Chartfields and Combo Edits...39 Viewing ChartField Definitions...40 SBCTC COA Design (1/15/2016)...43 ChartField Value Sets...44

Transcription

1 GENERAL LEDGER

2 Table of Contents Using the GL WorkCenter Building Summary Ledgers 03b...28 Monthly Mass Closing of Sub-modules and Monthly Closing of Sub-Modules and Chartfields and Combo Edits...39 Viewing ChartField Definitions...40 SBCTC COA Design (1/15/2016)...43 ChartField Value Sets...44 Journals...46 Creating and Posting a Manual Journal Entry...47 Copying a Journal...53 Creating and Reviewing a Journal Entry Reversal...62 Importing a Journal Spreadsheet...70 Uploading a Journal Spreadsheet as a Text File...80 Editing a Journal...88 Viewing Journal Entry Errors...93 Saving Journal Search Results...96 Posting Journals 03a...99 Generating Subsystem Journals Unposting Journals Creating a Standard Journal Entry - 3a Viewing Journal Entry Status Reporting Running and Retrieving Reports in Finance Ledger Inquiry Journal Inquiry Closing Periods and Years Specify Close Rules for Year-End Close Processing Year-End Close - 3c...169

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4 Using the GL WorkCenter - 03 Purpose: This QRG will review the four areas of the GL WorkCenter using ctclink. Audience: Finance Staff The WorkCenter is a role-based central navigational component that is designed to help users of the application organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with the most common tasks and links that are applicable to most users. A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task 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 improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties. The WorkCenter is composed of the following pagelets. Each pagelet is discussed in this Quick Reference Guide. The pagelets are: My Work pagelet - Access to your most commonly-performed tasks, including exceptions and alerts for items requiring your attention. Links pagelet - Access your most commonly-used pages. This pagelet is similar to the Favorites menu, but more user-friendly. Queries pagelet - Access Query Manager, public queries, private queries, and pivot grids. Reports and Processes pagelet - Access reports and processes that you use most often. Navigation: > GL WorkCenter Page 4

5 Using the My Work Pagelet The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day 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 will open a Work area pagelet where actions can be taken, such as approving a journal or editing a journal to correct errors, etc. Users cannot add links to the My Works pagelet, only modify the display options. Page 5

6 Personalizing the My Works Pagelet 1. To personalize the My Work pagelet, select the pagelet Settings button. 2. Click the Personalize link. The Group Labels within the My Work Groups are pre-defined as Approvals and Current Work. These alerts include items that require further processing, such as journals pending approval or incomplete journals. Only your system administrator can modify how many groups appear on the My Work pagelet and the group labels. Users can make these personalizations: Change Display Order field, if needed. Use the Show 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 administrator if you experience slow response time. Use the Show Link option to display or hide a link. If there are links on your My Work pagelet that you never use, then you can deselect the Show Link option. The link will no longer appear on your pagelet. Page 6

7 You can select a starting page to appear in your transaction area whenever you access your WorkCenter by selecting the Starting Page check box for that page. For example, you may want to see the journals that are pending your approval when you first access your WorkCenter. 3. Click the Save button. The system instructs you to refresh (or reload) the pagelet to see your changes. 4. Click the OK button. 5. Click the Close button in the top right corner of the page. Page 7

8 6. Click the Reload button. Use the My Work pagelet Personalization page to structure your My Work pagelet as you want to see it. Notice that your changes have been made to the My Work pagelet. Re-access the GL WorkCenter to verify your starting page change was applied. Page 8

9 7. Click the GL WorkCenter link. Before you can use the links, you must define the filter values for each link. Filters still needing values are indicated by the red text and ** at the end. Editing Filters is explained below. You have successfully personalized the My 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 Filters link to open the Edit Filters pagelet in the Work Area. Page 9

10 2. Click on the Edit Filter icon to open the Configure Filter Values pagelet. 3. Enter values for the desired filters. You do not need values in every field, but you do need to enter 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. Page 10

11 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 can use '=' or 'In' with the Business Unit field to allow you to include results from multiple Business Units (limited by your security). Other fields, such as Fiscal Year, only allow you to use '='. Still others allow many operators. The complete list of operators is shown below. 4. After entering the values in one or more Filters, click on the Refresh icon in the My Work pagelet to update the Links. You have successfully Edited a My Work Filter. End of Procedure. Page 11

12 Using My Work Links - Journal Approval Once you have defined filter values and refreshed the WorkCenter, links that have items to work will become active. Active links will be blue-colored (and show the count, if desired). Links with 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 of Journals Pending My Approval. Only users who are Journal Approvers will see the Journals Pending My Approval link. Page 12

13 The Journals Pending My Approval pagelet will include all journals in a user's queue, and there are buttons to perform the various Approval options - Approve, Deny, Hold, and Pushback. 2. Click the Journal ID hyperlink that will drill down to the GL Journal Approval component user can review the Approval Map. There is also a section at the bottom of this page to review the journal lines to assist in the approval decision. Page 13

14 If you are the first Approver for a Journal, the Pushback button is inactive (there are no previous approvers to push the journal back to). You should Deny the journal instead. The page also includes a link that open the journal in a modal window. This modal Page 14

15 window contains the Journal Entry component, with all the same tabs and functionality as if you had navigated through the menu to > Journals > Journal Entry > Create/Update Journal Entries. 3. After reviewing the journal in the modal window, simply close it to return to the Approval Map pagelet in the Work Area to take the relevant Approval action using the buttons on the bottom of the pagelet. You have successfully Approved a Journal using the My 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, or Related Actions that a user can perform on the items returned by the link. For example, the Journals With Edit Errors: Page 15

16 Clicking the Errors link in the status column will display all the same error information as the Errors tab in the Journal Entry component at the bottom of the page for the chosen journal. Page 16

17 Click on the Journal ID link to open the journal in a modal window where you can make corrections to the lines in error and re-edit the journal. When finished, close the modal window to 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 more journals by checking the box in front of the Unit field, then perform an action from the Actions list and clicking the GO button. Different My Work links will have different Related Actions. Page 17

18 You have successfully Reviewed Journals With Edit Errors using the My Work Filter. End of Procedure. Customizing the Links Pagelet Next, customize the Links pagelet of the GL WorkCenter which can include additional links to components that you commonly access such as Tree Manager, Process Monitor, Open Period Updates, and Spreadsheet Journal Import. A System Administrator will configure the list of default links that are available for this pagelet and can enable an end user to personalize their display options, as well as define group labels and links and add their own groups and links. Minimize the My Work pagelet so you can get a better view of the Links pagelet. 1. Click the pagelet Settings button. 2. Click the Minimize link. Access the personalization options for the Links pagelet. Page 18

19 3. Click the Links pagelet Settings button. 4. Click the Personalize link. Use the Links pagelet Personalization page to structure your Links pagelet as you want to see it. The Group Label field displays as a non-editable field. This means that your system administrator created the group label and you are not allowed to change it. The Display Order field is an open field. This means that you can change the order in which the two groups are displayed. 5. Click the Last link located to the right of the Link Groups header. You are going to add some personal links so you can quickly access the Process Monitor and the ctclink Reference Center. 6. Click the Add a new row button. 7. Click in the Group Label field. Enter the desired information into the Group Label field. 8. Click in the Display Order field. Enter the desired information into the Display Order field. Use the Start Group Collapsed option if desired. When you select this option, the group appears collapsed when you initially access the WorkCenter. 9. Click the Define link. Page 19

20 Use the Define Link page to determine the link type and link label. Use the Link Type drop down list box to select the type of link. Options include: Menu Item and URL. Use the Menu Item to add PeopleSoft menu items. Use the Select Menu Item link to access the PeopleSoft menu structure. 10. Click the Select Menu Item link. 11. Click the PeopleTools folder icon. 12. Click the Process Schedluler folder icon. 13. Click the Process Monitor button to return to the Define Link window. Page 20

21 14. You can accept the default label for the link or you can select the Override Label check box. This selection enables you to enter a new label in the Label field. Page 21

22 15. Click the OK button. You will now see you have added the new Link. Give it a Display Order of 10. Leaving some gaps in the Display Order makes it easier to add other links later. 16. Click the Add New Row icon ("+") to add another link. Use the Define Link page to determine the link type and link label. Use the Link Type drop down list box to select the type of link. Choose URL. Enter or copy/paste the URL ID for the ctclink Reference Center (it's ) Enter "ctclink Reference Center" for the Label. Page 22

23 17. Click the OK button. You will now see you have added the new URL link. Give it a Display Order of 20. Always click the checkbox to Open in New Window for URLs. They most likely will not display properly if you don't. (It is not checked by default.) 18. Click the Save button. 19. Close the Personalization Window by clicking on the X in the top right corner of the screen. Refresh the GL Work Center. Page 23

24 20. You have successfully personalized the Links pagelet. 21. End of Procedure. Queries Pagelet Now use the WorkCenter to run queries and personalize the Queries pagelet. 1. Click the Reports/Queries link. 2. Click the Queries pagelet Settings button. 3. Click the Personalize link. Use the Queries pagelet Personalization page to structure you Queries pagelet as you want to see it. Page 24

25 Your system administrator has added one group label for you. You may want to add your own group label for queries and pivot grids that you frequently use. 4. Click the Add a new row button. 5. Enter the desired information into the Group Label field. 6. Click in the Display Order field and enter the desired information into the Display Order field. Use the Owner column to determine if the owner is Public or Private. If adding a link to a public query, then select Public Owner. If adding a link to a private query, then select Private Owner. Use the Type field to designate the link as a Pivot Grid or a Query. You want to select a Query. Use the Query Name field to select the query. 7. Click in the Query Name field. (If you know the name of your query so you can type it in the field directly. If you cannot remember the query name, you can click the prompt and select from the list. 8. Enter the desired information into the Query Name field. The Query Name and Description fields are populated by the system. 9. Click the Override Title/Description button. (Change the description field if you want). 10. Click the Save button. 11. Click the OK button. 12. Click the Close button. Note that the group label and links may not appear. 13. Click the Reload button. Page 25

26 Now, the queries that you added appear on the Queries pagelet. The system takes you directly to the query page, if you have the proper security role. You have successfully personalized the Queries pagelet. End of Procedure. Reports/Processes Pagelet If you run reports and processes often, you will want to personalize the Reports/ Processes pagelet of the WorkCenter. 1. Click the Reports/Queries tab. Minimize the Queries pagelet. 2. Click the Reports/Processes pagelet Settings button. 3. Click the Personalize link to access the personalization page for Reports/Processes. Use the Reports/Processes pagelet Personalization page to structure your Reports/Processes pagelet to meet your needs. The instructions are the same as you used for personalizing the Links pagelet. One advantage of adding links on the Reports and Processes pagelet, as opposed to the Links pagelet, is that you can supply the applicable Run Control ID to the process. Page 26

27 When you click on the process or report, the named Run Control will automatically load. Page 27

28 Building Summary Ledgers 03b Purpose: Use this document as a referencefor building summary ledgers in ctclink. Audience: Financial Staff After completing ledger entries, you can build summary ledger balances according to the definition of the summary ledger and the requested parameters. Navigation: Main Menu > > Summary Ledger > Build Summary Ledger Building Summary Ledgers 1. Enter an existing Run Control ID or click the Add a New Value tab on the Build Summary Ledger page to add a new value. 1. Enter a meaningful Run Control ID for the summary ledger in the Run Control ID field. Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies 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 process runs in the background, the system does not prompt you for additional values. 2. Click the Add button. 2. Use the Build 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 Description field. 2. Select the Always radio button for the processing frequency. 3. Use the From Ledger field to select or enter the beginning summary ledger of the range of ledgers that you want to process. Page 28

29 4. Use the To Ledger field to select or enter the ending summary ledger in the range of ledgers that you want to process. 5. Enter the appropriate fiscal year into the Fiscal Year field. 6. Choose one of the following three options for the accounting period type: Balance Forward option after each annual close to prepare for the next year's processing. Year-End Adjustment option to summarize year-end adjustments. Period option to supply the range of periods that you want to summarize. 7. Click the Run button. 3. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. 1. Use the Server Name drop-down button to select the appropriate processing server for the request. 2. Click the OK button. Page 29

30 Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. 3. Click the Process Monitor link. 4. Use the Process List page to view the status of the submitted process requests. Note: The process has finished successfully when the Run Status column indicates Success. 5. Once the Run Status reaches Success, click the Go back to Build Summary Ledger button. Page 30

31 6. Click the Report Manager link. 7. Click the Administration tab. 8. Click the report Description link to access the Build Summary Ledger Report Detail log. Page 31

32 9. Click the Build Summary Ledger Report file name to launch the report results. 10. Verify that the Summary Ledger(s) were processed. Page 32

33 Monthly Mass Closing of Sub-modules and - 03 Purpose: Use this document as a reference for how to close the sub-modules and the at month end. Audience: Financial Staff NOTE: This QRG is about closing modules as a group, but they may also be closed individually. There are certain modules that must be closed first. (Addressed at the end of this QRG). Mass Month End Closing of Sub-modules and Navigation: Main Menu. Setup Financial/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Periods Mass Update 1. Enter GL in the PeopleSoft Product field in the Selection Criteria. Note, you can choose one module at a time and change each module individually, but if you choose GL you can update all the modules at one time. 2. Choose the calendar 01 this represents the monthly calendar. 3. Enter appropriate unit number. 4. Select Ledger Group or % for all 5. In the Update Selected Rows you are choosing the year and the periods you want OPEN. Note, you are not CLOSING months you are telling the system what months to leave open. 6. Enter from year, from period, to year, and to period if you are closing regular months you will not be selecting Def Adj Year or Def Adj Period. 7. In the open periods section select All Ledger groups. 8. Select Apply. 9. You are now choosing the modules you want to update with this open period. In the section Migrate Selected to Subsystems, identify the sub-modules to adjust with the mass update to open period. (In our example we chose AP. In most cases if you are doing Mass Update you will be choosing more or all). 10. Select Migrate. 11. Select Save. 12. Notice in the Open Period(s) section the column First Open has changed. This represents the OPEN date. Anything before this will be closed. Page 33

34 13. Look at the Last 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 and close module. If modules are to be closed one at a time it may be more appropriate to use the Open Period 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 Open Periods in the page above or navigate to Main Menu> Set up Financials/Supply Chain > Business Unit Related> > Open Periods> Opened Period Display. Enter the module you wish to review, and the appropriate Business Unit and Ledger Group Actuals. 16. Select Search. If you leave the field PeopleSoft Product blank it will bring back a search criteria for all modules. Page 34

35 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 Order Part of your closing will be a business decision of the college. However, the following should be considered. Billing 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 other modules. Expense should be closed before AP because EX flows to AP. AP should be closed before Assets because AP can flow to Assets. Because ALL modules flow to the, should be closed the next day after the modules are closed. Your processes might look like Billing AR Expense AP Assets PC Page 35

36 Monthly Closing of Sub-Modules and General Ledger - 03 Purpose: Use this document as a reference for how to close the sub-modules and the at month end. NOTE: The modules may be closed as a group, but this QRG is only showing individual sub- module closing. Audience: Financial Staff NOTE: There are certain modules that must be closed first. This is a college business decision that will be discussed at the end of this QRG. Month End Closing of Sub-Modules and Navigation: Main Menu > Set up Financial/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Period Update 1. Enter the appropriate information in the PeopleSoft Product pull down (note, if you leave it blank you will see all modules.) 2. Enter appropriate Business Unit. (Note, if you leave the Business Unit blank it will pull all business units you have access to.) 3. Enter Actuals for the Ledger Group. 4. Select Search. Page 36

37 5. The result will be a list of the modules. (If you entered the PeopleSoft Product (module) it would 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 AM. 9. Notice that the actual page says Open Period Update. When closing a month you are actually setting PS for the months that need to be OPEN; you are not actually closing 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 February and before. 10. Change the date in the "from year" and the "from period" to the appropriate period that should be OPEN. Page 37

38 11. Select Save. 12. You will go through each of the modules and set the open periods. Closing Modules in Order Part of your closing order will be a business decision of the college. However, the following should be considered. Billing 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 other modules. Expense should be closed before AP because EX flows to AP. AP should be closed before Assets because AP can flow to Assets. Because ALL modules flow to the, should be closed the next day after the submodules are closed. Your processes might look like Billing AR Expense AP Assets PC General ledger Page 38

39 Chartfields and Combo Edits Page 39

40 Viewing ChartField Definitions Purpose: Use this document as a reference for how to view ChartField definitions in ctclink. Audience: Finance Staff Viewing Chartfield Definitions Navigation: Main Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values 1. Use the ChartField Values page to select the ChartField and corresponding values that you want to view or modify. 2. Click the Account menu. 3. Enter appropriate information into the ID field on the Account page. 4. Click the Search button. 5. The Account page enables you to add, view and enter the details of individual Account values. 6. Use the Effective 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 Status field to define the ChartField as Active or Inactive. 8. Use the VAT Account Flag field to indicate the relation to VAT process for the account. Page 40

41 9. Click the ChartField Values menu to navigate to a different ChartField. 10. Click the Department menu. 11. Enter the appropriate information into the Department field. 12. Click the Search or Add button. 13. The Department page enables you to add, view and modify Department ChartField values. Page 41

42 14. Use the Effective Date field to enter the date on which this ChartField value is valid. Using a date in the distant past ensures that the value will be available for any record requiring this ChartField value. 15. Use the Status field to define the ChartField value as Active or Inactive. 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 worker compensation. 17. Select the Budgetary Only check box if the department value is to be used for budgetary purposes only. The department value then became unavailable for recording actual transaction entries. 18. Process complete. Page 42

43 SBCTC COA Design (1/15/2016) Page 43

44 ChartField Value Sets Purpose: Use this document as a reference for how to create ChartField Value Sets in ctclink. Audience: Finance Staff ChartField Value Sets Navigation: Main Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > ChartField Value Sets > Setup ChartField Value Sets 1. Click on the Find an Existing Value tab on the Chartfield Value Sets page. 2. Enter the appropriate information or use the Look Up icon in the SetID field. 3. Click the Search button. 4. Choose the appropriate ChartField Value Set from the search results. 5. Enter the appropriate date into the Effective Date field. 6. Choose the appropriate type of Ledger Template from the dropdown menu. 7. Enter the appropriate description for the chartfield value set in the Description field. 8. Enter any additional information in the Comments field. 9. Choose either Active or Inactive status from the Status dropdown menu. Page 44

45 10. Choose the appropriate field name from the Field Name dropdown menu. 11. Choose the appropriate details from the How Specified dropdown menu. 12. Enter the appropriate information or use the Look Up icon in the Select 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 Save button. Page 45

46 Journals Page 46

47 Creating and Posting a Manual Journal Entry Purpose: Use this document as a reference for creating and posting manual journal entries in ctclink. Audience: Financial Staff Navigation: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries Creating a Manual Journal Entry 1. Enter existing search criteria or click the Add a New Value tab on the Create/Update Journal Entries page to add a new value. 1. If it did not automatically populate, enter or select the business unit in the Business Unit field. 2. Click the Add button. 2. The Header page displays journal header information that uniquely identifies a journal, such as 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 Description field, i.e. Advertising Accrual. 2. Enter or select 'ACTUALS' in the Ledger Group field. 3. Enter ONL in the Source field. This is the code used for manual journal entries. 4. Select the Save Journal Incomplete Status checkbox option. 5. If the journal entry is an accrual, then click the Reversal: Do Not Generate Reversal link to navigate to the Journal Entry Reversal page. Page 47

48 Setting Up a Reversal 3. Use the Journal 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 be edited. 1. Select the End of Next Period radio button. 2. Click the OK button. Page 48

49 Note: After selecting a reversal option, it is reflected in the Reversal link on the Header page. 4. If supporting documentation is required for the journal entry, then click the Attachments link to navigate to the Journal Entry Attachments page where you can attach a file with supporting documentation. For example, you might want to attach a spreadsheet with the details on how the accrual entry was derived. The number in the parenthesis denotes how many documents you have attached. 5. When the Header page is complete, click the Lines tab. Entering Line Items 6. Use the Lines page to record the transaction lines that comprise the journal. Use the Lines page to record the transaction lines that comprise the journal. Note: SBCTC requires the presence of a Business Unit (*Unit), Account, Fund, Dept, Class, and State Purpose for every transaction, including journal entry. Additionally, grant and project related journal entries require a Project Bus Unit, Project Number, Activity, and Analysis Type. During processing of the journal entry, the system will use this information to check for valid Chartfield combinations and sufficient budget. 1. Enter or select the appropriate account in the Account field. 2. Enter or select the appropriate operating unit in the Oper Unit field. 3. Enter or select the appropriate fund in the Fund field. 4. Enter or select the appropriate department in the Dept field. 5. Enter or select the appropriate class in the Class field. 6. Enter the journal entry amount in the Amount field. 7. Enter or select the correct state purpose in the State Purpose field. 8. Click the Insert Lines button to add the off-setting item using the Copy Down ID functionality. Page 49

50 Note: All values just entered will be copied to the new line, with the exception of the Account and Amount. The Amount will be the amount needed to auto-balance the journal. As you change the Amount and add more lines, the Amount will automatically adjust to the amount necessary to balance the journal. You will need to provide an Account for each new line. 9. Enter or select the appropriate account for the second line item in the Account field. Note: The journal entry is balanced when the value in the Total Debits column is equal to the value in the Total Credits column. When you have a balanced journal, you may begin processing the journal directly from this page. 10. Click the Save button. 11. Click the OK 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 to complete. The "T" (incomplete) status flag only prevents the journal from being processed by batch processing. The journal can still be edited, budget checked, and submitted for approval using the online options from the *Process list. Page 50

51 Processing the Journal Entry Online 7. Use the Lines page to process the journal. Begin by verifying that the *Process box reads "Edit Journal" and clicking the Process button. Note: The Journal Status and Budget Status change to V (Valid) after the journal is edited. You can only submit a journal for approval that is valid for both statuses. Note: When you run the Edit Journal process, either on manual or system generated GL journal, the budget check is automatically run to validate the journal against a budget based on the type of account. Page 51

52 Note: Journal entries which require approval cannot be posted until approved through the ctclink workflow approval process. Approval requirements vary by college district. 8. Use the *Process drop-down list button to make a new selection. 9. Click the Submit Journal list item. 10. Click the Process button. Note: The Journal Status is now awaiting approval and posting. Page 52

53 Copying a Journal Purpose: Use this document as a reference for copying a journal in ctclink. Audience: Financial Staff Copying a Journal - Batch Method Create one or more new journal entries by copying existing journals using the batch copy menu. Navigation: Main Menu > > Journals > Journal Entry > Copy Journals 1. Enter an existing Run Control ID or click the Add a New Value tab on the Copy Journals page to add a new value. 1. Enter a meaningful Run Control ID for the new journal entry in the Run Control ID field. Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies 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 process runs in the background, the system does not prompt you for additional values. 2. Click the Add button. 3. Use the Copy Journals Request page to specify the parameters for running the copy journal process: 1. Use the Process Frequency drop-down button to select the processing frequency. SBCTC will use Always. 2. The Unit field may default, or you can enter or select one. 3. Enter or select the journal entry to copy in the Journal ID field. Available journals are filtered by the Unit selected. Page 53

54 Note: The journal entry must be in Status V (Valid) or P (Posted) to use for the copy journal process. 4. Enter an appropriate date for the journal entry being created in the New Date field. 5. Click the Run button. 6. Use the Copy Journals Request page to enter or update parameters, such as server name and process output format. Click the OK button. The process will be initiated and the Process Scheduler Request window will close. Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. Page 54

55 7. Click the Process Monitor link. Note: The process has finished successfully when the Run Status column indicates Success. 8. Click the Go back to Copy Journals link. Page 55

56 IMPORTANT: The New Journal ID field now contains the number of the new journal entry that was just created during the copy process. You may want to write this number down. Reviewing the new Journal Entry Next, review the copied journal. Navigation: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries 9. Use the Find an Existing Value tab on the Create/Update Journal Entries search page. If it did not automatically populate, enter or select the business unit into the Business Unit field. Enter the journal ID (the one recorded in Step 3-d above) in the Journal ID field. Click the Search button. 10. Use the Journal Entry -Header page to review the new journal that was created from the Journal Copy process. Update the Long Description field, if necessary. Click the Lines tab. Page 56

57 11. Use the Lines page to modify the new journal as needed. You can modify values for various journal entry fields, such as Amount and the ChartField values. You can also insert or delete rows. 1. Click the Save button when finished. 12. Verify the *Process field reads "Edit Journal" and click the Process button. Page 57

58 Note: The Journal Status and Budget Status should change to V after the journal is edited, where V stands for Valid. You can only post a journal that has both valid statuses. 13. Journal entries which require approval cannot be posted until approved through the ctclink workflow approval process. Approval requirements vary by college district. 14. Use the Process drop-down list button to select "Submit Journal". 15. Click the Process button to submit the journal for approval. Page 58

59 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 > > Journals > Journal Entry > Create/Update Journal Entries 1. Use the Find an Existing Value tab on the Create/Update Journal Entries search page. If it did not automatically populate, enter or select the business unit into the Business Unit field. Enter the journal ID in the Journal ID field. Click the Search button. 2. Go to the Lines tab. 3. Select Copy Journal in the *Process box. 4. Click the Process button. Page 59

60 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. Page 60

61 The Lines page now displays the lines of the newly created journal. Follow the steps above to Edit and Submit the journal for approval. Page 61

62 Creating and Reviewing a Journal Entry Reversal Purpose: To review journal entry reversals using ctclink. Audience: Finance Staff. Reversals are created when you post the source journal and are marked valid and ready to post. 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 of conflict with planned reversal journals that have not yet been posted. Potential duplicates are identified at journal creation with a message, providing the opportunity to update the journal and prevent process failure. This applies to online journal entry as well as for journals that are imported through the flat file and spreadsheet (online and batch) processes. Creating and Reviewing a Journal Entry Reversal Navigation: > Journals > Journal Entry > Create/Update Journal Entries After following navigation instructions, you will end up on the Create/Update Journal Entries page. 1. Use the Add a New Value tab to add a new journal entry. The Business Unit field may already contain data. You can edit this field to enter the business unit to which you want to post a journal entry. 2. Select the Add button. Page 62

63 3. Enter the desired information into the Long Description field. 4. Use the Ledger 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 Source field. Enter the desired information into the Source field. Please note this is a required field. 6. Select the Reversal: Do Not Generate Reversal link. Page 63

64 Use the Reversal: link to specify the reversal options of an automatically-generated reversal entry. Here are the options along with a brief summary of what each means. The Do Not Generate Reversal option assumes no automatic reversal of this entry. This is the default. Use the Beginning of Next Period option to create a reversing entry dated the first business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the Definition - Definition page to determine 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 Period option is the option that was selected when creating this original journal entry. This option creates a reversal entry dated the last business day of the next accounting period. It uses the holiday list ID that you assigned to the business unit on the Definition - Definition page to determine the last business day. If the business unit is not assigned a holiday list ID, the reversal entry is dated 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 the next fiscal year. Use the Next Day option to create a reversal entry dated the next business day. It uses the holiday list ID that you assigned to the business unit on the Page 64

65 Definition - Definition page to determine the next business day. If the business unit is not assigned a holiday list ID, the reversal entry is dated the next day. Use the Adjustment Period option to create a reversal entry to the adjustment period that you select. When you select this option, enter the adjustment period and reversal date. Enter these values in the corresponding Adjustment Period and Reversal Date fields. The system uses the reversal date to populate the journal date and fiscal year of the reversing entry. If you enter a date on a nonworking day and there is a holiday list ID assigned to the business unit, you'll receive an error message. The system does not reset the reversal date, and you must reenter a date that is a working day. Use the On Date Specified By User option to select any date in the calendar. When you select this option, you must also enter the reversal date. If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you'll receive an error message. The system will not reset the reversal date; you must reenter a date that is a working day. If the ledger group supports average daily balance reporting, you must select the method that is used to populate the ADB date of the reversal entry. Use the Same as Journal Reversal option to create a reversal entry with the same ADB date as the one selected in the Reversal group box, so that the journal date and ADB date of the reversal entry are the same. Use the On Date Specified by User option to select any date in the calendar. When you select this option, you must also enter a value in the ADB Reversal Date field. If you enter a date on a nonworking day, and there is a holiday list ID assigned to the business unit, you receive an error message. The system does not reset the ADB reversal date for you; you must reenter a date that is a working day. If you specify an ADB reversal date that is on or before the ADB date, you will receive an error message. 7. Select the Reversal: End of Next Period button. 8. Select the OK button. This returns you to the Headers Tab. 9. Select the Lines tab. You will now enter information into the following fields: 1. Account 2. Operating Unit 3. Fund 4. Department 5. Class 6. State Purpose 7. Amount 10. Select the Lines to Add box and add a 1, then Select the plus sign + to insert a new row. The journal line copy down feature populates the new row with data from previous line. Page 65

66 11. Enter the reversal Account. The Amount will automatically be entered with the amount needed to balance the journal. 12. Select Save. 13. Select the Process button to initiate the Journal Edit process. 14. Select the OK button. Page 66

67 Notice that the Journal Status and Budget Status fields change to V after the journal is edited, where V stands for Valid. 15. Select the Process list. 16. Select the Submit Journal list item. 17. Select the Process button to enter the journal into Workflow Approval. 18. Select the Approval 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. Page 67

68 You have successfully created a Reversal Journal. Access the reversal entry that was created by the original journal that you just reviewed (the Journal Header Status of the reversal entry = Valid and has the same Journal ID as the original journal). We now need to return to the Journal search page to locate the reversal Journal. Navigate back to the Create/Update Journal Entries Menu. You should be able to see your navigation at the top of whatever page you are on. Select the Create/Update Journal Entries Menu. Otherwise, initiate the navigation process to get back to the Create/Update Journal Entries Menu: Navigation: > Journals > Journal Entry > Create/Update Journal Entries Review the entry that was posted earlier, Creating and Posting a Journal Entry and the reversal entry. 1. Select the Find an Existing Value tab. 2. Select the Clear button. 3. Enter the Business Unit. 4. Enter the Journal ID created earlier into the Journal ID field. 5. Select the Journal with the Valid Journal Header Status. When you access the reversal journal, you receive a message that the reversal entry cannot be modified, deleted, or edited. 6. Select the OK button. The Reversal Entry displays a reversal option of Reversal: Created by Reversal Process on the Header page. Review the journal lines of the reversal journal. 7. Select the Lines tab. Page 68

69 The reversal journal entry lines are, by definition, generated with the opposite signs of the originating journal lines. The reversal journal Journal Date corresponds with the option from the original journal Reversal: End of Next Period. You have successfully reviewed an automatically-generated reversal entry. End of Procedure. Page 69

70 Importing a Journal Spreadsheet Purpose: Use this document as a reference for utilizing the Spreadsheet Import tool to create and import Audience: Financial Staff a multi-line journal spreadsheet in ctclink. Use the Spreadsheet Journal process to streamline the journal import and simplify journal data entry using Microsoft Excel. Spreadsheet Journal Import uses a front-end interface that provides you with an easy-to-follow menu for entering data, specifying defaults, and importing journals. After you have created your spreadsheet, the Spreadsheet Journal utility uses one of the two import 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 one or more files through the browser, and then initiate the Spreadsheet Journal Batch Import process to process the import. Prerequisites: The Spreadsheet Import Tool files, JRNL1.xlsm, JRNLMCRO.xlam, and GLLOG.xlt,have been pre-configured and are located at. Both files must be saved to the same folder on your computer. Utilizing Journal Spreadsheets 1. To utilize the Journal Upload process the following files must be present on your workstation: 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: Use the JRNL1.xls or the JRNL1.xlsm file to enter your journals, depending upon which version of Excel you are using. You must set up Microsoft Excel to accept macros, by navigating to File > Options > Trust Center > Trust Center Settings > Macro Settings and selecting either Disable all macros with notification, or Enable all macros. Page 70

71 2. Open the JRNL1 Excel file. 1. If prompted, choose to Enable Macros. 2. The control buttons on the Control 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 General group box enables you to define options and defaults for this workbook and to enter any notes or calculations concerning imports. 1. Setup Click to set up access to the Define Options and Defaults dialog box. Use to set journal header defaults, message logging options, document sequencing options, online import controls, and so on. You can also access the ChartField Configuration dialog box from here. 2. Notes Click to access a scratch pad in the workbook. Use the scratch pad for instructions, calculations, notes, and so on. 4. The Journal Sheets group box enables you to insert a new journal sheet; or edit, delete, or copy an existing journal sheet. 1. New 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. Edit Click to edit one journal sheet in the workbook. 3. Delete Click to delete one or more journal sheets in the workbook. 4. Copy Click to copy one journal sheet to a new journal sheet saved under a new name. 5. The Import Journals group box enables you to import one or more of the journal sheets and save journal sheets to a file. 1. Import Now Click to initiate online import of one or more journal sheets. The system imports only journals that are marked as import. 2. Write 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. Page 71

72 Setting Up Journal Spreadsheets Before you start entering journals, you must specify the options, defaults, and settings for the journal sheets in your workbook. From the Spreadsheet Journal Import control page, click the Setup button to display the Define Options and Defaults dialog box. 6. Establish the following Header Defaults: 1. Business Unit - enter your Business unit 2. Date - enter a default Journal date. The date can be overridden on the headers on the individual sheets. 3. Ledger Group - enter 'ACTUALS' 4. Source - enter 'EXT' 5. User ID enter your user ID for the journal header. 6. Do not check Enable Multibook or AutoGen Lines 4. Choose from one of the two Message Options radio button: Log Error Messages Only: The system logs import messages to JRNLLOG.xls only when errors occur. Log Successful and Error Messages: The system logs all import messages to JRNLLOG.xls regardless of the import process being successful. Note: If you would also like to show import messages online, select the Display Messages Online checkbox. Otherwise, errors go only to the message log JRNLLOG.xls. 5. Do not select the Enable Document Sequencing checkbox or enter a Default Document Type. 6. Complete the following fields for Online 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 Status to Do Not Import : The system changes import status of journals that are imported successfully. This prevents reimport of the journals when you attempt to import them a second time. Keep Import Status as Import : Select this if you do not want the system to change import 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 already existing journals. The option is intended to prevent duplicate journals when a user is unaware that a journal has already been processed. This option is the default and is only applicable for online import using the Import Now functionality. 7. A message is logged providing details of any journals skipped because they already exist in the system. Page 72

73 8. If the option is not selected, online load updates already existing journals with valid journal data. Note: When NEXT is used for the journal ID it is not possible to check if a journal already 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 Now functionality. 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 all journals in the next journal sheet if all the journals in the next journal sheet are valid. 7. Configuration button Use the ChartField Configuration page to access a ChartField Configuration dialog box, in which you can include, exclude, or rearrange columns, as well as alter field labels and column formats for a worksheet. 1. Setup the Column 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 Configuration Column page enables you to select a column and control its appearance. Page 73

74 Note: The configuration dialog box prevents you from deleting or modifying certain system required fields. 2. Specify details on the Field Format tab: Use the Field Format dialog box to control the content and format of the columns on your spreadsheet. Page 74

75 Field Name You must use a valid database field name from the Journal tables. If you misspell a field name or enter an invalid field name, you will not receive an error message until you attempt to import the journal sheet. Label Enter the column label for the spreadsheet journal workbook. Format Specify the cell format. Apply You must click to save this format for the journal sheet. 3. Return to the Spreadsheet Journal Import control page by clicking the X in the upper right corner of the Chartfield Configuration, then the Home icon on the sheet.. Creating a New Journal Spreadsheet 8. Click the New button on the Spreadsheet Journal Import control page to access the New Journal Header page. 1. Enter an appropriate name for the journal entry spreadsheet you want to create in the Journal Sheet Name field. 2. Click the OK button. Page 75

76 Journal Import sheet functions. 1. Upload the selected journal to PeopleSoft. 2. Return to the Home 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. Page 76

77 9. Click the + button in the Journal Header section to select the spreadsheet header for the spreadsheet journal you want to create. 1. Verify the header information is correct. Update the Journal ID, if not using 'NEXT'. Entered the desired Journal Date. Enter a Description for the journal. Select the Reversal option. Click OK. 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 another spreadsheet. 11. Delete multiple lines. 12. Check decimal point precision. Page 77

78 10. Click the + in the Journal Lines section to add the first line to the spreadsheet journal. 11. Populate the journal line data using the Tab key or arrow keys to advance from one cell to the next. 1. Continue click the + in the Journal Lines section to add one additional line to the spreadsheet journal, or click the "+..." to add multiple lines. Use the checkboxes above the field names to choose which fields to copy down to the new row(s). 2. Use the Check button to verify the Amount fields that you have entered contain the proper number of decimal points before you import the journal. The default number of decimal points is Click the Save button in Excel to save the spreadsheet. 4. Click the Home button to return to the Spreadsheet Journal Import control page. Importing a Journal Spreadsheet 12. Click the Import Now button on the Spreadsheet Journal Import control page to access the Import Journals Now dialog box. 1. Select the spreadsheet file for upload in the Select Sheet field. 2. Enter your password in the Password field. 3. Click the OK button to import the journal. Page 78

79 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 the error. Correct the sheet data and re-import. Page 79

80 Uploading a Journal Spreadsheet as a Text File Purpose: Use this document as a reference for how to upload a journal spreadsheet as a text file in ctclink. Audience: Financial Staff Occasionally, you will find a need to convert your journal spreadsheet into a text file for manual upload into ctclink. When the journal has a large number of lines, it is advisable to use this method to load your journal to avoid system time-out issues. Prerequisite: You should have already created and saved your journal spreadsheet using the Spreadsheet Import Tool as described in Quick Reference Guide Importing a Journal Spreadsheet. This process begins with the Spreadsheet Import Tool and your journal already created and saved. Saving the Spreadsheet as a txt File 1. Before you can import a journal flat file, you must take your journal spreadsheet that was created using the Spreadsheet Import Tool, edit it, change the import status and save it. From the Spreadsheet Journal Import Control page (JRNL1.xlsm file), click the Edit button. 2. On the Edit Journal Sheet page, select your journal and click the OK button. Page 80

81 3. The spreadsheet journal opens. Click the Change Import Status button 4. Select the Import radio button and then click the OK button. 5. Click the Save button in Excel to save the spreadsheet. 6. Click the Home button to return to the Spreadsheet Journal Import control page. 7. From the Spreadsheet Journal Import Control page, click the Write File button. Page 81

82 8. Use the Write Journals to File page to select the Excel file to write to a text file for external upload to ctclink: 1. Select the appropriate journal in the Select Sheet field. 2. In the File 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 the name 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). 3. Click the OK button. Importing Spreadsheet Text Files Navigation: Main Menu > > Journals > Import Journals > Spreadsheet Journals 9. Enter an existing Run Control ID or click the Add a New Value tab on the Spreadsheet Journal Import page to add a new value. 1. Enter a meaningful Run Control ID in the Run Control ID field. Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that you are running. The Run Control ID defines parameters Page 82

83 that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values. 2. Click the Add button. 10. In the Process 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 Add button, navigate to the text file located on your computer and upload in order to attach. Once this step is complete, the Attached File name appears on the Spreadsheet Journal Import Request page. If you are re-using a run control, you will have to delete the current file before you can add a new file. 3. Click the Run button. Page 83

84 11. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. 1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: You can leave the Server Name field blank. 2. Click the OK button. Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. 12. Click the Process Monitor link. 13. Use the Process List page to view the status of submitted process requests. Note: The process has finished successfully when the Run Status column indicates Success and the Distribution Status is Posted. Page 84

85 14. Click the Details link for the GL_EXCL_JRNL process name. 15. Click the Message Log link. Verify that the process completed and that the journal imported successfully. Finally, you should navigate to the Create/Update Journal Entries page to view your journals. Page 85

86 Navigate: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries Importing Spreadsheet Text Files 16. Use the Find an existing Value tab on the Create/Update Journal Entries page to locate your newly posted journal. 1. If it did not automatically populate, enter or select the business unit in the Business Unit field. 2. Clear the Journal Header Status field. 3. Enter EXT in the Source field. 4. Clear the Entered by field. 5. Click the Search button. 17. Scroll down to locate your journal and then click on the Journal ID link to open. 18. Click the OK button to acknowledge the message. 19. Review the Header tab and then click the Lines tab. Page 86

87 20. Follow the steps as outlined in QRG Creating and Posting a Manual Journal Entry to edit and submit the journal for approval. Page 87

88 Editing 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 the editing 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 number of journal entries through the batch edit process. To edit journals through the batch process, you enter a process request. The Journal Edit process ensures that ChartField values are valid, ChartField combinations are valid, debits equal credits, and journal entries are balanced for Business Unit, Fund, and Operating Unit. In this QRG, you edit journals using the Journal Edit Request page, which checks journals using your selected criteria for errors to ensure that they are valid before you post them. Editing a Journal Navigation: Main Menu > > Journals > Process Journals > Edit Journals The Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID allows important parameters to be available for a process when the process runs, which ensures that when a process runs in the background, it does not prompt the user for additional values. All parameters are stored within the system and associated with Run Control IDs and User IDs. 1. Select the Add a New Value tab. 2. Enter a valid value in the Run Control ID field. 3. Select Add. Page 88

89 This now takes you to the Edit Journals Request page. This page is used to edit groups of journals based on criteria you provide. You can also use this page to mark journals for posting. The system displays the default values for the Business Unit, Ledger Group, and Source fields. The edit process is also selected. You can enter a range of Journal IDs or leave blank. The edit process will edit all journals that are valid and ready to be edited. The Journal Date To/From fields can be used separately from the Journal ID fields and only 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 in conjunction 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 Frequency box, check Always. (You want this request to be processed each time editing is initiated). 5. Enter a valid value in the Description field. 6. Enter a valid value in the Journal Date From field. 7. Enter a valid value in the To Journal Date field. 8. Select Run. NOTE: As you can see by the screenshot below, there are additional checkboxes for you to select based on your needs/criteria. Page 89

90 You are now on the Process Scheduler Request screen. Use this page to enter, update, or view parameters, such as server name and process output format. 9. Select the Server Name drop down menu and choose appropriate server name. 10. In the Process List box, check the boxes for PS/GL Jrnl Edit and Error Rpt option. 11. Select OK. NOTE: You can select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that you last used will appear by default in this field. Page 90

91 A Process Instance number appears. This number helps you identify the process you have run when you check its status. 12. Select Process Monitor link. Page 91

92 You will now see the Process List page. This page enables you to view the status of submitted process requests. Make a note of your Process Instance number for ease of retrieval when running numerous jobs. 13. The process is finished when the Run Status equals Success. It will begin in a "Queued" status; continue to select the Refresh button until the Run Status is updated to Success. 14. You can also select the Process Name or the Details link to view message logs of the process. You will see the Process Instance number referenced here as well. 15. From the Process Detail page, select OK to return to the Process List page. 16. Select the Go back to Edit Journals to return to the Edit Journals Request page. You have successfully Edited a Journal Entry. Page 92

93 Viewing Journal Entry Errors Purpose: Use this document as a reference to view journal entry errors in ctclink. Audience: Accounting Staff. When you run the journal edit process, journal information is checked and errors are found. A summary of these errors in the journal is then available for viewing. In this QRG, you will view these journal entry errors and the nature of those errors on the Journal Header and Journal Lines pages. Part of your daily routine may be to post journals at the end of the day. However, before you post these journals, you must first check for errors and correct them. This process identifies those errors and provides information on where the error is, enable further troubleshooting to correct them. Viewing Journal Entry Errors Navigation: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries 1. Select the Find an Existing Value tab. 2. Select the Clear button. 3. Select the Business Unit field. Enter the desired information into the Business Unit field. 4. Select the Journal Header Status list. Select the Journal Has Errors option. 5. Select the Search button. Page 93

94 The results of your Search will be listed below the Create/Update Journal Entries screen. 6. Select a row in any field to access the Header page. (If there is only one journal in error, the search takes you directly to the header page of the journal in error.) 7. Select the Errors tab. Use the Errors page to view the Header and Line error messages and determine the nature of those errors. The line errors on this page show the fields in error, as well as message sets that contain the error message, message number, and message text. Header errors are displayed in the Header Error grid. Click on a number in the Line # column to navigate to the Journal Line page line entries in error. Page 94

95 You have successfully viewed Journal Entry Errors. Page 95

96 Saving Journal Search Results Purpose: Use this document to save journal search results in ctclink. Audience: Finance Staff. Saving Journal Search Results Navigation: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries 1. Select the Find 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 Unit "WA000". Select "Journal Has Errors in the Journal Header Status field. 3. To save the criteria you have entered, you can either Select the Save Search Criteria icon or select the words "Save Search Criteria". Page 96

97 4. Enter a name for the saved criteria. 5. Select the Save button. 6. To verify your search is saved, return to Create/Update Journal Entries page. You should see your saved search name in the Use Saved Search: field and the Search Results at the bottom of the page. Page 97

98 You have successfully saved a customized search results report. This will save you time and reduce 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 at any time. Page 98

99 Posting Journals 03a Purpose: Use this document as a reference for posting journals to the in ctclink. Audience: Financial Staff Perform this procedure when you are ready to post journals to the. Prerequisite: Before you post journals to the, you must mark them for posting. Marking journals for posting indicates that the journal entries should be included in any posting requests that are pending. You can exclude certain journals from posting until you review and approve them. Navigation: Main Menu > > Journals > Process Journals > Mark Journals for Posting Marking Journal Entries The Mark Journals for Posting page enables you to select the journals for subsequent posting. 1. Select or enter search criteria for the following required fields: Unit (business unit) Ledger Group Year (accounting year) Period 1. Enter additional search criteria as needed. Note: You can use a wildcard (%) in the Unit, Source, and Journal ID fields to return all values. 2. Click the Search button. Page 99

100 2. In the Select Journals to Post grid, mark the desired journals for posting. 1. Click the Post Selected Journals link. 2. Click the OK button to acknowledge the message that you are sure that you want to post this journal. Posting Journals 3. Select the Skip Open Item Reconciliation checkbox to postpone closing the open items and to skip item reconciliation until after the journal is posted. Selecting this option can save time during journal posting. Note: You can run the Open Item Reconciliation process (GLPPOITM) separately at a later time. 4. Click the Run button Page 100

101 5. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: You can leave the Server Name field blank. 6. Click the OK button. Note: A process Instance number appears. This number helps you identify the process you have run when you check its status. 7. Click the Process Monitor link. Page 101

102 8. Use the Process List page to view the status of submitted process requests.note: The process has finished successfully when the Run Status column indicates Success. Page 102

103 Generating Subsystem Journals Purpose: Use this document as a reference for generating subsystem journals in ctclink. Audience: Financial Staff Before closing the month, ensure that all subsystems have sent journals to the GL. The process for generating journals is used to create and post to the GL from the various subledgers in ctclink (Assets, Billing, Accounts Receivable, Payables, Purchasing, etc.). Doing so will keep the subledgers and GL in sync. Navigation: Main Menu > > Journals > Subsystem Journal > Generate Journals Generating Subsystem Journals 1. Enter an existing Run Control ID or click the Add a New Value tab on the Generate Journals page to add a new run control. 1. Enter a meaningful Run Control ID for the Subsystem Journals in the Run Control ID field. Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process parameters you are running. The Run Control ID defines parameters that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values. 2. Click the Add button. 2. Use the Generate Journals Request page to define options, such as journal processing options, 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 - performs the standard Journal Edit process Budget Check - performs the budget check process (only required for Payroll and Student Financials journals) Post - posts the journals that pass the Edit and Budget Check processes Page 103

104 2. Select the Always radio button in the Processing Frequency section. 3. Enter or select the appropriate SetID for the subsystem journals in the SetID field. The default is WACTC and is rarely changed. 4. Enter or select the appropriate Accounting 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 Unit for the journal. 6. Enter or select the appropriate ledger group (ACTUALS) in the Ledger Group field. 7. If a template is to be used, enter or select the appropriate template to use for the subsystem journal in the Template field. 8. Use the From 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 corresponding From Date field. 9. Use the To Date Option drop-down button to specify the date selection option. If the option selected it to Specify Date, then enter the appropriate date in the corresponding To Date field. 10. Click the Run button. 11. Use the Process Scheduler Request page to enter or update parameters such as server name and process output format. Use the Server Name drop-down button to select the appropriate processing server for the request. Select the FS_JGEN process. Note: You can leave the Server Name field blank. 12. Click the OK button Page 104

105 Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. 13. Click the Process Monitor link. 14. Use the Process List page to view the status of submitted process requests. Note: The process has finished successfully when the Run Status column indicates Success and the Distribution Status indicates Posted. Page 105

106 Next, navigate to the Journal Inquiry page to verify that the journals were created. Navigate: Main Menu > > Review Financial Information > Journals Reviewing Journals 1. Use the Find an Existing Value tab on the Journals page to locate items to review. Enter a meaningful Inquiry Name. 2. Use the Journal Inquiry page to review summary and detail journal information for a specific business unit, ledger, and period. If it did not default, enter or select the appropriate business unit in the Unit field. Enter or select the appropriate ledger in the Ledger field. Enter or select the appropriate fiscal year in the Year field. Enter or select the appropriate from period in the From Period field. Enter or select the appropriate to period in the To Period field. Enter or select the appropriate source (for example, AR, AP) in the Source field. 3. Click the Search button. Page 106

107 Note: The journal inquiry returned information according to the specified criteria. Note: In this example, the journal has not yet been edited, since the Post checkbox was not selected from the Generate Journals Request page. 4. Click the Journal ID link to view the details of the journal entry you specified. 5. Use the Journal Line region to view individual journal lines and amounts. 6. Click the Drill to Source button to view the Receivables/Payables Accounting Entry line detail, including voucher and invoice. Page 107

108 Finally, when you re ready, navigate to the Journal Entry component to view and edit the actual journal. Navigate: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries Editing/Posting the Subsystem Journals 1. Use the Find an Existing Value tab on the Create/Update Journal Entries search page to find the subsystem journal. 1. If it did not automatically populate, enter or select the business unit in the Business Unit field. 2. Enter the journal ID in the Journal ID field. 3. Enter or select the user ID of the person who entered the journal in the Entered By field. 4. Use the Journal HeaderStatus drop-down button to select the appropriate journal header status. Note: You can select the option to blank this field. 5. Click the Search button. Page 108

109 2. Use the Header page to view the unique identifying data for the subsystem journal. When finished click the Lines tab. 3. Use the Lines page to review journal details before editing and posting. Note: On this Lines page, if the Journal was not already processed and is in N journal status, you should first process it to validate it. If you have already processed the journal and the Journal Status is in V (Valid) status, then you are ready to post it. Page 109

110 4. Use the Process drop-down button to select the Post Journal option. 5. Click the Process button. Note: The Journal Status is now P (Posted Journal). Page 110

111 Unposting Journals Purpose: Use this document as a reference for how to unpost journals from the General Ledger in ctclink Audience: Financial Staff Perform this procedure when you are required to unpost a journal from the. Prerequisite: Before you can upost journals to the, you must mark them for unposting. Marking a journals for unposting indicates that the journal entries should be included in any posting request that is pending for which the journals meet the specified criteria. You can exclude certain journals from unposting until you review and approve them. Navigation: Main Menu > > Journals > Process Journals > Mark Journals for Unposting Marking a Journal for Unposting 1. Click the OK button to acknowledge the following message: 2. The Mark Journals for Unposting page enables you to select journals for subsequent unposting. Select or enter search criteria for the following required fields: Unit (business unit) Ledger Group Year (accounting year) Period 1. Enter additional search criteria as needed. Note: You can use a wildcard (%) in the Unit, Source, and Journal ID fields to return all values. 2. Click the Search button. Page 111

112 3. In the Select Journals to Unpost grid, mark the desired journals for unposting. 4. Click the Unpost Selected Journals link. 5. Click the OK button to acknowledge the message that selected journals will be unposted. When you click the Unpost Selected Journals link, then click OK in the message, the system will automatically transfer to a Post Journals Request run control pre-populated with all the necessary parameters to unpost the selected journal(s). Page 112

113 Running the Unposting Process 6. Use the Post Journals Request page to specify which journals you want to unpost based on business unit, ledger group, accounting period/fiscal year, source, journal ID, and journal date. You can run the Journal Post process for all business units. When you run the posting process, the system unposts only those journals that fit the request criteria and are marked to unpost. Note: The system populates the Process Request Parameters region based on the selections made on the Mark Journals for Unposting page. 7. Click the Run button 8. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. Use the Server Name drop-down button to select the appropriate processing server for the request. You can leave the Server Name blank if desired. 1. Click the OK button. Page 113

114 Note: A process Instance number appears. This number helps you identify the process you have run when you check its status. 10. Click the Process Monitor link. 11. Use the Process List page to view the status of submitted process requests. Note: The process has finished successfully when the Run Status column indicates Success. Page 114

115 12. In the Process List section, click the Details link for the associated process instance. 13. On the Process Details page, click on the View Log/Trace link. 14. On the View Log/Trace window, click the log name link to open link. Page 115

116 15. Verify that the journal(s) posted by scrolling to the bottom of the log file. Page 116

117 Creating a Standard Journal Entry - 3a Purpose: Use this document as a reference to creating a standard journal entry in ctclink. Audience: 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 same business unit. The first step to creating SJEs is establishing the model entry. Creating a Standard Journal Entry Model Navigation: Main Menu > > Journals > Journal Entry > Create/Update Journal Entries 1. Enter existing search criteria or click the Add a New Value tab on the Create/Update Journal Entries page to add a new value. 1. If it did not automatically populate, enter or select the business unit in the Business Unit field. 2. Enter a journal ID for the standard SJE in the Journal ID field. Note: Because you are setting up the model for the standard journal entry, you do not want to leave NEXT in this field. 3. Click the Add button. 2. The Header page displays journal header information that uniquely identifies a journal, such as business unit, journal ID, and journal date. This page also contains options for setting, adjusting and reversing entries. Page 117

118 1. Enter an appropriate description in the Long Description field, i.e. Advertising Accrual. 2. Enter or select 'ACTUALS' in the Ledger Group field. 3. Enter ONL in the Source field. This is the code used for manual journal entries. 4. Use the SJE Type drop-down button to select Model -- Do Not Post. 5. When the Header page is complete, click the Lines tab. Entering Line Items 3. Use the Lines page to record the transaction lines that comprise the journal. Note: SBCTC requires the presence of a Business Unit (*Unit), Account, Dept, Fund, Class, and State Purpose for every journal entry. Additionally, grant and project related journal entries require a Project Bus Unit, Project Number, Activity, and Analysis Type. During processing of the journal entry, the system will use this information to check against the control budget. Enter or select the appropriate account in the Account field. Enter or select the appropriate operating unit in the Oper Unit field. Enter or select the appropriate fund in the Fund field. Enter or select the appropriate department in the Dept field. Enter or select the appropriate class in the Class field. Enter the journal entry amount in the Amount field. Enter or select the appropriate state purpose in the State Purpose field Page 118

119 Click the Insert 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 Account field. Note: The journal entry is balanced when the value in the Total Debits column is equal to the value in the Total Credits column. When you have a balanced journal, you may begin processing the journal directly from this page. 5. Click the Save button. 6. Next, edit the model journal. Click the Process button. Page 119

120 7. Click the OK button to acknowledge the system message that you have created an SJE model journal. Note: The Journal Status is now M (Model). The normal journal that you use as a model should have a valid status. The system does not post Model SJEs to the general ledger, 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 > > Journals > Standard Journals > Define Standard Journals Page 120

121 Defining a Standard Journal Based on the Model 8. Enter existing search criteria or click the Add a New Value tab on the Define Standard Journal page to add a new value. Enter a meaningful journal ID for the standard journal in the StandardJournal field. Click the Add button. 9. Use the Define Standard Journals page to define the standard journal that becomes the high-level key for all journal entries generated using this definition. Enter a brief description of journal that you want to create in the Description field (this is field at the very top of the screen to the right of the SJE ID field). Enter a meaningful description of the standard journals to be created in the Description field (this is the field in the SJE Detail section of the screen). Use the SJE Type drop-down button to select the SJE type. SBCTC will only use Recurring on a Schedule. Use the Journal 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 the standard journal. Enter or select the appropriate date that the model journal was created into the Journal Date field. Use the Schedule drop-down button to select the processing frequency for the SJE. Use the From Date and the To 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 Days field to enter the number of days in advance of the journal date that you want the standard journals to be ready for creation. Click the Save button. Page 121

122 Finally, post to the using the SJE. Creating Standard Journals Postings 10. Click the Create Standard Journals menu item at the top of the screen. 11. Enter an existing Run Control ID or use the Add a New Value tab on the Create Standard Journal page to add a new value. Enter a meaningful Run Control ID for the standard journal in the Run Control ID field. Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies 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 process runs in the background, the system does not prompt you for additional values. Click the Add button. Page 122

123 12. Use the Create Standard Journals Request page to specify the parameters for running the SJE process. Use the Process Frequency drop-down button to select the processing frequency. SBCTC will use Always. Enter or select the appropriate unit in the Unit field. Use the From SJE and the To SJE fields to define the journal range of the SJE entries. Enter a brief description of the processing request in the Description field. 13. SBCTC is utilizing budget commitment controls. Select the Recalculate Budget Date checkbox to create a standard journal entry with a budget recalculation. 14. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. Use the Server Name drop-down button to select the appropriate processing server for the request. Click the OK button. Page 123

124 Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status. 15. Click the Process Monitor link. 16. Use the Process List page to view the status of submitted process requests. Note: The process has finished successfully when the Run Status column indicates Success. Edit and Post standard journals just like regular journals. See the Editing a Journal and Posting Journals QRGs. Page 124

125 Viewing Journal Entry Status Purpose: View the status of journal entries in ctclink. Audience: Finance Staff. After creating an entry for a journal, you can view the status of the journal, view header information for the journal, and view line details for the journal. In this QRG, you will view the status of a journal on two different pages, the Journal Header page and the Journal Lines page. Viewing Journal Entry Status Navigation: > Journals > Process Journals > Review Journal Status There are a number of fields available to input your criteria. For the purposes of this demonstration, we will select the business unit and journal header status as values for our search. 1. If data is already populated on this page, select the Clear button. 2. Select Business Unit field and select appropriate value from list. 3. Select Journal Header Status field. In this example, we will choose the following criteria: Select not = and select Posted to Ledger(s). 4. Select the Search button. Page 125

126 Notice at the bottom of the Review Journal Status screen that you can choose to save the search criteria. This is a useful tool to expedite repeat search criteria. Page 126

127 The Search Results will be listed below the Search Criteria section. Select a link in any row in the grid to view a journal. Use the Journal Header page to review the basic journal header information from the Journal Entry. The journal Status can be one of the following: Errors: This edited journal has errors. The system recycled the journal; you must correct the errors before you can post it. Post Incom: (posting incomplete): Posting problems occurred, such as the system crashing after creating the journal but before posting the original journal. Repost as soon as possible. SJE Model: (standard journal entry model): The system cannot post this journal because the journal posting process does not pick it up. Edit Req'd: (edit required): The system saved this unedited journal entry, but you must edit it before it can be posted. Incomplete: The journal was saved as incomplete to be completed at a later time. Unposted: The journal has been unposted and cannot be reposted. Valid: The journal has been successfully edited and is ready for posting. Deleted: If an anchor journal is posted and then unposted, the associated non-anchor journals will have a status of (U) unposted (if previous status was P) or (D) deleted (if previous status was (V) valid and not yet posted). Can't Unpst (cannot unpost): This type of journal entry is created as part of an upgrade from one education and government ctclink release to another. As such, it Page 127

128 will not be encountered in the usual day-to-day processing of journal entries. You cannot unpost an upgrade journal entry. The Budget Status appears for the control budget ledger if you use the Commitment Control option. The status can be: Error: The entry failed to pass budget checking. Not Chk'd (not checked): The Budget Processor has not processed the journal. Valid: The journal passed budget checking, and the process updated the control budget. Provisionally Valid: The journal passed budget checking, but the Budget Processor did not update the control budget. This results when the Edit/Pre-Check (Budget Check Only) option is selected. Warning: The Budget Processor issued a warning, which means that the control budget had insufficient funds. However, it passed budget checking because the Commitment Control option for the control budget is set to Tracking with Budget or Tracking without Budget on the Control Budget Definitions page. Also, the control budget may be over the budget amount but less than the tolerance amount. The Journal Line Totals group box displays the number of lines in the journal entry and the total amounts of the debits and the credits. Page 128

129 5. Select the Journal Lines tab. You can select the Template List link to access the Journal Entry Template List page, where you can select a different journal entry template if you need to see additional columns in the Journal Line Data scroll area. The Journal Line Data group box lists the journal line data, including ChartFields, amounts, and so on. Scroll to the right to see all the available columns. Near the right end is a column called N/R. An N appears if the line amount is a natural debit or credit. An R appears if the line amount is a reversed debit or credit. This should not be confused with a reversal entry, however. The N/R designation supports the separate debit and credit feature, when enabled. You have successfully viewed the status, header information, and line details for a journal. Page 129

130 Reporting Page 130

131 Running and Retrieving Reports in Finance Purpose: This QRG will describe how to run and retrieve financial reports via the Closing Trial Balances page using ctclink. Audience: Finance Staff In this QRG, you will become very familiar with the Process Scheduler. Running a report using Process Scheduler is simple. Before beginning, you must understand these basic terms used in Process Scheduler: A Process Request is a single run request, such as an SQR or Crystal report. A Run Control ID is a unique ID that associates each operator with his or her own run control table entries. A Process Instance is a unique number that identifies each process request. The system increments this value automatically and assigns it to each requested process when the process is submitted to run. Using Process Scheduler to run reports offers several advantages. This lesson focuses on running reports, not on any other types of process. Since a report is a type of process, the terms report and process are used interchangeably based on context. The advantages of Process Scheduler include: System Efficiency: Data-centric processes can run close to the database on highpowered servers. Non-data-centric processes can run anywhere. Low Administration Overhead: User accounts on servers are unnecessary; users should not need to know additional passwords to run processes. End-User Productivity: Users do not need to know the syntax for running a report or any other process. Workstations can remain available for other tasks while a process runs in the background on a server. Process Scheduler enables you to schedule a recurring report to run at specified times, such as every Friday at 6:00 p.m. You can also run processes one at a time according to your request. Process Scheduler enables you to run reports easily and efficiently, without interruption. You can run a report while you are reconciling financial data in a spreadsheet or entering personnel data into a database. You can continue your daily work routine while Process Scheduler runs your reports. Page 131

132 Upon completion of this section, you will be able to: Use Process Scheduler to run a report. Use Process Monitor to monitor a report. Use Report Manager to manage a report. Running and Retrieving Reports in Finance There are multiple methods of getting to the Process Scheduler. For this QRG, we will demonstrate using the navigation to the Closing Trial Balances page. Navigation: > Close Ledgers > Closing Trial Balances You can run this report by searching for an existing Run 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 to you and that you will remember and be able to use again. 1. Select the Add a New Value tab. 2. Enter your Run Control ID. 3. Select Add. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values. Page 132

133 Use the Closing Trial Balance page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the report is run. The parameters will vary depending on which report you are running. For example, other reports might have fields where you specify the SetID, Employee ID, or Department values before running the report. Page 133

134 For the Closing Trial Balances report, we will define the following parameters: Unit, Ledger, and Fiscal Year fields. 4. Once you have defined these parameters, scroll to right side of page and select Run. Use the Process Scheduler Request page to enter or update parameters, such as Server name and Process Output format. Here is a list of parameters and their descriptions: The Server Name can remain blank, the system can select a server for you. Or choose the appropriate Server Name from the list. As a general rule, choose the PSNT server for reports. Use the Run Date field to specify the date you want the process to run. This gives you the ability to set a report to run on a future date. Leave this field blank to run the report immediately. Use the Recurrence list to specify the recurring time intervals for a process request to run. For example, if you need to run a process every week day at 5 pm that resolves all the transactions managed by your web site, you could select the run recurrence definition of Monday-Friday at 5 pm to schedule this process to run at the appropriate time. Leave this field blank to run the report one time. Use the Run Time field to specify the time you want the process to run. This gives you the ability to set a report to run at a future time. Leave this field blank to run the report immediately. Use the Reset to Current Date/Time button to set the Run Date and Run Time to the present date and time. Page 134

135 Use the Time Zone field to select the time zone in which the process will run. For example, you might be in Eastern Standard Time (EST) and schedule a process to run in Pacific Standard Time (PST). The system is currently defined to use the PST time zone by default. The Description field helps to uniquely identify a process. You should be familiar with the processes that you run as part of your daily tasks to identify them by this description. The Process Name field displays the name of the process as it appears in the definition. The Process Type field displays the type of process, such as SQR, Crystal, and so on. Use the Type list to select the type of output you want to generate for this job. Your choices are: File: This enables you to write the output to a file that will appear in the Output Destination. Printer: You can enter a custom printer location if you have the appropriate security access. You can enter the destination information to send to a particular recipient(s). Note that is available only for SQR and PS/nVision. Web: Sends all output of the process to the report repository, including log and trace files. Window: Sends output to the monitor when finished. Use the Format list to define the output format for the report. The values are dependent upon the Process Type you have chosen. For example, the default format for Process Type SQR Report is PDF. 5. Once you have defined your parameters, select the OK button. Page 135

136 The report is now running. Notice that your report has been assigned a Process Instance number. It is a good idea to make a note of the this number for future tracking. Now that you have used Process Scheduler to run your report, use Process Monitor to monitor the status of your report. You use the Process Monitor to: Check the status of your submitted process requests. Cancel process requests that have been initiated or are currently processing. Hold process requests that are queued, and queue process requests you have put on hold. 6. Select the Process Monitor link. Page 136

137 Process Monitor supplies you with two pages, the Process List page and the Server List page. Use the Process List page to view the status of submitted report/process requests. Use the fields in the View Process Request For section to filter the display to specific process requests based on the search criteria entered in these fields. Use the User ID field to view the process requests submitted by a user ID. This field defaults to your own user ID. Leave this field blank to view all of the processes that you are authorized to view. Use the Type list to view process requests by a process type, such as Application Engine, COBOL, SQR, or Application Engine processes. Use the Last list to specify an interval of time by which to limit the process requests that appear in the list. Enter a custom numerical value in the field, and then select a unit type: Days, Hours, or Minutes. Use the Server list to view process requests that are run on a particular server. Use the Name field to view all process requests for a specific process name. Use the Instance field to display results based on the process instance number. This number is automatically generated when a process is requested. Use the Run Status list to view process requests by status, such as Completed or Error. Use the Distribution Status list to view process requests by distribution status, such as Generated, Posted, or Not Posted. Page 137

138 Once you have selected your criteria, select the Refresh button to display process requests results. You can view details about a particular process request by selecting the Details link in the Details column. This opens the Process Detail page where you can view such details as request parameters and message logs. 7. Select the Details link in the last column associated with your process instance. Most of the items on the Process Detail page are display-only; however, you can use some controls to manipulate the program run, as needed. The Process group box contains general information to help you identify the process request. This is a display-only group, showing basic descriptive information about this process. The Run group box shows specific run information, such as the run control ID and the run location. If the process runs on the server, the server name appears in the Server field and any run recurrence that you have selected appears in the Recurrence field. The Update Process group box displays the actions that can be performed on a process request. 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. Page 138

139 The Actions group box contains links to other pages that provide additional details about the process parameters. 8. Select the Parameters 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 request status. 9. Select Return. Page 139

140 You are now back at the Process Detail page. Now we will look at the Message Log screen. 10. Select the Message Log link. This page will show you the message details relating to the Process Instance number. 11. Select Return to go back to the Process Detail screen. Page 140

141 The Batch Timings link is only available for process requests with a process type of Application Engine. The Batch Timings report contains a set of statistics that system administrators can use to tune the system to gain better performance. This report relates specifically to PeopleSoft Application Engine program performance. 12. Select the View Log/Trace link to open a new browser window and view links that enable you to view the message log and trace file. The View Log/Trace link appears on the Process Monitor Detail page when at least one of the following conditions is met: The output destination for the process request is Web, and the report and log files were successfully posted to the Report Repository by the Distribution Agent. The process request has a run status of Success. 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. Return to the Process List page. Page 141

142 14. Select the OK button. The Run Status field displays the current status of the process request. Knowing the Page 142

143 run status helps you to see where the process request is in the queue or identify a problem if the process request has an error. If the Run Status is Queued it indicates that the process request has not completed running or that this page has not been refreshed lately. The report is finished running when it has a status of Success. Larger reports will take longer to obtain a status of Success. You can select the Refresh button to update the Run Status to Success if it is in Queued state. For reports that take longer to run, it is a good idea to continue other work while the process request is being run in the background. If the status is not Success, select the Refresh button to update the page. If your Run Status is in Error, select the Details link as previously outlined, to review the Actions section links to troubleshoot the issue. When the Run Status field displays Success for your process request, your report has finished running. Now that your report has finished running, you are ready to use Report Manager to view your report. 15. Select the Go back to Closing Trial Balance link. Page 143

144 Report Manager is like your own personal "inbox" of reports and process output. It provides a secured means to view report content, check the posting status of your output, and see content detail messages. 16. Select the Report Manager link. The List page displays the reports from multiple databases to which you have access. Unlike the Administration page, the List page lists reports when both of the following events 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 an entry added to the report folder table for the new report. The local message node has subscribed to the message that was sent by the Distribution Agent by adding an entry for the report in the report folder table. The Explorer page displays a hierarchical view of folders and reports. Unlike the Administration page, the Explorer page lists reports when both of the following events occur. First, 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 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 the Distribution Agent by adding an entry for the report in the report folder table. Page 144

145 The Administration page displays the report, details about the report, and enables you to delete unwanted reports from the system. New reports that have been scheduled or are in the process of being posted to the report repository are viewed only through the Administration page. Use the Archives page to view reports that have been archived. You need to go to the Administration page to view the report. 17. Select the Administration link. The reports are listed in the Report List section of the page. You can sort this list by using the fields in the View Reports For section of the page. The Closing Trial Balance Report with the Process Instance Number will be at the top of the list, and the status is Posted. In Report Manager, there are several status possibilities. Knowing what they mean will help you to understand the progress of your job without having to check the Process Monitor. When the status of your report is Posted, the Details link becomes active. Use the Details link to view your report. 18. Select the Details link. Page 145

146 If your report has run to Success, the link for the report contains the process name followed by the process instance number. 19. Select the Link. 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 print button. Return to the Report Detail page. 20. Select the Close button. Return to the Administration page. 21. Select the OK button. If you are authorized to delete a report, the Select check box will be active. This enables you to select the report and then select the Delete 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 a report in Report Manager." Page 146

147 You successfully requested a report using Process Scheduler, viewed the status using Process Monitor, and viewed the report using Report Manager. End of Procedure. Page 147

148 Ledger Inquiry Purpose: Use the Ledger Inquiry page to view detail and summary ledger information in ctclink. Audience: Finance Staff The ctclink application provides a series of inquiries that enable you to review ledger summary and detail information based on selected ChartField combinations. These inquiries use several successive views that enable you to access journal line details. The ledger inquiry also enables you to drill down across products from account balances in ctclink to specific transaction entries in other ctclink Financial and Distribution products. ctclink provides these inquiries: journal inquiry, ledger inquiry, ledger group inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries, and entry event budget and general ledger adjustment accounting inquiries. After you run an inquiry, you can specify criteria to narrow your inquiry results. In this topic, you use the Ledger Inquiry page to view detail and summary ledger information. You also use the Journal Inquiry page to view journal details and this is covered in it's own QRG (see Journal Inquiry). Ledger Inquiry Navigation: > Review Financial Information > Ledger Once you navigate to the Ledger page: 1. Select the Add a New Value tab. Enter the name information into the Inquiry Name field. Multiple Inquiries can be created and saved to quickly access frequently used inquiries. 2. Select the Add button. Page 148

149 Use the Ledger Inquiry page to specify selection criteria to view ledger detail and summary information. You can also use the ChartField Criteria grid to specify the ChartFields you want to view. Also use this grid to specify the order of the ChartFields to be viewed when the Sum By option is selected. For example, if you select the Sum By option for the Account and the Department ChartFields, Account has Order-By equal to 1 and Department has Order-By equal to 2. You also can specify adjustment periods as part of your criteria by selecting the option next to Period in the Include Adjustment Periods grid. In this example, we will use the following fields as criteria: 3. Enter the desired information in the Unit field. 4. Enter the desired information in the Ledger field. 5. Enter the desired information in the Fiscal Year field. 6. Enter the desired information in the From Period field. 7. Enter the desired information in the To Period field. If the number of data rows exceeds 100, increase the Max Ledger Rows value. Note: this may affect performance. 8. Select the Search button. Page 149

150 The Ledger Summary page displays summary balances based on the selected ledger criteria. The Ledger Amount by Currency grid summarizes, based on currency type, the transaction balances for each account in the ledger within the selected ledger period range. To make sure you are viewing all rows available, make sure to select the View All link located to the right to the Ledger Summary Header. Scroll down using the vertical scroll bar to see additional Ledger Amount By Currency sections. 9. Select the Activity link in any row to get the transaction details for that row. The Transaction Details page summarizes the ledger journal data for your selection. For example, it displays a summary of all the ledger journal amounts for a specific account ChartField value. 10. Select a Journal ID link. Page 150

151 The Journal Inquiry Details page displays the Journal Header information and Journal Lines for the journal transaction. Review the Journal Header information. You can either view All Lines for the selected Journal ID, or to view a range of journals, select the From/To option, enter line numbers in the From Line field and the To Line field, and then select the Query Journal Lines button. 11. Select the All Lines option and then choose the Query Journal Lines button to see all journal lines. The results will display below the Journal Header section. The next step will be to review the Transaction Details. 12. Select Transaction Details to open the Ledger Inquiry Transaction Details page. Page 151

152 The Transaction Details page summarizes the ledger journal data for your selection. Once you are done reviewing the information, 13. Select the Ledger Summary link. 14. Select the Ledger Detail Drill-Down ChartField Display which then opens a separate window to display the ChartFields that are pertinent to your inquiry. Page 152

153 This is the Ledger Detail Drill-Down ChartField Display page. Select/Unselect ChartField Criteria to display. Use the vertical scroll bar to scroll down to view all data. 15. Select OK once you have finished selecting your criteria. You should now be back on the Ledger Summary page: 16. Select the Detail link. Page 153

154 Select the Activity link to return to the Transaction Details page. From the Ledger Summary page: 17. Select the Detail link. 18. Select the Activity link to return to the Transaction Details page. 19. Select the Journal ID link. Page 154

155 From the Journal Inquiry Details page you can select the Drill to Source to view details about the journal from the sub-system. Page 155

156 Close Journal Drill Down window. You should now be back at the Journal Inquiry Details page. 20. Select the Ledger Summary link. 21. Select the Inquiry Criteria link. You have successfully viewed ledger detail transactions of a ledger. End of Procedure. Page 156

157 Journal Inquiry Purpose: Use the Journal Inquiry page to view detail and summary journal information in ctclink. Audience: Finance Staff The ctclink application provides a series of inquiries that enable you to review ledger summary and detail information based on selected ChartField combinations. These inquiries use several successive views that enable you to access journal line details. ctclink provides these inquiries: journal inquiry, ledger inquiry, ledger group inquiry, ledger comparisons, analytic charts, imported accounting entries inquiries, and entry event budget and general ledger adjustment accounting inquiries. After you run an inquiry, you can specify criteria to narrow your inquiry results. In this topic, you use the the Journal Inquiry page to view journal details. Journal Inquiry Navigation: > Review Financial Information > Journals Once you have successfully navigated to the Journals page, it will default to Find an Existing Value. 1. Select the Inquiry Name field. Enter the desired information into the Inquiry Name field. 2. Select the Search button. Page 157

158 Use the Journal Inquiry page to review summary and detail journal information for a specific business unit, ledger, and period. Enter required journal search criteria: 3. Complete the following fields: Unit, Ledger, Year, From Period, and To Period. Optionally you can also enter additional journal criteria to limit your search. If you use a previously saved inquiry, the search criteria that appears is based on the last time this page was saved. You can override the values to use different search criteria. 4. Select the Source field and enter the desired information into the Source field. Enter desired info (ex. AR or AP) in the Source field to return any journals that have been generated from the sub system within the specified criteria. 5. Select the Search button to display Journal IDs that are based on your criteria. Page 158

159 6. Select the Journal ID link to review Journal Header and Journal Line detail information. The Journal Inquiry Details page displays the journal header, currency, and line information for the journal ID that you selected. Review the Journal Header information. By default, the All Lines option is selected and displays all journals lines in the journal. You can enter a specific range of lines to display and select the Query Journal Lines button to display a new result set, if desired. Page 159

160 Use the Journal Criteria link to navigate back to the Journal Inquiry page, where you can enter new inquiry criteria. 7. Select the Journal Criteria link. You can enter new search criteria to start a new search. Page 160

161 Like the Ledger Inquiry, you can create and save multiple Journal Inquiries to quickly retrieve frequently viewed data sets. You have successfully viewed journal detail transactions of a ledger. End of Procedure. Page 161

162 Closing Periods and Years Page 162

163 Specify Close Rules for Year-End Close Purpose: Use this document as a reference for how to specify closing rules for Year-End Close in ctclink. Audience: Finance Staff Specifying Closing Rules for Year-End Close Navigation: Main Menu > > Close Ledgers > Closing Rules 1. Click the Add a New Value tab. 2. Enter the appropriate information into the SetID field. 3. Enter MANUYE into the Closing Rule field. 4. Choose the Year-End option from the Closing Type list item. 5. Click the Add button. 6. Use the Closing Options page to define the closing scope and other closing options. 7. Use the Effective 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 appropriate information into the Effective Date field. Page 163

164 8. Use the Status field to specify the status as Active or Inactive. 9. Use the Description field to briefly describe the closing rule that will appear on pages and reports. Enter appropriate information into the Description field. 10. Use the Ledger 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 the closing rule. Only the ChartFields defined for the selected ledger template can be included in the closing rules. 11. Use the ChartField to specify the Account ChartField required for year-end closing. For yearclosing, all P/L accounts must be closed to retained earnings. All P/L accounts will close to the account specified here unless overridden on the Net Income/Retained Earnings page. When you select a ledger group on the Close Request page, the ledger group must be associated with the ledger template that you enter here. 12. Choose the Account option under the ChartField drop down list. 13. Use the ChartField Value field to enter the retained earnings account value that will be used as a default. Enter appropriate information into the ChartField Value field. 14. Click the (+) Add a Row button. 15. Choose Department from the ChartField list. 16. Use the Retain 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 must specify a specific value for the ChartField. Click the Retain CFV option. 17. Click the Year End Closing Options link to access the year end close options. The link is available only for year-end closings. 18. Use the Year End Close Options page to select year end close processing options. Page 164

165 34. Click the Journal Options tab. Use the Journal Options page to define journal options for system-generated journals created during the close. 35. Enter the appropriate information in to the Journal ID Mask field. Use the Journal ID Mask field to enter a prefix for naming closing journals. *Note - Journals are identified by a 10-character alphanumeric ID. The system automatically appends the prefix that you specify here to the journal IDs. Alternatively, the value NEXT causes the system to assign the next available journal ID number automatically, without including the mask. (This option makes it more difficult to identify the closing journals.) Reserve a unique mask value for closing to ensure that no other process creates identical journal IDs. 36. Enter the appropriate information into the Source field. Use the Source field to identify the originating responsibility for the journal entries being created. 37. If you use the Document Sequencing feature, use the Closing Doc Type field to select a predefined closing document type for the closing journals. Enter the appropriate information into the Closing Doc Type field. 38. Use the OpenBal Doc Type field to select a predefined Open Balance Document Type for your journals. Enter appropriate information into the OpenBal Doc Type field. 39. Select the Create Journal Entries option to create journal entries for year-end close transactions. 40. The Roll Forward Options tab. The Roll Forward Options page enables you to indicate whether or not to roll forward none, some, or all of your profit and loss accounts and zero balances. Normally, only balance sheet accounts are rolled forward. Page 165

166 41. Select the Do Not Roll Forward Zero Bal option to prevent the system from creating balanceforward amounts (period 0) for accounts with a zero ending balance. Normally, only balance sheet accounts are rolled forward, and their balance forward amounts stored in period 0. Use the P/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 any amounts from prior year accounts with the Balance Forward field on the Account Type page set to the value Not Carry Forward. b. Partial RollForward 1 Year: For selected ChartFields Value Sets, closing rolls forward the amounts from the first period through 998 of the year being closed to period 0 of the new year. c. Partial RollForwrd Cumulative: For selected ChartField Value Sets, closing rolls forward amounts from periods 0, and periods 1 through 998 of the year being closed to period 0 of the new year. d. Roll Forward All 1 Year: Closing rolls forward all accounts with the Balance Forward field equal to Not Carry Forward balances from period 1 through 998 for the year being closed to period 0 of the new year. e. Roll Forward All Cumulative: Closing rolls forward all accounts with the Balance Forward field equal to Not Carry Forward balances for period 0, and 1 through 998 for the year being 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 Value Set field to select the P/L accounts that you want to roll forward. 43. Click the Add Row (+) button and select additional ChartField value sets to roll forward more than one ChartField value set. 44. Click the Save button. 19. You can perform year end close on either the Account ChartField or the Alternate Account ChartField. In addition, you can define a year end closing rule on the Alternate Account only. In this case, no Account ChartField is required for retained earnings, P/L ChartField value sets, or roll-forward ChartField value sets. Closing populates the Account ChartField with the Page 166

167 default values for the particular Alternate Account ChartField. However, you can enter an Account ChartField to accompany the Alternate Account ChartField if you want. 20. To perform a year end close by Alternate Account ChartField only, select ALTACCT in the Close by field. In the close sequence, you typically perform a currency translation from the local ledger to a reporting ledger. You then close and report the local ledger by Alternate Account ChartField. You can then close and report the translated reporting ledger by the Account ChartField. 21. Select the Set Default Retained Earnings option to use the default retained earnings that you define on the Closing Options page. If not selected, you must use the Net Income/Retained Earnings page to define all accounts to be closed. If you do not select this option, no default retained earnings account exists for P/L accounts that may have inadvertently been omitted on the Net Income/Retained Earnings page. When you use the balance sheet indicator option at the installation level, this option is set to Off, and it is display-only. 22. Select the Create Jrnl by RE Group option to have year-end close create separate journals for each P/L ChartField value set group and retained earnings pair; that is, one journal for one ChartField value group number. For example, to have a separate journal for each department, you might enter DEPTID in the ChartField value set criteria, as well as in the retained earnings ChartFields on the Net Income/Retained Earnings page and then select this option. 23. Select the Close the G/L Open Periods option to close all open general ledger periods for the business-unit-and-ledger-group combination and year being closed. This prevents any additional journals from being entered for the year that is being closed. 24. Select the Close Adjustment Periods option to close all open adjustment periods for the business-unit-and-ledger-group combination and year being closed. 25. Select the Store P/L Reversal Entries option to store P/L offsets in period 999 (where the closing entries for all accounts are stored). If you select this option, the system inserts ledger rows for the entries made to period 999 to close revenue and expense accounts. You can access these amounts using the 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 be out of balance. 26. Select the Initialize DR/CR with Net Bal option to begin the year with net balances of debits and credits, instead of carrying forward separate balances for debits and credits. This option is available only if you have enabled separate debits/credits (DR/CR) on the database. When separate DR/CR is enabled, the period 999 entries for profit and loss accounts offset not only the net ending balances, but also the debit and credit ending balances. This option enables you to begin the year with net balances of debits/credits, instead of carrying forward separate balances for debits and credits. If selected, the debit or credit balances are initialized with the net period zero balance. If the net balance is positive, this amount is placed in the DR column for period 0; if the net balance is negative, this amount is placed in the CR column for period 0. If not selected, the system moves the ending debit balance and ending credit balance forward to become the beginning balances of the following year. The DR column in period 0 is the sum of DR through the previous year. The CR column in period 0 is the sum of CR through the previous year. 27. Select the Close DR/CR with Net Balance option if you are using the separate debit/credit modification and want to net the separated debit and credit amounts during year end closing for the equity profit and loss accounts before posting a single net amount to period 999. Page 167

168 28. Click the OK button. 29. Click the Net Income/Retained Earnings tab. Use the Net Income/Retained Earnings page to identify the profit and loss (P/L) ChartField value sets, and the retained earnings ChartFields for the closing. 30. Select the Close To Multiple Ret Earnings option to close to multiple retained earnings accounts. This option is required when the Book Code option, the Balance Sheet option, or the Off-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 Options page. All P/L accounts will close to the default retained earnings account. 31. Enter the appropriate information into the ChartField Value Set field. 32. Click the Update/New link to access the Setup 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 ChartField and ChartField Value fields in the Retained Earnings section. Page 168

169 Processing Year-End Close - 3c Purpose: Use this document as a reference for how to Process Year-End Close in ctclink. Audience: Finance Staff Processing Year-End Close Navigation: Main Menu Close Ledgers Request Ledger Close 1. Under the Find an Existing Value tab, click the Search button and choose the appropriate Run Control ID. 2. Or enter the appropriate Run Control ID under the Add a New Value tab, then click the Add button. Page 169

170 3. Enter the Process Frequency in the Process Frequency group box on the Ledger Close Request page. 4. Use the Close Request Type field to specify whether you are running a Close or Undo process. 5. Enter the appropriate information into the Business Unit for Prompting field. 6. Select the Closing Group by using the Look Up tool. 7. Enter the year to be closed into the Fiscal Year field. 8. Use the Check 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 Check only, Do not process option. 9. Enter the appropriate information into the Ledger Group field. 10. Enter the specific ledger process into the Ledger field. 11. Click the As of Date option in the Closing Date Option box to specify the date for the closing process. 12. Use the Specify field to enter the closing As of Date for the closing process. Enter desired information into the Specify field. 13. Once the Closing Group (6) information has been entered, the Rules to Execute link appears. Click the Rules to Execute link. Page 170

171 14. The Closing Rules to Execute page appears. Here you can select or deselect individual closing rules within the closing process group (in sequence only) to include or exclude when running the closing process. Click the OK button. 15. Use the Selections area to select the Business Units to Close. You can specify selected business units or you can use trees to identify which business units you want to close. If you select the Selected Detail Values option, you can enter a specific business unit value, or values, in the Business Unit to Close area. If you select the Detail-Selected Parents option, you can enter a Tree SetID, a Tree and a parent node Level of units to process for closing. Page 171

172 16. Enter the appropriate information into the Select Value field under the Business Units to Close section. 17. Click the Run button. 18. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. You must select a Server Name to identify the server on which 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 OK button. 19. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. Click the Process Monitor link. Page 172

173 20. Use the Process List page to view the status of submitted process requests. 21. The Run Status may be Queued, Initiated or Processing. Click the Refresh button until the Run Status reads Success. 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 Ledger Close 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 process option. 24. Click the Run button, then the Ok button on the Process Scheduler Request page. 25. Click the Process Monitor link. Page 173

174 26. The Run Status may be Queued, Initiated or Processing. Click the Refresh button until the Run Status reads Success. Once the status is Success, the year-end close process has been successful. Page 174