard Journalpage to add a new value.• Enter a meaningful journal ID for the standard journal in the StandardJournalStandardJournal field.• Click the AddAdd button.

9. Use the Define Standard JournalsDefine Standard Journals page to define the standard journal that becomes thehigh-level key for all journal entries generated using this definition.• Enter a brief description of journal that you want to create in the DescriptionDescription field (this is

field at the very top of the screen to the right of the SJE IDSJE ID field).• Enter a meaningful description of the standard journals to be created in the DescriptionDescription

field (this is the field in the SJE DetailSJE Detail section of the screen).• Use the SJE TypeSJE Type drop-down button to select the SJE type. SBCTC will only use ‘Recurring

on a Schedule.’• Use the Journal IDJournal ID field to enter or select the ID of the model journal that you created

earlier. This ID provides the system with information about the model that is linked to thestandard journal.

• Enter or select the appropriate date that the model journal was created into the JournalJournalDateDate field.

• Use the ScheduleSchedule drop-down button to select the processing frequency for the SJE.• Use the From DateFrom Date and the To DateTo Date fields to define the time range of the SJE entries.• If you want to add lead days to have the journal entry ready for creation each month, use

the Journal Creation Lead DaysJournal Creation Lead Days field to enter the number of days in advance of thejournal date that you want the standard journals to be ready for creation.

• Click the SaveSave button.


Finally, post to the General Ledger using the SJE.

Creating Standard Journals PostingsCreating Standard Journals Postings

10. Click the Create Standard JournalsCreate Standard Journals menu item at the top of the screen.11. Enter an existing Run Control ID or use the Add a New ValueAdd a New Value tab on the Create StandardCreate Standard

JournalJournal page to add a new value.• Enter a meaningful Run Control ID for the standard journal in the Run Control IDRun Control ID field.


• Click the AddAdd button.


12. Use the Create Standard Journals RequestCreate Standard Journals Request page to specify the parameters for running theSJE process.• Use the Process FrequencyProcess Frequency drop-down button to select the processing frequency. SBCTC

will use ‘Always.’• Enter or select the appropriate unit in the UnitUnit field.• Use the From SJEFrom SJE and the To SJETo SJE fields to define the journal range of the SJE entries.• Enter a brief description of the processing request in the DescriptionDescription field.

13. SBCTC is utilizing budget commitment controls. Select the Recalculate Budget DateRecalculate Budget Date checkboxto create a standard journal entry with a budget recalculation.

14. Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters, such as servername and process output format.• Use the Server NameServer Name drop-down button to select the appropriate processing server for

the request.• Click the OKOK button.




16. Use the Process ListProcess List page to view the status of submitted process requests.


Edit and Post standard journals just like regular journals. See the Editing a JournalEditing a Journal andPosting JournalsPosting Journals QRGs.


Creating and Posting a Manual Journal EntryCreating and Posting a Manual Journal Entry

PurposePurpose: Use this document as a reference for creating and posting manual General Ledgerjournal entries in ctcLink.


Navigation:Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalMain Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntriesEntries

Creating a Manual Journal EntryCreating a Manual Journal Entry

1. Enter existing search criteria or click the Add a New ValueAdd a New Value tab on the Create/Update JournalCreate/Update JournalEntriesEntries page to add a new value.1. If it did not automatically populate, enter or select the business unit in the Business UnitBusiness Unit

field.2. Click the AddAdd button.

2. The Header pageHeader page displays journal header information that uniquely identifies a journal, suchas business unit, journal ID, and journal date. This page also contains options for setting,adjusting and reversing entries.1. Enter an appropriate description in the Long DescriptionLong Description field, i.e. “Advertising Accrual.”2. Enter or select 'ACTUALS' in the Ledger GroupLedger Group field.3. Enter ‘ONL’ in the SourceSource field. This is the code used for manual journal entries.4. Select the Save Journal Incomplete Status checkboxSave Journal Incomplete Status checkbox option.5. If the journal entry is an accrual, then click the Reversal: Do Not Generate ReversalReversal: Do Not Generate Reversal link to

navigate to the Journal Entry ReversalJournal Entry Reversal page.


Setting Up a Reversal

3. Use the Journal Entry ReversalJournal Entry Reversal page to select the date that the journal entry will be reversed.Reversals are marked valid and ready to post when you create them; they don’t need to beedited.1. Select the End of Next PeriodEnd of Next Period radio button.2. Click the OKOK button.


Note:Note: After selecting a reversal option, it is reflected in the ReversalReversal link on the Headerpage.

4. If supporting documentation is required for the journal entry, then click the AttachmentsAttachments linkto navigate to the Journal Entry AttachmentsJournal Entry Attachments page where you can attach a file withsupporting documentation. For example, you might want to attach a spreadsheet with thedetails on how the accrual entry was derived. The number in the parenthesis denotes howmany documents you have attached.

5. When the HeaderHeader page is complete, click the LinesLines tab.

Entering Line ItemsEntering Line Items

6. Use the LinesLines page to record the transaction lines that comprise the journal.

Use the LinesLines page to record the transaction lines that comprise the journal.

Note:Note: SBCTC requires the presence of a Business Unit (*Unit*Unit), AccountAccount, FundFund, DeptDept,Class,Class, and State PurposeState Purpose for every transaction, including journal entry. Additionally,grant and project related journal entries require a Project Bus UnitProject Bus Unit, Project NumberProject Number,ActivityActivity, and Analysis TypeAnalysis Type. During processing of the journal entry, the system will usethis information to check for valid Chartfield combinations and sufficient budget.

1. Enter or select the appropriate account in the AccountAccount field.2. Enter or select the appropriate operating unit in the Oper UnitOper Unit field.3. Enter or select the appropriate fund in the FundFund field.4. Enter or select the appropriate department in the DeptDept field.5. Enter or select the appropriate class in the ClassClass field.6. Enter the journal entry amount in the AmountAmount field.7. Enter or select the correct state purpose in the State PurposeState Purpose field.8. Click the Insert LinesInsert Lines button to add the off-setting item using the Copy Down ID

functionality.


Note:Note: All values just entered will be copied to the new line, with the exception of theAccount and Amount. The Amount will be the amount needed to auto-balance thejournal. As you change the Amount and add more lines, the Amount will automaticallyadjust to the amount necessary to balance the journal. You will need to provide anAccount for each new line.

9. Enter or select the appropriate account for the second line item in the AccountAccount field.

Note:Note: The journal entry is balanced when the value in the Total DebitsTotal Debits column is equalto the value in the Total CreditsTotal Credits column. When you have a balanced journal, you maybegin processing the journal directly from this page.

10. Click the SaveSave button.11. Click the OKOK button to acknowledge the message that the journal is saved with ‘T’

(incomplete) status. “This journal cannot be edited or posted until you change its status tocomplete.”

The "T" (incomplete) status flag only prevents the journal from being processed bybatch processing. The journal can still be edited, budget checked, and submitted forapproval using the online options from the *Process list.


Processing the Journal Entry OnlineProcessing the Journal Entry Online

7. Use the LinesLines page to process the journal. Begin by verifying that the *Process box reads"Edit Journal""Edit Journal" and clicking the ProcessProcess button.

Note:Note: The Journal Status and Budget Status change to ‘V’ (Valid) after the journal isedited. You can only submit a journal for approval that is valid for both statuses.

Note:Note: When you run the Edit JournalEdit Journal process, either on manual or system generatedGL journal, the budget check is automatically run to validate the journal against abudget based on the type of account.


Note:Note: Journal entries which require approval cannot be posted until approved throughthe ctcLink workflow approval process. Approval requirements vary by college district.

8. Use the *ProcessProcess drop-down list button to make a new selection.9. Click the Submit JournalSubmit Journal list item.

10. Click the ProcessProcess button.

Note:Note: The Journal Status is now awaiting approval and posting.


Creating and Reviewing a Journal Entry ReversalCreating and Reviewing a Journal Entry Reversal

Purpose:Purpose: To review journal entry reversals using ctcLink.

Audience:Audience: Finance Staff.

Reversals are created when you post the source journal and are marked valid and ready topost. Journals created by the reversal process cannot be changed or deleted.

The Journal Edit process provides a check on the journal key fields and a notification ofconflict with planned reversal journals that have not yet been posted. Potential duplicatesare identified at journal creation with a message, providing the opportunity to update thejournal and prevent process failure. This applies to online journal entry as well as forjournals that are imported through the flat file and spreadsheet (online and batch)processes.

Creating and Reviewing a Journal Entry ReversalCreating and Reviewing a Journal Entry Reversal

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

After following navigation instructions, you will end up on the Create/Update JournalCreate/Update JournalEntriesEntries page.

1. Use the Add a New ValueAdd a New Value tab to add a new journal entry.

The Business UnitBusiness Unit field may already contain data. You can edit this field to enter the businessunit to which you want to post a journal entry.

2. Select the AddAdd button.


3. Enter the desired information into the Long DescriptionLong Description field.4. Use the Ledger GroupLedger Group field to enter the appropriate data to which you want to post the

journal. Please note this is a required field.5. Select the SourceSource field. Enter the desired information into the SourceSource field. Please note this

is a required field.6. Select the Reversal: Do Not Generate ReversalReversal: Do Not Generate Reversal link.link.


Use the ReversalReversal: link to specify the reversal options of an automatically-generatedreversal entry. Here are the options along with a brief summary of what each means.

• The Do Not Generate ReversalDo Not Generate Reversal option assumes no automatic reversal of this entry.This is the default.

• Use the Beginning of Next PeriodBeginning of Next Period option to create a reversing entry dated the firstbusiness day of the next accounting period. It uses the holiday list ID that youassigned to the business unit on the General Ledger Definition - DefinitionGeneral Ledger Definition - Definition page todetermine the first business day. If the business unit is not assigned a holiday list ID,the reversing entry is dated the first day of the next accounting period.

• The End of Next PeriodEnd of Next Period option is the option that was selected when creating thisoriginal journal entry. This option creates a reversal entry dated the last business dayof the next accounting period. It uses the holiday list ID that you assigned to thebusiness unit on the General Ledger Definition - DefinitionGeneral Ledger Definition - Definition page to determine the lastbusiness day. If the business unit is not assigned a holiday list ID, the reversal entry isdated the last day of the next accounting period. If the journal is an adjusting journal,the reversal entry is dated the last business day of the first accounting period of thenext fiscal year.

• Use the Next DayNext Day option to create a reversal entry dated the next business day. It usesthe holiday list ID that you assigned to the business unit on the General LedgerGeneral Ledger


Definition - DefinitionDefinition - Definition page to determine the next business day. If the business unit isnot assigned a holiday list ID, the reversal entry is dated the next day.

• Use the Adjustment PeriodAdjustment Period option to create a reversal entry to the adjustment periodthat you select. When you select this option, enter the adjustment period and reversaldate. Enter these values in the corresponding Adjustment PeriodAdjustment Period and Reversal DateReversal Datefields. The system uses the reversal date to populate the journal date and fiscal yearof the reversing entry. If you enter a date on a nonworking day and there is a holidaylist ID assigned to the business unit, you'll receive an error message. The system doesnot reset the reversal date, and you must reenter a date that is a working day.

• Use the On Date Specified By UserOn Date Specified By User option to select any date in the calendar. When youselect this option, you must also enter the reversal date. If you enter a date on anonworking day, and there is a holiday list ID assigned to the business unit, you'llreceive an error message. The system will not reset the reversal date; you mustreenter a date that is a working day.

• If the ledger group supports average daily balance reporting, you must select themethod that is used to populate the ADB date of the reversal entry. Use the Same asSame asJournal ReversalJournal Reversal option to create a reversal entry with the same ADB date as the oneselected in the Reversal group box, so that the journal date and ADB date of thereversal entry are the same.

• Use the On Date Specified by UserOn Date Specified by User option to select any date in the calendar. When youselect this option, you must also enter a value in the ADB Reversal DateADB Reversal Date field. If youenter a date on a nonworking day, and there is a holiday list ID assigned to thebusiness unit, you receive an error message. The system does not reset the ADBreversal date for you; you must reenter a date that is a working day. If you specify anADB reversal date that is on or before the ADB date, you will receive an errormessage.

7. Select the Reversal: End of Next PeriodReversal: End of Next Period button.8. Select the OKOK button. This returns you to the Headers Tab.9. Select the LinesLines tab. You will now enter information into the following fields:

1. AccountAccount2. Operating UnitOperating Unit3. FundFund4. DepartmentDepartment5. ClassClass6. State PurposeState Purpose7. AmountAmount

10. Select the Lines to Add boxLines to Add box and add a 1, then Select the plus signplus sign + to insert a new row.

The journal line copy down feature populates the new row with data from previous line.


11. Enter the reversal Account.Account. The AmountAmount will automatically be entered with the amountneeded to balance the journal.

12. Select SaveSave.

13. Select the ProcessProcess button to initiate the Journal EditJournal Edit process.14. Select the OKOK button.


Notice that the Journal Status and Budget Status fields change to V after the journal is edited,where V stands for ValidValid.

15. Select the ProcessProcess list.16. Select the Submit JournalSubmit Journal list item.17. Select the Process buttonProcess button to enter the journal into Workflow ApprovalWorkflow Approval.18. Select the ApprovalApproval tab. At this point a supervisor with approval authority may sign in and

execute Approval and Post the journal.

The reversal journal is not created until the original journal is posted.


You have successfully created a Reversal JournalReversal Journal. Access the reversal entry that was created bythe original journal that you just reviewed (the Journal Header StatusJournal Header Status of the reversal entry =ValidValid and has the same Journal IDJournal ID as the original journal).

We now need to return to the Journal search page to locate the reversal Journal. Navigate backto the Create/Update Journal EntriesCreate/Update Journal Entries Menu. You should be able to see your navigation at thetop of whatever page you are on. Select the Create/Update Journal EntriesCreate/Update Journal Entries Menu. Otherwise,initiate the navigation process to get back to the Create/Update Journal EntriesCreate/Update Journal Entries Menu:

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

Review the entry that was posted earlier, Creating and Posting a Journal EntryCreating and Posting a Journal Entry and the reversalreversalentryentry.

1. Select the Find an Existing ValueFind an Existing Value tab.2. Select the ClearClear button.3. Enter the Business UnitBusiness Unit.4. Enter the Journal IDJournal ID created earlier into the Journal IDJournal ID field.5. Select the Journal with the ValidValid Journal Header Status.

When you access the reversal journal, you receive a message that the reversal entry cannot bemodified, deleted, or edited.

6. Select the OKOK button.

The Reversal Entry displays a reversal option of Reversal: Created by Reversal ProcessReversal: Created by Reversal Process on theHeaderHeader page.

Review the journal lines of the reversal journal.

7. Select the LinesLines tab.


The reversal journal entry lines are, by definition, generated with the opposite signs of theoriginating journal lines.

The reversal journal Journal DateJournal Date corresponds with the option from the original journalReversal:Reversal: End of Next PeriodEnd of Next Period.

You have successfully reviewed an automatically-generated reversal entry.

End of Procedure.


Deleting Journals in MassDeleting Journals in Mass

Purpose: To delete journals in mass within ctcLink.

Audience: Finance, Financial Specialist

The mass deletion of journals is a very powerful tool and should be limited to onlyspecific individual that meet the college's criteria for their business processes.

Navigation:Navigation: Main Menu > General Ledger > Journals > Process Journals > Mass Delete JournalsMain Menu > General Ledger > Journals > Process Journals > Mass Delete Journals

1. Enter the Business Unit FromBusiness Unit From and Business Unit ToBusiness Unit To (NOTE: for college uses, it will generallybe just one business unit).

2. Enter LedgerLedger GroupGroup. (Regular journals will normally be Actuals).3. Enter FiscalFiscal YearYear.4. Select SearchSearch (or enter other criteria such as Journal Dates and Source).

5. Select the JournalJournal(s) for deletion.6. Select DeleteDelete.7. Select YesYes.


8. A return notice will appear to show deleted journal(s).

Process Complete.Process Complete.


Editing a JournalEditing a Journal

Purpose: Use this document to make edits to the journal using ctcLink

Audience: Finance Staff

After entering a journal, you must edit it before you can post it. If errors occur during theediting process, then you can recycle the journal for correction and re-editing.

You can edit journals online or through the batch edit process. You can edit a large numberof journal entries through the batch edit process. To edit journals through the batchprocess, you enter a process request.

The Journal Edit process ensures that ChartField values are valid, ChartField combinationsare valid, debits equal credits, and journal entries are balanced for Business Unit, Fund, andOperating Unit. In this QRG, you edit journals using the Journal Edit Request page, whichchecks journals using your selected criteria for errors to ensure that they are valid beforeyou post them.

Editing a JournalEditing a Journal

Navigation:Navigation: Main Menu > General Ledger > Journals > Process Journals > Edit JournalsMain Menu > General Ledger > Journals > Process Journals > Edit Journals

The Run Control IDRun Control ID is an identifier that, when paired with your User ID, uniquelyidentifies the process you are running. The Run Control IDRun Control ID allows importantparameters to be available for a process when the process runs, which ensures thatwhen a process runs in the background, it does not prompt the user for additionalvalues. All parameters are stored within the system and associated with Run ControlIDs and User IDs.

1. Select the Add a New ValueAdd a New Value tab.2. Enter a valid value in the Run Control IDRun Control ID field.3. Select AddAdd.


This now takes you to the Edit Journals RequestEdit Journals Request page. This page is used to edit groupsof journals based on criteria you provide. You can also use this page to mark journalsfor posting.

• The system displays the default values for the Business Unit, Ledger Group, andSource fields. The edit process is also selected.

• You can enter a range of Journal IDs or leave blank. The edit process will edit alljournals that are valid and ready to be edited.

• The Journal Date To/From fields can be used separately from the Journal ID fields andonly Journals that fall into the specified date range will get processed.

• These two sets of fields (and the others on the run control screen) can both be used inconjunction to make an even more restrictive process selection criteria.

For the purposes of this QRG, we will be leaving the Journal ID fields blank.

4. In the Process FrequencyProcess Frequency box, check AlwaysAlways. (You want this request to be processed eachtime editing is initiated).

5. Enter a valid value in the DescriptionDescription field.6. Enter a valid value in the Journal DateJournal Date FromFrom field.7. Enter a valid value in the To Journal DateTo Journal Date field.8. Select RunRun.

NOTE:NOTE: As you can see by the screenshot below, there are additional checkboxes forAs you can see by the screenshot below, there are additional checkboxes foryou to select based on your needs/criteria.you to select based on your needs/criteria.


You are now on the Process Scheduler RequestProcess Scheduler Request screen. Use this page to enter, update, or viewparameters, such as server name and process output format.

9. Select the Server NameServer Name drop down menu and choose appropriate server name.10. In the ProcessProcess ListList box, check the boxes for PS/GL Jrnl Edit and Error RptPS/GL Jrnl Edit and Error Rpt option.11. Select OKOK.

NOTE:NOTE: You can select a Server Name to identify the server on which the process willYou can select a Server Name to identify the server on which the process willrun.run. If you use the same Run Control ID for subsequent processes, the server nameIf you use the same Run Control ID for subsequent processes, the server namethat you last used will appear by default in this field.that you last used will appear by default in this field.


A Process Instance number appears.A Process Instance number appears. This number helps you identify the process youThis number helps you identify the process youhave run when you check its status.have run when you check its status.

12. Select ProcessProcess MonitorMonitor link.


You will now see the Process List page. This page enables you to view the status of submittedprocess requests. Make a note of your Process Instance number for ease of retrieval whenrunning numerous jobs.

13. The process is finished when the Run StatusRun Status equals SuccessSuccess. It will begin in a "Queued"status; continue to select the RefreshRefresh button until the RunRun StatusStatus is updated to SuccessSuccess.

14. You can also select the Process NameProcess Name or the DetailsDetails link to view message logs of theprocess. You will see the Process Instance number referenced here as well.

15. From the ProcessProcess DetailDetail page, select OKOK to return to the Process List page.16. Select the Go back to Edit JournalsGo back to Edit Journals to return to the Edit Journals Request page.

You have successfully Edited a Journal EntryEdited a Journal Entry.


Generating Subsystem JournalsGenerating Subsystem JournalsPurposePurpose: Use this document as a reference for generating subsystem journals in ctcLink.


Before closing the month, ensure that all subsystems have sent journals to the GL. The processfor generating journals is used to create and post to the GL from the various subledgers inctcLink (Assets, Billing, Accounts Receivable, Payables, Purchasing, etc.). Doing so will keep thesubledgers and GL in sync.

Navigation: Main Menu > General Ledger > Journals > Subsystem Journal > Generate JournalsNavigation: Main Menu > General Ledger > Journals > Subsystem Journal > Generate Journals

Generating Subsystem Journals

1. Enter an existing Run Control IDRun Control ID or click the Add a New ValueAdd a New Value tab on the Generate JournalsGenerate Journalspage to add a new run control.1. Enter a meaningful Run Control ID for the Subsystem Journals in the Run Control IDRun Control ID field.

Note:Note: A Run Control ID is an identifier that, when paired with your User ID, uniquelyidentifies the process parameters you are running. The Run Control ID definesparameters that are used when a process is run. These parameters ensure that when aprocess runs in the background, the system does not prompt you for additional values.


2. Use the Generate Journals RequestGenerate Journals Request page to define options, such as journal processingoptions, process frequency, SetID, accounting definition name, application business unit,ledger group, and date options for processing.1. Select all the following three journal processing checkbox options:

• Edit -Edit - performs the standard Journal Edit process• Budget Check -Budget Check - performs the budget check process (only required for Payroll and

Student Financials journals)• Post -Post - posts the journals that pass the Edit and Budget Check processes


2. Select the AlwaysAlways radio button in the Processing FrequencyProcessing Frequency section.3. Enter or select the appropriate SetID for the subsystem journals in the SetIDSetID field. The

default is WACTC and is rarely changed.4. Enter or select the appropriate Accounting Definition NameAccounting Definition Name (for example, APDEFN,

ARDEFN) for the subsystem journal.

You can leave any of the following fields blank to select all its values.

5. Enter or select the appropriate Business UnitBusiness Unit for the journal.6. Enter or select the appropriate ledger group (ACTUALS) in the Ledger GroupLedger Group field.7. If a template is to be used, enter or select the appropriate template to use for the subsystem

journal in the TemplateTemplate field.8. Use the From DateOptionFrom DateOption drop-down button to specify the date selection option. If the

option selected is to “Specify Date”, then enter the appropriate date in the correspondingFrom DateFrom Date field.

9. Use the To Date OptionTo Date Option drop-down button to specify the date selection option. If the optionselected it to “Specify Date’, then enter the appropriate date in the corresponding To DateTo Datefield.


11. Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters such as servername and process output format.• Use the Server NameServer Name drop-down button to select the appropriate processing server for

the request.• Select the FS_JGENFS_JGEN process.

Note: You can leave the Server NameServer Name field blank.

12. Click the OKOK button





Note:Note: The process has finished successfully when the Run StatusRun Status column indicates“Success” and the Distribution StatusDistribution Status indicates “Posted.”


Next, navigate to the Journal InquiryJournal Inquiry page to verify that the journals were created.

Navigate: Main Menu > General Ledger > Review Financial Information > Journals

Reviewing Journals

1. Use the Find an Existing ValueFind an Existing Value tab on the JournalsJournals page to locate items to review.• Enter a meaningful Inquiry NameInquiry Name.

2. Use the Journal InquiryJournal Inquiry page to review summary and detail journal information for a specificbusiness unit, ledger, and period.• If it did not default, enter or select the appropriate business unit in the UnitUnit field.• Enter or select the appropriate ledger in the LedgerLedger field.• Enter or select the appropriate fiscal year in the YearYear field.• Enter or select the appropriate from period in the From PeriodFrom Period field.• Enter or select the appropriate to period in the To PeriodTo Period field.• Enter or select the appropriate source (for example, AR, AP) in the SourceSource field.

3. Click the SearchSearch button.


Note:Note: The journal inquiry returned information according to the specified criteria.

Note:Note: In this example, the journal has not yet been edited, since the PostPost checkbox wasnot selected from the Generate Journals RequestGenerate Journals Request page.

4. Click the Journal IDJournal ID link to view the details of the journal entry you specified.

5. Use the Journal LineJournal Line region to view individual journal lines and amounts.6. Click the Drill to SourceDrill to Source button to view the Receivables/Payables Accounting EntryReceivables/Payables Accounting Entry line detail,

including voucher and invoice.


Finally, when you’re ready, navigate to the Journal Entry component to view and edit the actualjournal.

Navigate: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntries

Editing/Posting the Subsystem Journals

1. Use the Find an Existing ValueFind an Existing Value tab on the Create/Update Journal EntriesCreate/Update Journal Entries search page to findthe subsystem journal.1. If it did not automatically populate, enter or select the business unit in the Business UnitBusiness Unit

field.2. Enter the journal ID in the Journal IDJournal ID field.3. Enter or select the user ID of the person who entered the journal in the Entered ByEntered By field.4. Use the Journal HeaderStatusJournal HeaderStatus drop-down button to select the appropriate journal header

status.

Note:Note: You can select the option to blank this field.



2. Use the HeaderHeader page to view the unique identifying data for the subsystem journal. Whenfinished click the LinesLines tab.

3. Use the LinesLines page to review journal details before editing and posting.

Note:Note: On this LinesLines page, if the Journal was not already processed and is in ‘N’ journalstatus, you should first process it to validate it. If you have already processed thejournal and the Journal Status is in ‘V’ (Valid) status, then you are ready to post it.


4. Use the ProcessProcess drop-down button to select the “Post Journal” option.5. Click the ProcessProcess button.

Note:Note: The Journal Status is now ‘P’ (Posted Journal).


Importing a Journal SpreadsheetImporting a Journal Spreadsheet

PurposePurpose: Use this document as a reference for utilizing the Spreadsheet Import tool tocreate and import a multi-line journal spreadsheet in ctcLink.


Use the Spreadsheet Journal process to streamline the journal import and simplify journal dataentry using Microsoft Excel. Spreadsheet Journal Import uses a front-end interface thatprovides you with an easy-to-follow menu for entering data, specifying defaults, and importingjournals.

After you have created your spreadsheet, the Spreadsheet Journal utility uses one of the twoimport methods:

• The online import method uses XML link technology and sends data over the internet,processes the import request, and then replies to the Microsoft Excel interface.

• The batch import method requires that you write the data to a file, submit and upload oneor more files through the browser, and then initiate the Spreadsheet Journal Batch Importprocess to process the import.

Prerequisites: The Spreadsheet Import Tool files, JRNL1.xlsm,JRNL1.xlsm, JRNLMCRO.xlam,JRNLMCRO.xlam, andGLLOG.xltGLLOG.xlt,have been pre-configured and are located at __________. Both files must besaved to the same folder on your computer.

Utilizing Journal SpreadsheetsUtilizing Journal Spreadsheets

1. To utilize the Journal UploadJournal Upload process the following files must be present on yourworkstation:1. For Microsoft Excel 2007 (and subsequent versions)

• JRNL1.xlsm – This is the journal workbook that you use to create and import journals.• JRNLMCRO.xlam – This is the Visual Basic code library and dialog control.• GLLOG.xlt – This is the Message log template.

Note:Note: Use the JRNL1.xls or the JRNL1.xlsm file to enter your journals, depending uponwhich version of Excel you are using. You must set up Microsoft Excel to acceptmacros, by navigating to File > Options > Trust Center > Trust Center Settings > MacroSettings and selecting either Disable all macrosDisable all macros with notification, or Enable all macros.Enable all macros.


2. Open the JRNL1JRNL1 Excel file.1. If prompted, choose to Enable Macros.2. The control buttons on the ControlControl page are grouped into three group boxes:

• General - Setup workbook defaults, configure ChartFields, and rearrange columns.• Journal Sheet - Maintain the journal sheets in the workbook.• Import Journals - Import the journal sheets from the workbook.

3. The GeneralGeneral group box enables you to define options and defaults for this workbook and toenter any notes or calculations concerning imports.1. SetupSetup– Click to set up access to the Define Options and DefaultsDefine Options and Defaults dialog box. Use to set

journal header defaults, message logging options, document sequencing options, onlineimport controls, and so on. You can also access the ChartField ConfigurationChartField Configuration dialog boxfrom here.

2. NotesNotes– Click to access a scratch pad in the workbook. Use the scratch pad forinstructions, calculations, notes, and so on.

4. The Journal SheetsJournal Sheets group box enables you to insert a new journal sheet; or edit, delete, orcopy an existing journal sheet.1. NewNew– Click to insert a new journal sheet. A workbook may contain as many journal

sheets as needed, and each journal sheet may contain as many journals as desired.2. EditEdit– Click to edit one journal sheet in the workbook.3. DeleteDelete– Click to delete one or more journal sheets in the workbook.4. CopyCopy– Click to copy one journal sheet to a new journal sheet saved under a new name.

5. The Import JournalsImport Journals group box enables you to import one or more of the journal sheets andsave journal sheets to a file.1. Import NowImport Now– Click to initiate online import of one or more journal sheets. The system

imports only journals that are marked as import.2. Write FileWrite File– Click to save selected journal sheets to a text (txt) file. After saving one or

more files, you must run the upload process to complete the text file upload process.


Setting Up Journal SpreadsheetsSetting Up Journal Spreadsheets

Before you start entering journals, you must specify the options, defaults, and settings for thejournal sheets in your workbook. From the Spreadsheet Journal Import controlSpreadsheet Journal Import control page, click theSetupSetup button to display the Define Options and DefaultsDefine Options and Defaults dialog box.

6. Establish the following Header Defaults:1. Business Unit - enter your Business unit2. Date - enter a default Journal date. The date can be overridden on the headers on the

individual sheets.3. Ledger Group - enter 'ACTUALSACTUALS'4. Source - enter 'EXTEXT'5. User ID – enter your user ID for the journal header.6. Do not check Enable MultibookEnable Multibook or AutoGen LinesAutoGen Lines

4. Choose from one of the two Message OptionsMessage Options radio button:

• Log Error Messages Only: The system logs import messages to JRNLLOG.xls only whenerrors occur.

• Log Successful and Error Messages: The system logs all import messages to JRNLLOG.xlsregardless of the import process being successful.

Note:Note: If you would also like to show import messages online, select the DisplayDisplayMessages OnlineMessages Online checkbox. Otherwise, errors go only to the message log JRNLLOG.xls.

5. Do not select the Enable Document SequencingEnable Document Sequencing checkbox or enter a Default DocumentDefault DocumentType.Type.

6. Complete the following fields for Online Import ControlOnline Import Control:• ·Address – the address will already be populated with the correct information.• User ID – Enter your logon user ID.• After Successful Import –

• Change Import StatusImport Status to ‘Do Not Import’: The system changes import status ofjournals that are imported successfully. This prevents reimport of the journals whenyou attempt to import them a second time.

• Keep Import StatusImport Status as ‘Import’: Select this if you do not want the system to changeimport status so that you can reimport it later.

• You can override journal import status at the journal sheet level anytime.

• Skip If Journal Already Exits – Select this option and online load does not update alreadyexisting journals. The option is intended to prevent duplicate journals when a user isunaware that a journal has already been processed. This option is the default and is onlyapplicable for online import using the Import NowImport Now functionality.

7. A message is logged providing details of any journals skipped because they already exist inthe system.


8. If the option is not selected, online load updates already existing journals with valid journaldata.

Note:Note: When NEXT is used for the journal ID it is not possible to check if a journalalready exists.

• Skip If Journal Has Errors – Select this option and online load does not load invalid journals.This option is the default and is only applicable for online import using the Import NowImport Nowfunctionality.

• A message is logged providing details of journals that have invalid data.• If the option is not selected then the online load does not load either valid or invalid journals

for that journal sheet. Online load then proceeds to the next journal sheet and loads alljournals in the next journal sheet if all the journals in the next journal sheet are valid.

7. ConfigurationConfiguration button – Use the ChartField ConfigurationChartField Configuration page to access a ChartFieldChartFieldConfigurationConfiguration dialog box, in which you can include, exclude, or rearrange columns, as well asalter field labels and column formats for a worksheet.

1. Setup the ColumnColumn tab:1. You can alter the contents of your spreadsheet one column at a time. The column that

you intend to edit is highlighted in blue. The ChartField ConfigurationChartField Configuration– Column pageenables you to select a column and control its appearance.


Note:Note: The configuration dialog box prevents you from deleting or modifying certainsystem required fields.

2. Specify details on the Field FormatField Format tab:• Use the Field FormatField Format dialog box to control the content and format of the columns on

your spreadsheet.


• Field NameField Name– You must use a valid database field name from the Journal tables. If youmisspell a field name or enter an invalid field name, you will not receive an errormessage until you attempt to import the journal sheet.

• LabelLabel– Enter the column label for the spreadsheet journal workbook.• FormatFormat– Specify the cell format.• ApplyApply– You must click to save this format for the journal sheet.

3. Return to the Spreadsheet Journal ImportSpreadsheet Journal Import control page by clicking the X in the upper rightcorner of the Chartfield Configuration, then the Home icon on the sheet..

Creating a New Journal SpreadsheetCreating a New Journal Spreadsheet

8. Click the NewNew button on the Spreadsheet Journal ImportSpreadsheet Journal Import control page to access the NewNewJournal HeaderJournal Header page.1. Enter an appropriate name for the journal entry spreadsheet you want to create in the

Journal Sheet NameJournal Sheet Name field.2. Click the OKOK button.


Journal Import sheet functions.

1. UploadUpload the selected journal to PeopleSoft.2. Return to the HomeHome sheet.

Header Functions

1. Header details.2. Add a new Journal. A sheet can contain more than one Journal. Each Header is associated

with it's corresponding Lines by the Sys ID.3. Select a Journal.4. Edit a Journal.5. Copy a Journal.6. Delete a Journal.7. Change Import Status.


9. Click the “+” button in the Journal HeaderJournal Header section to select the spreadsheet header for thespreadsheet journal you want to create.1. Verify the header information is correct.

• Update the Journal ID,Journal ID, if not using 'NEXTNEXT'.• Entered the desired Journal DateJournal Date.• Enter a DescriptionDescription for the journal.• Select the ReversalReversal option.• Click OKOK.

Line Functions

8. Add one Line.9. Delete one Line.

10. Add multiple lines.

You can define multiple blank lines and then populate them with data from anotherspreadsheet.

11. Delete multiple lines.12. Check decimal point precision.


10. Click the “+” in the Journal LinesJournal Lines section to add the first line to the spreadsheet journal.

11. Populate the journal line data using the TabTab key or arrow keys to advance from one cell tothe next.1. Continue click the “+” in the Journal LinesJournal Lines section to add one additional line to the

spreadsheet journal, or click the "+..." to add multiple lines. Use the checkboxes abovethe field names to choose which fields to copy down to the new row(s).

2. Use the CheckCheck button to verify the AmountAmount fields that you have entered contain theproper number of decimal points before you import the journal. The default number ofdecimal points is 2.

3. Click the SaveSave button in Excel to save the spreadsheet.4. Click the HomeHome button to return to the Spreadsheet Journal ImportSpreadsheet Journal Import control page.

Importing a Journal SpreadsheetImporting a Journal Spreadsheet

12. Click the Import NowImport Now button on the Spreadsheet Journal ImportSpreadsheet Journal Import control page to access theImport Journals Now dialog box.1. Select the spreadsheet file for upload in the Select SheetSelect Sheet field.2. Enter your password in the PasswordPassword field.3. Click the OKOK button to import the journal.


13. If the import is successful you will receive the following system message:

14. If the import was not successful, the system message will contain a brief description of theerror. Correct the sheet data and re-import.


Posting Journals 03aPosting Journals 03a

PurposePurpose: Use this document as a reference for posting journals to the General Ledger inctcLink.


Perform this procedure when you are ready to post journals to the General Ledger.

Prerequisite: Before you post journals to the General Ledger, you must mark them forposting. Marking journals for posting indicates that the journal entries should beincluded in any posting requests that are pending. You can exclude certain journalsfrom posting until you review and approve them.

Navigation: Main Menu > General Ledger > Journals > Process Journals > Mark Journals forPosting

Marking Journal EntriesMarking Journal Entries

The Mark Journals for Posting pageMark Journals for Posting page enables you to select the journals for subsequent posting.

1. Select or enter search criteria for the following required fields:• UnitUnit (business unit)• Ledger GroupLedger Group• YearYear (accounting year)• PeriodPeriod

1. Enter additional search criteria as needed.

Note:Note: You can use a wildcard (%) in the UnitUnit, SourceSource, and Journal IDJournal ID fields to return allvalues.



2. In the Select Journals to PostSelect Journals to Post grid, mark the desired journals for posting.1. Click the Post Selected JournalsPost Selected Journals link.2. Click the OKOK button to acknowledge the message that you are sure that you want to post

this journal.

Posting JournalsPosting Journals

3. Select the Skip Open Item ReconciliationSkip Open Item Reconciliation checkbox to postpone closing the open items andto skip item reconciliation until after the journal is posted. Selecting this option can savetime during journal posting.

Note:Note: You can run the Open Item ReconciliationOpen Item Reconciliation process (GLPPOITM) separately at alater time.

4. Click the RunRun button



the request.

Note:Note: You can leave the Server NameServer Name field blank.

6. Click the OKOK button.

Note:Note: A process Instance number appears. This number helps you identify the processyou have run when you check its status.



8. Use the Process ListProcess List page to view the status of submitted process requests.Note:Note: Theprocess has finished successfully when the Run StatusRun Status column indicates ‘Success.’


Saving Journal Search ResultsSaving Journal Search Results

Purpose:Purpose: Use this document to save journal search results in ctcLink.

Audience:Audience: Finance Staff.

Saving Journal Search ResultsSaving Journal Search Results

Navigation:Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalMain Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntriesEntries

1. Select the Find an Existing ValueFind an Existing Value tab.2. Enter the search criteria you want to save. There are quite a few variables to create

customized searches that you may need to repeatedly run.• Enter Business UnitBusiness Unit "WA000".• Select "Journal Has Errors in the Journal Header StatusJournal Header Status field.

3. To save the criteria you have entered, you can either Select the Save Search CriteriaSave Search Criteria icon orselect the words "Save Search Criteria".


4. Enter a name for the saved criteria.5. Select the SaveSave button.

6. To verify your search is saved, return to Create/Update Journal EntriesCreate/Update Journal Entries page. You shouldsee your saved search name in the Use Saved Search:Use Saved Search: field and the Search Results at thebottom of the page.


You have successfully saved a customized search results report. This will save you time andreduce errors by streamlining those searches that you run over and over.

You may have as many saved searches as you need, and may edit and re-save them atany time.


Unposting JournalsUnposting Journals

PurposePurpose: Use this document as a reference for how to unpost journals from the GeneralLedger in ctcLink


Perform this procedure when you are required to unpost a journal from the General Ledger.

Prerequisite: Before you can upost journals to the General Ledger, you must mark them forunposting. Marking a journals for unposting indicates that the journal entries should beincluded in any posting request that is pending for which the journals meet the specifiedcriteria. You can exclude certain journals from unposting until you review and approve them.

Navigation: Main Menu > General Ledger > Journals > Process Journals > Mark Journals forNavigation: Main Menu > General Ledger > Journals > Process Journals > Mark Journals forUnpostingUnposting

Marking a Journal for UnpostingMarking a Journal for Unposting

1. Click the OKOK button to acknowledge the following message:

2. The Mark Journals for Unposting pageMark Journals for Unposting page enables you to select journals for subsequentunposting. Select or enter search criteria for the following required fields:• UnitUnit (business unit)• Ledger GroupLedger Group• YearYear (accounting year)• PeriodPeriod

1. Enter additional search criteria as needed.

Note:Note: You can use a wildcard (%) in the UnitUnit, SourceSource, and Journal IDJournal ID fields to return allvalues.



3. In the Select Journals to UnpostSelect Journals to Unpost grid, mark the desired journals for unposting.4. Click the Unpost Selected JournalsUnpost Selected Journals link.5. Click the OKOK button to acknowledge the message that selected journals will be unposted.

When you click the Unpost Selected JournalsUnpost Selected Journals link, then click OKOK in the message, thesystem will automatically transfer to a Post Journals RequestPost Journals Request run control pre-populatedwith all the necessary parameters to unpost the selected journal(s).


Running the Unposting ProcessRunning the Unposting Process

6. Use the Post Journals RequestPost Journals Request page to specify which journals you want to unpost based onbusiness unit, ledger group, accounting period/fiscal year, source, journal ID, and journaldate. You can run the Journal PostJournal Post process for all business units. When you run the postingprocess, the system unposts only those journals that fit the request criteria and are markedto unpost.

Note:Note: The system populates the Process Request ParametersProcess Request Parameters region based on theselections made on the Mark Journals for UnpostingMark Journals for Unposting page.

7. Click the RunRun button


the request.

You can leave the Server NameServer Name blank if desired.



Note:Note: A process Instance number appears. This number helps you identify the processyou have run when you check its status.





12. In the Process ListProcess List section, click the DetailsDetails link for the associated process instance.

13. On the Process DetailsProcess Details page, click on the View Log/TraceView Log/Trace link.

14. On the View Log/TraceView Log/Trace window, click the log name link to open link.


15. Verify that the journal(s) posted by scrolling to the bottom of the log file.


Uploading a Journal Spreadsheet as a Text FileUploading a Journal Spreadsheet as a Text File

PurposePurpose: Use this document as a reference for how to upload a journal spreadsheet as atext file in ctcLink.


Occasionally, you will find a need to convert your journal spreadsheet into a text file for manualupload into ctcLink. When the journal has a large number of lines, it is advisable to use thismethod to load your journal to avoid system time-out issues.

Prerequisite: You should have already created and saved your journal spreadsheet using theSpreadsheet Import Tool as described in Quick Reference Guide Importing a JournalSpreadsheet.

This process begins with the Spreadsheet Import Tool and your journal already created andsaved.

Saving the Spreadsheet as a txt FileSaving the Spreadsheet as a txt File

1. Before you can import a journal flat file, you must take your journal spreadsheet that wascreated using the Spreadsheet Import Tool, edit it, change the import status and save it.From the Spreadsheet Journal Import ControlSpreadsheet Journal Import Control page (JRNL1.xlsm file), click the EditEdit button.

2. On the Edit Journal SheetEdit Journal Sheet page, select your journal and click the OKOK button.


3. The spreadsheet journal opens. Click the Change Import StatusChange Import Status button

4. Select the ImportImport radio button and then click the OKOK button.

5. Click the SaveSave button in Excel to save the spreadsheet.6. Click the HomeHome button to return to the Spreadsheet Journal ImportSpreadsheet Journal Import control page.

7. From the Spreadsheet Journal Import ControlSpreadsheet Journal Import Control page, click the Write FileWrite File button.


8. Use the Write Journals to FileWrite Journals to File page to select the Excel file to write to a text file for externalupload to ctcLink:1. Select the appropriate journal in the Select SheetSelect Sheet field.2. In the File NameFile Name field, the menu path defaults in the computer location to which the new

file will be located once the file is written. Write over this portion of the string with thename of the new file that you want to import into ctcLink, i.e. the name of your journal(my new File name for the screen capture below looks like this: C: Users\SVenable\Documents\GLUpload.txt).


Importing Spreadsheet Text FilesImporting Spreadsheet Text Files

Navigation: Main Menu > General Ledger > Journals > Import Journals > Spreadsheet JournalsMain Menu > General Ledger > Journals > Import Journals > Spreadsheet Journals

9. Enter an existing Run Control ID or click the Add a New ValueAdd a New Value tab on the Spreadsheet JournalSpreadsheet JournalImportImport page to add a new value.1. Enter a meaningful Run Control ID in the Run Control IDRun Control ID field.

Note:Note: A Run Control ID is an identifier that, when paired with your User ID, uniquelyidentifies the process that you are running. The Run Control ID defines parameters


that are used when a process is run. These parameters ensure that when a processruns in the background, the system does not prompt you for additional values.


10. In the Process Request ParametersProcess Request Parameters section, enter the file processing parameters.1. Leave the defaulted values as is for these fields:

• Number of Data Files• Character Set• If Journal Already Exists• If Journal is Invalid

2. Click the AddAdd button, navigate to the text file located on your computer and upload inorder to attach. Once this step is complete, the Attached FileAttached File name appears on theSpreadsheet Journal Import RequestSpreadsheet Journal Import Request page.

If you are re-using a run control, you will have to delete the current file before you canadd a new file.



11. Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters, such as servername and process output format.1. Use the Server NameServer Name drop-down button to select the appropriate processing server for

the request.

Note:Note: You can leave the Server Name field blank.





Note:Note: The process has finished successfully when the Run StatusRun Status column indicates“Success” and the Distribution StatusDistribution Status is “Posted”.


14. Click the DetailsDetails link for the GL_EXCL_JRNL process name.

15. Click the Message LogMessage Log link. Verify that the process completed and that the journal importedsuccessfully.

Finally, you should navigate to the Create/Update Journal EntriesCreate/Update Journal Entries page to view your journals.


Navigate: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntries

Importing Spreadsheet Text FilesImporting Spreadsheet Text Files

16. Use the Find an existing ValueFind an existing Value tab on the Create/Update Journal EntriesCreate/Update Journal Entries page to locate yournewly posted journal.1. If it did not automatically populate, enter or select the business unit in the Business UnitBusiness Unit

field.2. Clear the Journal Header StatusJournal Header Status field.3. Enter ‘EXT’ in the SourceSource field.4. Clear the Entered byEntered by field.5. Click the SearchSearch button.

17. Scroll down to locate your journal and then click on the Journal IDJournal ID link to open.

18. Click the OK button to acknowledge the message.

19. Review the HeaderHeader tab and then click the LinesLines tab.


20. Follow the steps as outlined in QRG Creating and Posting a Manual Journal Entry to edit andsubmit the journal for approval.


Viewing Journal Entry ErrorsViewing Journal Entry Errors

PurposePurpose: Use this document as a reference to view journal entry errors in ctcLink.

AudienceAudience: Accounting Staff.

When you run the journal edit process, journal information is checked and errors are found. Asummary of these errors in the journal is then available for viewing. In this QRG, you will viewthese journal entry errors and the nature of those errors on the Journal HeaderJournal Header and JournalJournalLinesLines pages.

Part of your daily routine may be to post journals at the end of the day. However, before youpost these journals, you must first check for errors and correct them. This process identifiesthose errors and provides information on where the error is, enable further troubleshooting tocorrect them.

Viewing Journal Entry ErrorsViewing Journal Entry Errors

Navigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalNavigation: Main Menu > General Ledger > Journals > Journal Entry > Create/Update JournalEntriesEntries

1. Select the Find anFind an Existing ValueExisting Value tab.2. Select the ClearClear button.3. Select the Business UnitBusiness Unit field. Enter the desired information into the Business UnitBusiness Unit field.4. Select the Journal Header StatusJournal Header Status list. Select the Journal Has ErrorsJournal Has Errors option.5. Select the SearchSearch button.


The results of your Search will be listed below the Create/Update Journal EntriesCreate/Update Journal Entries screen.

6. Select a row in any field to access the HeaderHeader page. (If there is only one journal in error, thesearch takes you directly to the header page of the journal in error.)

7. Select the ErrorsErrors tab.

Use the ErrorsErrors page to view the HeaderHeader and LineLine error messages and determine the nature ofthose errors. The line errors on this page show the fields in error, as well as message sets thatcontain the error message, message number, and message text.

HeaderHeader errors are displayed in the Header ErrorHeader Error grid. Click on a number in the Line #Line # column tonavigate to the Journal LineJournal Line page line entries in error.


You have successfully viewed Journal Entry ErrorsJournal Entry Errors.


ReportingReporting


Journal InquiryJournal Inquiry

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


The ctcLink General Ledger application provides a series of inquiries that enable you toreview 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 inquiryjournal inquiry, ledger inquiry, ledgergroup inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries,and entry event budget and general ledger adjustment accounting inquiries. After you runan inquiry, you can specify criteria to narrow your inquiry results.

In this topic, you use the the Journal InquiryJournal Inquiry page to view journal details.

Journal InquiryJournal Inquiry

Navigation:Navigation: General Ledger > Review Financial Information > JournalsGeneral Ledger > Review Financial Information > Journals

Once you have successfully navigated to the Journals page, it will default to Find an ExistingFind an ExistingValueValue.

1. Select the Inquiry NameInquiry Name field. Enter the desired information into the Inquiry NameInquiry Name field.2. Select the SearchSearch button.


Use the Journal InquiryJournal Inquiry page to review summary and detail journal information for a specificbusiness unitunit, ledgerledger, and periodperiod.

Enter required journal search criteria:

3. Complete the following fields: Unit, Ledger, Year, From Period,Unit, Ledger, Year, From Period, and To PeriodTo Period.

Optionally you can also enter additional journal criteria to limit your search. If you use apreviously saved inquiry, the search criteria that appears is based on the last time this page wassaved. You can override the values to use different search criteria.

4. Select the SourceSource field and enter the desired information into the SourceSource field.

Enter desired info (ex. AR or AP) in the SourceSource field to return any journals that have beengenerated from the sub system within the specified criteria.

5. Select the SearchSearch button to display Journal IDsJournal IDs that are based on your criteria.


6. Select the Journal IDJournal ID link to review Journal HeaderJournal Header and Journal LineJournal Line detail information.

The Journal Inquiry DetailsJournal Inquiry Details page displays the journal header, currency, and line information forthe journal ID that you selected.

Review the Journal HeaderJournal Header information.

By default, the All LinesAll Lines option is selected and displays all journals lines in the journal. You canenter a specific range of lines to display and select the Query Journal LinesQuery Journal Lines button to display anew result set, if desired.


Use the Journal CriteriaJournal Criteria link to navigate back to the Journal InquiryJournal Inquiry page, where you can enternew inquiry criteria.

7. Select the Journal CriteriaJournal Criteria link.

You can enter new search criteria to start a new search.


Like the Ledger Inquiry, you can create and save multiple Journal Inquiries to quicklyretrieve frequently viewed data sets.

You have successfully viewed journal detail transactions of a ledger.

End of Procedure.


Ledger InquiryLedger Inquiry

Purpose:Purpose: Use the Ledger Inquiry page to view detail and summary ledger information inctcLink.


The ctcLink General Ledger application provides a series of inquiries that enable you toreview 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 inctcLink General Ledger to specific transaction entries in other ctcLink Financial andDistribution products.

ctcLink General Ledger provides these inquiries: journal inquiry, ledger inquiry, ledgergroup inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries,and entry event budget and general ledger adjustment accounting inquiries. After you runan inquiry, you can specify criteria to narrow your inquiry results.

In this topic, you use the Ledger InquiryLedger Inquiry page to view detail and summary ledgerinformation. You also use the Journal InquiryJournal Inquiry page to view journal details and this iscovered in it's own QRG (see Journal InquiryJournal Inquiry).

Ledger InquiryLedger Inquiry

Navigation:Navigation: General Ledger > Review Financial Information > LedgerGeneral Ledger > Review Financial Information > Ledger

Once you navigate to the Ledger page:

1. Select the Add a New ValueAdd a New Value tab.

Enter the name information into the Inquiry NameInquiry Name field.

Multiple Inquiries can be created and saved to quickly access frequently used inquiries.

2. Select the AddAdd button.


Use the Ledger InquiryLedger Inquiry page to specify selection criteria to view ledger detail and summaryinformation.

You can also use the ChartField CriteriaChartField Criteria grid to specify the ChartFields you want to view. Alsouse this grid to specify the order of the ChartFields to be viewed when the Sum BySum By option isselected.

For example, if you select the Sum BySum By option for the AccountAccount and the DepartmentDepartment ChartFields,AccountAccount has Order-ByOrder-By equal to 1 and DepartmentDepartment has Order-ByOrder-By equal to 2. You also can specifyadjustment periods as part of your criteria by selecting the option next to PeriodPeriod in the IncludeIncludeAdjustment PeriodsAdjustment Periods grid.

In this example, we will use the following fields as criteria:

3. Enter the desired information in the UnitUnit field.4. Enter the desired information in the LedgerLedger field.5. Enter the desired information in the Fiscal YearFiscal Year field.6. Enter the desired information in the From PeriodFrom Period field.7. Enter the desired information in the To PeriodTo Period field.

If the number of data rows exceeds 100, increase the Max Ledger RowsMax Ledger Rows value. Note: this mayaffect performance.

8. Select the SearchSearch button.


The Ledger SummaryLedger Summary page displays summary balances based on the selected ledger criteria.The Ledger Amount by CurrencyLedger 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 AllView All link located tothe right to the Ledger SummaryLedger Summary Header. Scroll down using the vertical scroll bar to seeadditional Ledger Amount By CurrencyLedger Amount By Currency sections.

9. Select the ActivityActivity link in any row to get the transaction detailstransaction details for that row.

The Transaction DetailsTransaction Details page summarizes the ledger journal data for your selection. Forexample, it displays a summary of all the ledger journal amounts for a specific accountChartField value.

10. Select a Journal IDJournal ID link.


The Journal InquiryJournal Inquiry DetailsDetails page displays the Journal Header information and Journal Lines forthe journal transaction.

Review the Journal Header information. You can either view All Lines for the selected JournalID, or to view a range of journals, select the From/To option, enter line numbers in the FromLine field and the To Line field, and then select the Query Journal Lines button.

11. Select the All LinesAll Lines option and then choose the Query JournalQuery Journal LinesLines button to see all journallines. The results will display below the Journal Header section.

The next step will be to review the Transaction DetailsTransaction Details.

12. Select Transaction DetailsTransaction Details to open the Ledger Inquiry Transaction DetailsLedger Inquiry Transaction Details page.


The Transaction DetailsTransaction Details page summarizes the ledger journal data for your selection. Once youare done reviewing the information,

13. Select the Ledger SummaryLedger Summary link.

14. Select the Ledger Detail Drill-Down ChartField DisplayLedger Detail Drill-Down ChartField Display which then opens a separate windowto display the ChartFields that are pertinent to your inquiry.


This is the Ledger Detail Drill-Down ChartField DisplayLedger Detail Drill-Down ChartField Display page. Select/Unselect ChartField Criteriato display. Use the vertical scroll bar to scroll down to view all data.

15. Select OKOK once you have finished selecting your criteria.

You should now be back on the Ledger SummaryLedger Summary page:

16. Select the DetailDetail link.


Select the ActivityActivity link to return to the Transaction DetailsTransaction Details page.

From the Ledger SummaryLedger Summary page:

17. Select the DetailDetail link.18. Select the ActivityActivity link to return to the Transaction DetailsTransaction Details page.19. Select the Journal IDJournal ID link.


From the Journal Inquiry DetailsJournal Inquiry Details page you can select the Drill to SourceDrill to Source to view details about thejournal from the sub-system.


Close Journal Drill DownJournal Drill Down window. You should now be back at the Journal Inquiry DetailsJournal Inquiry Details page.

20. Select the Ledger SummaryLedger Summary link.21. Select the Inquiry CriteriaInquiry Criteria link.

You have successfully viewed ledger detail transactions of a ledger.

End of Procedure.


Running and Retrieving Reports in FinanceRunning and Retrieving Reports in Finance

Purpose:Purpose: This QRG will describe how to run and retrieve financial reports via the ClosingTrial Balances page using ctcLink.


In this QRG, you will become very familiar with the Process SchedulerProcess Scheduler. Running a reportusing Process SchedulerProcess Scheduler is simple. Before beginning, you must understand these basicterms used in Process SchedulerProcess Scheduler:

• A Process RequestProcess Request is a single run request, such as an SQR or Crystal report.• A Run Control IDRun Control ID is a unique ID that associates each operator with his or her own run

control table entries.• A Process InstanceProcess Instance is a unique number that identifies each process request. The system

increments this value automatically and assigns it to each requested process when theprocess is submitted to run.

Using Process SchedulerProcess Scheduler to run reports offers several advantages. This lesson focuses onrunning reports, not on any other types of process. Since a report is a type of process, theterms report and process are used interchangeably based on context.

The advantages of Process SchedulerProcess Scheduler include:

• System Efficiency: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:Low Administration Overhead: User accounts on servers are unnecessary; users shouldnot need to know additional passwords to run processes.

• End-User Productivity:End-User Productivity: Users do not need to know the syntax for running a report or anyother process. Workstations can remain available for other tasks while a process runs inthe background on a server.

Process SchedulerProcess Scheduler enables you to schedule a recurring report to run at specified times,such as every Friday at 6:00 p.m. You can also run processes one at a time according toyour request. Process SchedulerProcess Scheduler enables you to run reports easily and efficiently, withoutinterruption. You can run a report while you are reconciling financial data in a spreadsheetor entering personnel data into a database. You can continue your daily work routine whileProcess Scheduler runs your reports.


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

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

Running and Retrieving Reports in FinanceRunning and Retrieving Reports in Finance

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

Navigation:Navigation: General Ledger > Close Ledgers > Closing Trial BalancesGeneral Ledger > Close Ledgers > Closing Trial Balances

You can run this report by searching for an existing Run Control IDRun Control ID or you can add a new value.The advantage of creating a new Run Control ID is that you can create one that makes sense toyou and that you will remember and be able to use again.

1. Select the Add a New ValueAdd a New Value tab.2. Enter your Run Control IDRun Control ID.3. Select AddAdd.

A Run Control ID is an identifier that, when paired with your User ID, uniquely identifiesthe process you are running. The Run Control ID defines parameters that are usedwhen a process is run. This ensures that when a process runs in the background, thesystem does not prompt you for additional values.


Use the Closing Trial BalanceClosing Trial Balance page to enter the request parameters. These parameterswill be used to define the processing rules and data to be included when the report isrun. The parameters will vary depending on which report you are running. Forexample, other reports might have fields where you specify the SetID, Employee ID, orDepartment values before running the report.


For the Closing Trial BalancesClosing Trial Balances report, we will define the following parameters: Unit, Ledger,Unit, Ledger, andFiscal YearFiscal Year fields.

4. Once you have defined these parameters, scroll to right side of page and select RunRun.

Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters, such asServer nameServer name and Process OutputProcess Output format. Here is a list of parameters and theirdescriptions:

The Server NameServer Name can remain blank, the system can select a server for you. Or choose theappropriate Server NameServer Name from the list. As a general rule, choose the PSNTPSNT server forreports.

Use the Run DateRun Date field to specify the date you want the process to run. This gives you theability to set a report to run on a future date. Leave this field blank to run the reportimmediately.

Use the RecurrenceRecurrence list to specify the recurring time intervals for a process request torun. For example, if you need to run a process every week day at 5 pm that resolves allthe transactions managed by your web site, you could select the run recurrencedefinition of Monday-Friday at 5 pm to schedule this process to run at the appropriatetime. Leave this field blank to run the report one time.

Use the Run TimeRun Time field to specify the time you want the process to run. This gives you theability to set a report to run at a future time. Leave this field blank to run the reportimmediately.

Use the Reset to Current Date/TimeReset to Current Date/Time button to set the Run DateRun Date and Run TimeRun Time to thepresent date and time.


Use the Time ZoneTime Zone field to select the time zone in which the process will run. Forexample, you might be in Eastern Standard Time (EST) and schedule a process to run inPacific Standard Time (PST). The system is currently defined to use the PST time zone bydefault.

The DescriptionDescription field helps to uniquely identify a process. You should be familiar with theprocesses that you run as part of your daily tasks to identify them by this description.

The Process NameProcess Name field displays the name of the process as it appears in the definition.

The Process TypeProcess Type field displays the type of process, such as SQR, Crystal, and so on.

Use the TypeType listlist to select the type of output you want to generate for this job. Yourchoices are:

• FileFile: This enables you to write the output to a file that will appear in the OutputDestination.

• PrinterPrinter: You can enter a custom printer location if you have the appropriate securityaccess.

• EmailEmail: You can enter the destination information to send to a particular emailrecipient(s). Note that Email is available only for SQR and PS/nVision.

• WebWeb: Sends all output of the process to the report repository, including log and tracefiles.

• WindowWindow: Sends output to the monitor when finished.

Use the FormatFormat list to define the output format for the report. The values are dependentupon the Process TypeProcess Type you have chosen. For example, the default format for ProcessType SQR Report is PDF.

5. Once you have defined your parameters, select the OKOK button.


The report is now running. Notice that your report has been assigned a ProcessProcessInstanceInstance number. It is a good idea to make a note of the this number for future tracking. Nowthat you have used Process SchedulerProcess Scheduler to run your report, use Process MonitorProcess Monitor to monitor thestatus of your report.

You use the Process MonitorProcess 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.

6. Select the Process MonitorProcess Monitor link.


Process MonitorProcess Monitor supplies you with two pages, the Process ListProcess List page and the ServerServerListList page. Use the Process ListProcess List page to view the status of submitted report/processrequests.

Use the fields in the View Process Request ForView Process Request For section to filter the display to specificprocess requests based on the search criteria entered in these fields.

Use the User IDUser ID field to view the process requests submitted by a user ID. This fielddefaults to your own user ID. Leave this field blank to view all of the processes that youare authorized to view.

Use the TypeType list to view process requests by a process type, such as Application Engine,COBOL, SQR, or Application Engine processes.

Use the LastLast list to specify an interval of time by which to limit the process requests thatappear in the list. Enter a custom numerical value in the field, and then select a unit type:Days, Hours, or Minutes.

Use the ServerServer list to view process requests that are run on a particular server.

Use the NameName field to view all process requests for a specific process name.

Use the InstanceInstance field to display results based on the process instance number. Thisnumber is automatically generated when a process is requested.

Use the Run StatusRun Status list to view process requests by status, such as Completed or Error.

Use the Distribution StatusDistribution Status list to view process requests by distribution status, such asGenerated, Posted, or Not Posted.


Once you have selected your criteria, select the RefreshRefresh button to display process requestsresults.

You can view details about a particular process request by selecting the DetailsDetails link in theDetailsDetails column. This opens the Process DetailProcess Detail page where you can view such details as requestparameters and message logs.

7. Select the DetailsDetails link in the last column associated with your process instance.

Most of the items on the Process DetailProcess Detail page are display-only; however, you can usesome controls to manipulate the program run, as needed.

The ProcessProcess group box contains general information to help you identify the processrequest. This is a display-only group, showing basic descriptive information about thisprocess.

The RunRun group box shows specific run information, such as the run control ID and therun location. If the process runs on the server, the server name appears inthe Server field and any run recurrence that you have selected appears inthe Recurrence field.

The Update ProcessUpdate Process group box displays the actions that can be performed on a processrequest. Based on your user authorization and the current status of the process request,you can choose one of these actions. The possible actions are: Hold, Queue, Cancel,Delete, or Restart.


The ActionsActions group box contains links to other pages that provide additional details aboutthe process parameters.

8. Select the ParametersParameters link to view additional information about the process parameters,such as runtime definition variables, the path and program used to run the process request,the location of the completed output, and additional information about the process requeststatus.

9. Select ReturnReturn.


You are now back at the Process DetailProcess Detail page. Now we will look at the Message LogMessage Log screen.

10. Select the Message LogMessage Log link.

This page will show you the message details relating to the Process InstanceProcess Instance number.

11. Select ReturnReturn to go back to the Process DetailProcess Detail screen.


The Batch TimingsBatch Timings link is only available for process requests with a process type of ApplicationEngine. The Batch TimingsBatch Timings report contains a set of statistics that system administrators can useto tune the system to gain better performance. This report relates specifically to PeopleSoftPeopleSoftApplication EngineApplication Engine program performance.

12. Select the View Log/TraceView Log/Trace link to open a new browser window and view links that enable youto view the message logmessage log and trace filetrace file.

The View Log/TraceView Log/Trace link appears on the Process Monitor DetailProcess Monitor Detail page when at least one of thefollowing conditions is met:

• The output destination for the process request is WebWeb, and the report and log files weresuccessfully posted to the Report Repository by the Distribution Agent.

• The process request has a run status of SuccessSuccess.• The process request ran from a ctcLink Process Scheduler Server Agent that was set up

using the Server Definition page with a distribution node.

13. ReturnReturn to the Process ListProcess List page.


The Run StatusRun Status field displays the current status of the process request. Knowing therun status helps you to see where the process request is in the queue or identify aproblem if the process request has an error.

If the Run StatusRun Status is QueuedQueued it indicates that the process request has not completedrunning or that this page has not been refreshed lately. The report is finished runningwhen it has a status of SuccessSuccess.

Larger reports will take longer to obtain a status of SuccessSuccess. You can selectthe RefreshRefresh button to update the Run StatusRun Status to SuccessSuccess if it is in QueuedQueued state. Forreports that take longer to run, it is a good idea to continue other work while theprocess request is being run in the background.

If the status is not SuccessSuccess, select the RefreshRefresh button to update the page. If your RunStatus is in Error, select the DetailsDetails link as previously outlined, to review the ActionsActionssection links to troubleshoot the issue.

When the Run StatusRun Status field displays SuccessSuccess for your process request, your report hasfinished running.

Now that your report has finished running, you are ready to use Report ManagerReport Manager toview your report.

15. Select the Go back to Closing Trial Balance linkGo back to Closing Trial Balance link.


Report ManagerReport Manager is like your own personal "inbox" of reports and process output. It provides asecured means to view report content, check the posting status of your output, and see contentdetail messages.

16. Select the Report ManagerReport Manager link.

The ListList page displays the reports from multiple databases to which you have access.

Unlike the AdministrationAdministration page, the ListList page lists reports when both of the followingevents occur:

• The Distribution Agent has successfully posted the report to the report repository.Once the report has posted, the Distribution Agent publishes a message to have anentry added to the report folder table for the new report.

• The local message node has subscribed to the message that was sent by theDistribution Agent by adding an entry for the report in the report folder table.

The ExplorerExplorer pagepage displays a hierarchical view of folders and reports. Unlikethe AdministrationAdministration page, the ExplorerExplorer page lists reports when both of the followingevents occur.

• First, the Distribution Agent has successfully posted the report to the reportrepository. Once the report has posted, the Distribution Agent publishes a message tohave an entry added to the report folder table for the new report.

• Second, the local message node has subscribed to the message that was sent by theDistribution Agent by adding an entry for the report in the report folder table.


The AdministrationAdministration page displays the report, details about the report, and enables youto delete unwanted reports from the system. New reports that have been scheduled orare in the process of being posted to the report repository are viewed only throughthe Administration page.

Use the ArchivesArchives page to view reports that have been archived.

You need to go to the AdministrationAdministration page to view the report.

17. Select the AdministrationAdministration link.

The reports are listed in the Report ListReport List section of the page. You can sort this list by using thefields in the View Reports ForView Reports For section of the page.

The Closing Trial Balance ReportClosing Trial Balance Report with the Process Instance NumberProcess Instance Number will be at the top of the list,and the status is PostedPosted.

In Report ManagerReport Manager, there are several status possibilities. Knowing what they mean will help youto understand the progress of your job without having to check the Process MonitorProcess Monitor.

When the status of your report is PostedPosted, the DetailsDetails link becomes active. Use the DetailsDetails link toview your report.

18. Select the DetailsDetails link.


If your report has run to SuccessSuccess, the link for the report contains the process nameprocess name followed bythe process instance numberprocess instance number.

19. Select the LinkLink.

A second browser window is opened that displays the report.

Review the report. If you wish, you can also print this report by using the browser's printbutton.

ReturnReturn to the Report DetailReport Detail page.

20. Select the CloseClose button.

Return to the AdministrationAdministration page.


If you are authorized to delete a report, the SelectSelect check box will be active. This enables you toselect the report and then select the DeleteDelete button to remove the report from the list.

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


You successfully requested a report using Process Scheduler,Process Scheduler, viewed the status using ProcessProcessMonitorMonitor, and viewed the report using Report ManagerReport Manager.

End of Procedure.


Closing Periods and YearsClosing Periods and Years


Processing Year-End Close - 3cProcessing Year-End Close - 3c

Purpose:Purpose: Use this document as a reference for how to Process Year-End Close in ctcLink.Audience:Audience: Finance Staff

Processing Year-End CloseProcessing Year-End Close

Navigation:Navigation: Main MenuMain Menu General LedgerGeneral Ledger Close LedgersClose Ledgers RequestRequestLedger CloseLedger Close

1. Under the Find an Existing ValueFind an Existing Value tab, click the SearchSearch button and choose the appropriateRun Control IDRun Control ID.

2. Or enter the appropriate Run Control IDRun Control ID under the Add a New ValueAdd a New Value tab, then click the AddAddbutton.


3. Enter the Process FrequencyProcess Frequency in the Process FrequencyProcess Frequency group box on the Ledger CloseLedger CloseRequestRequest page.

4. Use the Close Request TypeClose Request Type field to specify whether you are running a CloseClose or UndoUndoprocess.

5. Enter the appropriate information into the Business Unit for PromptingBusiness Unit for Prompting field.6. Select the Closing GroupClosing Group by using the Look Up tool.7. Enter the year to be closed into the Fiscal YearFiscal Year field.8. Use the Check only, Do not processCheck only, Do not process option to perform validation checking during the close.

The system will not calculate retained earnings or balance forward amounts. Click the CheckCheckonly, Do not process optiononly, Do not process option.

9. Enter the appropriate information into the Ledger GroupLedger Group field.10. Enter the specific ledger process into the LedgerLedger field.11. Click the As of DateAs of Date option in the Closing Date OptionClosing Date Option box to specify the date for the closing

process.12. Use the SpecifySpecify field to enter the closing As of Date for the closing process. Enter desired

information into the Specify field.13. Once the Closing GroupClosing Group (6) information has been entered, the Rules to ExecuteRules to Execute link appears.

Click the Rules to ExecuteRules to Execute link.


14. The Closing Rules to ExecuteClosing Rules to Execute page appears. Here you can select or deselect individualclosing rules within the closing process group (in sequence only) to include or exclude whenrunning the closing process. Click the OKOK button.

15. Use the SelectionsSelections area to select the Business Units to CloseBusiness Units to Close. You can specify selectedbusiness units or you can use trees to identify which business units you want to close. If youselect the Selected Detail ValuesSelected Detail Values option, you can enter a specific business unit value, orvalues, in the Business Unit to CloseBusiness Unit to Close area. If you select the Detail-Selected ParentsDetail-Selected Parents option,you can enter a Tree SetIDTree SetID, a TreeTree and a parent node LevelLevel of units to process for closing.


16. Enter the appropriate information into the Select ValueSelect Value field under the Business Units toBusiness Units toCloseClose section.


18. Use the Process Scheduler RequestProcess Scheduler Request page to enter or update parameters, such as servername and process output format. You must select a Server Name to identify the server onwhich the process will run. If you use the same Run Control ID for subsequent processes,the server name that you last used will default in this field. Click the OKOK button.

19. Notice the Process InstanceProcess Instance number appears. This number helps you identify the processyou have run when you check the status. Click the Process MonitorProcess Monitor link.


20. Use the Process ListProcess List page to view the status of submitted process requests.21. The Run StatusRun Status may be Queued, Initiated or Processing. Click the RefreshRefresh button until the

Run StatusRun Status reads SuccessSuccess.22. Once the Run Status field shows Success, you know that the closing check was successful

and you can return to the Request Ledger Close page. Click the Go back to Request LedgerGo back to Request LedgerCloseClose link.

23. Since the check only process was successful, the year-end close needs to process now.Deselect the check box. Click the Check only, Do not processCheck only, Do not process option.

24. Click the RunRun button, then the OkOk button on the Process Scheduler RequestProcess Scheduler Request page.25. Click the Process MonitorProcess Monitor link.


26. The Run StatusRun Status may be Queued, Initiated or Processing. Click the RefreshRefresh button until theRun Status reads SuccessSuccess. Once the status is Success, the year-end close process has beensuccessful.


Specify Close Rules for Year-End CloseSpecify Close Rules for Year-End Close

PurposePurpose: Use this document as a reference for how to specify closing rules for Year-EndClose in ctcLink.AudienceAudience: Finance Staff

Specifying Closing Rules for Year-End CloseSpecifying Closing Rules for Year-End Close

Navigation:Navigation: Main Menu > General Ledger > Close Ledgers > ClosingMain Menu > General Ledger > Close Ledgers > ClosingRulesRules

1. Click the Add a New ValueAdd a New Value tab.2. Enter the appropriate information into the SetIDSetID field.3. Enter ‘MANUYE’ into the Closing RuleClosing Rule field.4. Choose the Year-EndYear-End option from the Closing TypeClosing Type list item.5. Click the AddAdd button.

6. Use the Closing OptionsClosing Options page to define the closing scope and other closing options.7. Use the Effective DateEffective Date field to specify the date from which the closing rule is valid. The

current system date is the default value but can be changed if needed. Enter the appropriateinformation into the Effective DateEffective Date field.


8. Use the StatusStatus field to specify the status as ActiveActive or InactiveInactive.9. Use the DescriptionDescription field to briefly describe the closing rule that will appear on pages and

reports. Enter appropriate information into the DescriptionDescription field.10. Use the Ledger TemplateLedger Template field to enter the ledger template associated with the ledger to be

closed. This template determines the ChartFields that are listed in the selection fields for theclosing rule. Only the ChartFields defined for the selected ledger template can be included inthe closing rules.

11. Use the ChartField to specify the Account ChartField required for year-end closing. For year-closing, all P/L accounts must be closed to retained earnings. All P/L accounts will close tothe account specified here unless overridden on the Net Income/Retained EarningsNet Income/Retained Earnings page.When you select a ledger group on the Close Request page, the ledger group must beassociated with the ledger template that you enter here.

12. Choose the AccountAccount option under the ChartFieldChartField drop down list.13. Use the ChartField ValueChartField Value field to enter the retained earnings account value that will be used

as a default. Enter appropriate information into the ChartField ValueChartField Value field.14. Click the (+)(+) Add a RowAdd a Row button.15. Choose DepartmentDepartment from the ChartFieldChartField list.16. Use the Retain CFVRetain CFV option to have the system retain the ChartField value from the ledger.

The Retain CFV option is not allowed if the ChartField is Account. If this check box is selected,then the ChartField Value field must be blank. If the check box is deselected, then you mustspecify a specific value for the ChartField. Click the Retain CFVRetain CFV option.

17. Click the Year End Closing OptionsYear End Closing Options link to access the year end close options. The link isavailable only for year-end closings.

18. Use the Year End Close OptionsYear End Close Options page to select year end close processing options.


34. Click the Journal OptionsJournal Options tab. Use the Journal OptionsJournal Options page to define journal options forsystem-generated journals created during the close.

35. Enter the appropriate information in to the Journal ID MaskJournal ID Mask field. Use the Journal ID MaskJournal ID Maskfield to enter a prefix for naming closing journals. *Note*Note - Journals are identified by a10-character alphanumeric ID. The system automatically appends the prefix that you specifyhere to the journal IDs. Alternatively, the value NEXT causes the system to assign the nextavailable journal ID number automatically, without including the mask. (This option makes itmore difficult to identify the closing journals.) Reserve a unique mask value for closing toensure that no other process creates identical journal IDs.

36. Enter the appropriate information into the SourceSource field. Use the Source field to identify theoriginating responsibility for the journal entries being created.

37. If you use the Document Sequencing feature, use the Closing Doc TypeClosing Doc Type field to select apredefined closing document type for the closing journals. Enter the appropriateinformation into the Closing Doc TypeClosing Doc Type field.

38. Use the OpenBal Doc TypeOpenBal Doc Type field to select a predefined Open Balance Document Type foryour journals. Enter appropriate information into the OpenBal Doc TypeOpenBal Doc Type field.

39. Select the Create Journal EntriesCreate Journal Entries option to create journal entries for year-end closetransactions.

40. The Roll Forward OptionsRoll Forward Options tab. The Roll Forward OptionsRoll Forward Options page enables you to indicatewhether or not to roll forward none, some, or all of your profit and loss accounts and zerobalances. Normally, only balance sheet accounts are rolled forward.


41. Select the Do Not Roll Forward Zero BalDo Not Roll Forward Zero Bal option to prevent the system from creating balance-forward amounts (period 0) for accounts with a zero ending balance. Normally, only balancesheet accounts are rolled forward, and their balance forward amounts stored in period 0.Use the P/L to Roll Forward to Next YrP/L to Roll Forward to Next Yr field to determine how P/L will be rolled forward.Options are:

a. Do Not Roll Forward:Do Not Roll Forward: Do not roll forward any amounts from prior year accounts with theBalance ForwardBalance Forward field on the Account TypeAccount Type page set to the value “Not Carry Forward”.b. Partial RollForward 1 Year:Partial RollForward 1 Year: For selected ChartFields Value Sets, closing rolls forward theamounts from the first period through 998 of the year being closed to period 0 of the newyear.c. Partial RollForwrd Cumulative:Partial RollForwrd Cumulative: For selected ChartField Value Sets, closing rolls forwardamounts from periods 0, and periods 1 through 998 of the year being closed to period 0 ofthe new year.d. Roll Forward All 1 Year:Roll Forward All 1 Year: Closing rolls forward all accounts with the Balance ForwardBalance Forward fieldequal to “Not Carry Forward” balances from period 1 through 998 for the year being closedto period 0 of the new year.e. Roll Forward All Cumulative:Roll Forward All Cumulative: Closing rolls forward all accounts with the Balance ForwardBalance Forwardfield equal to “Not Carry Forward” balances for period 0, and 1 through 998 for the yearbeing closed to period 0 of the new year.

42. If you elect to roll forward in the P/L to Roll Forward to Next Yr field, use the ChartField ValueChartField ValueSetSet field to select the P/L accounts that you want to roll forward.

43. Click the Add Row (+)Add Row (+) button and select additional ChartField value sets to roll forward morethan one ChartField value set.


19. You can perform year end close on either the Account ChartFieldAccount ChartField or the Alternate AccountAlternate AccountChartFieldChartField. In addition, you can define a year end closing rule on the Alternate AccountAlternate Account only.In this case, no Account ChartField is required for retained earnings, P/L ChartField valuesets, or roll-forward ChartField value sets. Closing populates the Account ChartField with the


default values for the particular Alternate Account ChartField. However, you can enter anAccount ChartField to accompany the Alternate Account ChartField if you want.

20. To perform a year end close by Alternate Account ChartFieldAlternate Account ChartField only, select ALTACCTALTACCT in theClose byClose by field. In the close sequence, you typically perform a currency translation from thelocal ledger to a reporting ledger. You then close and report the local ledger by AlternateAccount ChartField. You can then close and report the translated reporting ledger by theAccount ChartField.

21. Select the Set Default Retained EarningsSet Default Retained Earnings option to use the default retained earnings that youdefine on the Closing Options page. If not selected, you must use the Net Income/RetainedNet Income/RetainedEarningsEarnings page to define all accounts to be closed. If you do not select this option, no defaultretained earnings account exists for P/L accounts that may have inadvertently been omittedon the Net Income/Retained EarningsNet Income/Retained Earnings page. When you use the balance sheet indicatoroption at the installation level, this option is set to Off, and it is display-only.

22. Select the Create Jrnl by RE GroupJrnl by RE Group option to have year-end close create separate journals foreach P/L ChartField value set group and retained earnings pair; that is, one journal for oneChartField value group number. For example, to have a separate journal for eachdepartment, you might enter DEPTID in the ChartField value set criteria, as well as in theretained earnings ChartFields on the Net Income/Retained EarningsNet Income/Retained Earnings page and then selectthis option.

23. Select the Close the G/L Open PeriodsClose the G/L Open Periods option to close all open general ledger periods for thebusiness-unit-and-ledger-group combination and year being closed. This prevents anyadditional journals from being entered for the year that is being closed.

24. Select the Close Adjustment PeriodsClose Adjustment Periods option to close all open adjustment periods for thebusiness-unit-and-ledger-group combination and year being closed.

25. Select the Store P/L Reversal EntriesStore P/L Reversal Entries option to store P/L offsets in period 999 (where theclosing entries for all accounts are stored). If you select this option, the system inserts ledgerrows for the entries made to period 999 to close revenue and expense accounts. You canaccess these amounts using the General Ledger inquiry pages. If this option is not selected,offsets are not stored in period 999. If you select period 999 for reports, the ledger will beout of balance.

26. Select the Initialize DR/CR with Net BalInitialize DR/CR with Net Bal option to begin the year with net balances of debitsand credits, instead of carrying forward separate balances for debits and credits. This optionis available only if you have enabled separate debits/credits (DR/CR) on the database. Whenseparate DR/CR is enabled, the period 999 entries for profit and loss accounts offset notonly the net ending balances, but also the debit and credit ending balances. This optionenables you to begin the year with net balances of debits/credits, instead of carryingforward separate balances for debits and credits. If selected, the debit or credit balances areinitialized with the net period zero balance. If the net balance is positive, this amount isplaced in the DR column for period 0; if the net balance is negative, this amount is placed inthe CR column for period 0. If not selected, the system moves the ending debit balance andending credit balance forward to become the beginning balances of the following year. TheDR column in period 0 is the sum of DR through the previous year. The CR column in period0 is the sum of CR through the previous year.

27. Select the Close DR/CR with Net BalanceClose DR/CR with Net Balance option if you are using the separate debit/creditmodification and want to net the separated debit and credit amounts during year endclosing for the equity profit and loss accounts before posting a single net amount to period999.


28. Click the OKOK button.29. Click the Net Income/Retained EarningsNet Income/Retained Earnings tab. Use the Net Income/Retained EarningsNet Income/Retained Earnings page to

identify the profit and loss (P/L) ChartField value sets, and the retained earnings ChartFieldsfor the closing.

30. Select the Close To Multiple Ret EarningsClose To Multiple Ret Earnings option to close to multiple retained earningsaccounts. This option is required when the Book CodeBook Code option, the Balance SheeBalance Sheet option, orthe Off-Balance SheetOff-Balance Sheet option is selected at installation. If deselected (year-end closings only),the system uses the default account for retained earnings defined on the Closing OptionsClosing Optionspage. All P/L accounts will close to the default retained earnings account.

31. Enter the appropriate information into the ChartField Value SetChartField Value Set field.32. Click the Update/NewUpdate/New link to access the Setup ChartField Value SetsSetup ChartField Value Sets page, where you can

create or update a ChartField value set to use as P/L ChartField value set.33. Enter the appropriate information into the ChartFieldChartField and ChartFieldChartField Value fields in the

Retained EarningsRetained Earnings section.
