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General ledger: CheckList
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Section
Step
ProcessDescriptionNavigationQuick Reference Guide or Notes
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Initial Setup1Set up General ledger optionsThe initial set up is for the college and describes their overall approval process for whether a journal will need approval or not. This is done by the Project Team at the time of set up.
Navigation: Set Up Financials/Supply chain > Business Unit Related > General Ledger > General Ledger Definition. (tab Approval Options)Done by Project Team at the time of set up
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Initial Setup2Setting up Overall User PreferenceEstablishes a general user preference - note, your security person does this.Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences (use the Overall Preference under General Preference).Generally set up by the Project Team or College IT security https://ctclinkreferencecenter.ctclink.us/m/79739/l/978562-9-2-setting-overall-user-preference
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Initial Setup3Setting General Ledger User PreferenceThis establishes user's general ledger preferences at the individual level. Note: your security person does this.Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preference ( Use the Overall Preference AND the General Ledger under Product Preference)https://ctclinkreferencecenter.ctclink.us/m/79739/l/978563-9-2-setting-general-ledger-user-preferences
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Entering a manual journal4entering a manual journalA manual journal is different than a subsystem journal (also called a system generated journal). A subsystem journal is created from the journal generate process (jgen) mostly at night. This subsystem journal reflects all the accounting data from the subsystem that needs to go to the General ledger. A manual journal is a manual entry to the general ledger - sometimes to adjust the general ledger. NOTE: by doing an edit through a manual journal you are NOT affecting the subsystem - thus, depending on your entry, you can affect the reconciliation of the General ledger to the Subsystems. Most corrections start in the submodule and not directly in the general ledger.Navigation: General Ledger > Journals > Journal Entry > Create/Update Journalhttps://ctclinkreferencecenter.ctclink.us/m/79739/l/928858-9-2-creating-and-posting-a-manual-journal-entry
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Submitting a Journal for Approval5Submitting a Journal for ApprovalNot all colleges are set up to require approvals for journals. This step is only necessary if your college opted to have approvals for journals. Submitting a journal is done on the second tab of the journal page called "lines" (see QRG for other ways). Under the "process" pulldown select "submit journal". This journal will be in the General Ledger workcenter for anyone in your college with the role ZZ_GL_ApprovalsNavigation: General Ledger > Journals > Journal Entry > Create/Update Journal (on tab "line" in process pull down)https://ctclinkreferencecenter.ctclink.us/m/79739/l/1069877-9-2-approving-journals
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Posting a journal6Posting a manual journal or Mark Journal for postingAfter a journal is approved (if necessary) then a journal can be posted one of two ways. The first is to manually post while having the journal open per qrg "Posting a Manual Journal". And the next is to go to "mark journals for post" per the qrg "Posting Journals". A third way, not listed here - is through the General ledger workcenter.Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries (tab "lines" post the journal if access is set up). Or navigate to Navigation: General Ledger > Journals > Process Journals > Mark Journals for Postinghttps://ctclinkreferencecenter.ctclink.us/m/79739/l/1096414-9-2-posting-a-manual-journal-entry or https://ctclinkreferencecenter.ctclink.us/m/79739/l/928866-9-2-posting-journals
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