Processing Journals

This chapter provides an overview of processing journal entries and discusses how to:

• Determine the status of journals.

• Request journal edits.

• Post journals.

• Unpost journals

• Correct journal errors.

• Produce journal reports.

Understanding Journal Processing

PeopleSoft Enterprise General Ledger offers several ways to process journals to ensure control and maximize efficiency without losing flexibility. You decide when and by whom journals are validated and posted. Allow one user to only enter the journal entries and allow another user to post these journal entries.

When you select and inquire or process, you often have the opportunity to specifically identify characteristics of the data that you want to use to inquire upon or process.

This selection criteria might include the following terminology:

Common Terminology

Journal Processing

Before you can post journals to General Ledger you must edit them to verify that:

• ChartField values are valid.

• Debits equal credits.

• Journal entries are flagged for posting to the target ledger.

• Interunit and intraunit balancing entries are generated.

If the Journal Edit (GL_JEDIT) process encounters any errors, General Ledger responds based on whether you indicated that you want to recycle the journals with errors, correct the errors, and then post them, or whether you indicated that you want to post the journals with invalid ChartFields or unbalanced debit and credit amounts to your suspense accounts.

There are two methods to edit and post journals:

• Select the Journal Edit and Journal Post options from the menu.

• Select Edit Journal and Post Journal during journal entry.

When you edit or post while making journal entries, the system initiates the processes on the server. When the process is complete, the system automatically updates the Journal Entry pages with the results of the edit or post.

To streamline the Journal Edit (GL_JEDIT) and Journal Post (GLPPPOST) processes, you can combine and run the processes by selecting both Edit and Post on the Journal Edit - Request page. The system posts all journals without errors that pass the Journal Edit process.

The Journal Post process:

• Posts on valid, edited journals.

• Posts each journal line in the appropriate target detail ledger.

• Changes the journal's status to posted.

Note. General Ledger does not post unbalanced journals to balanced ledgers.

After posting, the system retains the original journal entries for analysis and an audit trail. You can reverse posted journal entries with a full audit trail, and you can also unpost a journal. Unposting is a one time only event for any one journal, and there are restrictions—you cannot edit the journals.

The Review Journal Status component provides a summarized display of journal entries. Once all critical entries are processed, you can schedule closing and reporting tasks.

See Also

Defining Ledgers for a Business Unit

Specifying Journal Source Error Processing

Defining Common Journal Definitions

Journal Editing

The Edit Journals Request page enables you to specify selectively which journals to edit, based on the business unit, ledger group, journal source, system source, process partition ID, journal ID, and journal date. General Ledger edits only those journals that match your request criteria. If you leave one criterion blank, General Ledger ignores that criterion and edits journals that match the other criteria. For example, you can edit all business units by leaving the Business Unit field blank.

Note. To initiate a journal edit without going to the Edit Journals Request page, use the Edit Journal option in the Process field on the Journal Lines page.

You can combine the Journal Edit (GL_JEDIT) and Budget Checking (FS_BP) processes in a single run by selecting both Edit and Budget Check on the Edit Journals Request page. The system budget checks the journals that pass edit. You can also combine the Journal Edit (GL_JEDIT), Budget Checking (FS_BP), and Journal Post (GLPPPST2) processes in a single run by selecting Edit, Budget Check, and Post on the Edit Journals Request page. The system posts the journals that pass editing and budget checking. If you do not use the commitment control optional functionality, you can ignore the Budget Checking option.

When you run the process, you can run the Journal Edit process exclusively or you can run a Journal Edit and Error Rpt (report) multiprocess job (GLJEDERR) that runs the Journal Edit process and generates an error report.

Note. During the Journal edit process, the fiscal year of adjusting journals are updated with the fiscal year associated with the adjustment period defined on the open period update page. Make sure the adjustment periods in the open period update page are setup correctly with adjustment years. Also, when changing the fiscal year associated with the adjustment period, make sure all the relevant adjusting journals are posted before the change.

Journal Posting

You can request posting at the time you enter journal entries or at a later time.

Most journal entries generated by a company will be posted in a background process that typically occurs on a daily or weekly basis. In this case, you mark journals for posting so that all pending journals are processed together the next time you run the Journal Post (GLPPPOST) process.

When you mark a journal for posting, General Ledger verifies that there are no edit errors that would render the journal invalid for posting.

There are times, however, when an immediate request to post is warranted. Posting from the Journal Entry - Lines page provides you with that flexibility. To initiate a journal post without going to the Post Journals Request page, select Post Journal in the Process field on the Journal Lines page.

For special types of requests, such as posting groups of journals, use the Journal Post (GLPPPOST) process. Posting performs the following:

• Selects all journals that have been marked for posting and that meet the criteria specified on the posting request.

• Posts the lines of each selected journal to the ledger.

• Creates a reversal journal if so requested on the journal header.

• Changes the Status indicator for each of the journal from Valid to Posted.

• Changes the status of the sibling rows in the Open Item table to Open and subjects the rows to reconciliation if the journals contain Open Item accounts.

General Ledger then posts the individual journal lines to the target ledger. Journal Post also performs one or more of the following jobs if you select the options when you run the process:

• Reconciles Open Items for transactions related to currently posted journals.

• Updates Average Daily Balance (ADB) information.

• Updates Summary Ledgers incrementally.

• Updates ledger balances incrementally for ledgers that are loaded from external sources.

The process populates the Posting Date on the journal header using the Journal Process Date that you define for each business unit on the General Ledger Definition - Journal Options page for the post date for all journals in the batch. It can be the date at the time the Journal Post process begins or a date of your choosing. If you prefer to maintain a user-specified date for posting date, you can automatically update the date for a single business unit, a range of business units, or all business units by running the Maintain GL BU Process Date process (GLPROCESSDT).

You can also run the Post Daily Balances process (GL_ADB_POST) after you post journals from the Post Journals Request page. The Journal Post process posts daily balances to an intermediate holding table. The ADB Post process posts daily balances from the intermediate holding table to the ADB ledger (also known as the daily ledger or ADB source ledger). After it posts the daily balances to the ADB ledger, it deletes the rows in the holding table. Or you can run the Journal and ADB Post (journal and average daily balance post) multiprocess job (GLADBPST) to post the journals and update the ADB ledger with the daily balances.

Note. Journals cannot be posted or unposted to a closed period. The closed period must first be opened before any journal activity can be processed in that period. The transaction type on the Open Period Update page should be UNP.

See Also

Defining Default Journal Post Options for a Ledger

Calculating Average Balances

Setting the Process Date

Unposting Journals

You can unpost a journal only once, and you cannot edit a journal that you have unposted. If you want to post a journal that has been unposted, copy the journal to a new journal and then post the new journal. General Ledger automatically creates an unpost audit trail for you.

When you unpost a journal with related journal entries, the process automatically unposts the related journal entries too. For example, when you unpost an accrual journal entry, the accrual reversal journal entry is automatically unposted at the same time. The same is true for unposting interunit journals and suspense journals.

The original journal entry is the anchor journal entry and the journal entries that the system generates for accrued reversals, interunit entries, and for suspense journal lines are non-anchor journal entries.

Note. The unpost periods must be open for related journals when an anchor journal is unposted. If you select an anchor journal for unposting that has related journals, such as a reversal, interunit, or suspense correction journal that might fall in a closed period, make sure that both the original and related journals are associated with an open period. Unposting to closed periods can have out of balance issues causing differences in journal and ledger balances when there are related journals. In addition, if you enter a different unpost date, the date entered must not be the same as the journal date for the related journals. This can cause duplicate entries which can then cause the unpost process to fail. To assist in preventing reversal problems, a message is issued from the Mark to Unpost page warning that any unposting of an anchor journal with related journals should have appropriate periods open for both the original anchor journal as well as its related journals.

The Journal Post process (GLPPPOST) searches for anchor journals that are to be unposted. The process identifies non-anchor journal entries by looking for the following:

Reversal journals are selected by their anchor journal and can be marked for unpost based on business unit, ledger group, journal source, fiscal year and accounting period (including adjustment periods), specific journal ID (optional), ChartField criteria, journal class criteria, and journal date range (optional). Entry event lines generated with the journals are reversed (unposted) along with their associated journals.

Note. The capability to mark journals for unposting by ChartField criteria and journal class criteria is important to the processing of reversals performed by the federal government. The government requires the capability to perform reversals on transactions involving trading partners. Since Trading Partner is set up as a ChartField by the federal government, the government can easily perform these reversals using unposting. The federal government also sets up journal classes to categorize types of journals. Processing reversals by journal class using the unpost feature enables the government to process together a large number of reversals falling within a specific category.

The Journal Post process (GLPPPOST) then tries to unpost the related non-anchor journals. The process does one of the following:

• If the non-anchor journals are posted, the process unposts them with the anchor journals.

• If the non-anchor journals are not posted, the process creates the unpost journals to offset the non-anchor journals, and then the process marks both the anchor and non-anchor journals for posting and posts them. This creates an audit trail for the non-anchor journals.

Note. Journals cannot be posted or unposted to a closed period. The closed period must first be opened before any journal activity can be processed in that period. The transaction type on the Open Period Update page should be 'UNP'.

The Automatically Unpost options are selected by the system for both non-anchor interunit and non-anchor reversal journals. The system always unposts non-anchor journals entries with the anchor journal entry. You can query and display the non-anchor journals on the Mark Journal for Unposting page, but they are unposted only when you unpost the anchor journals.

General Ledger can unpost journals that contain Control Accounts in General Ledger; however, it does not automatically keep the feeder system for which the control account exists in sync. This must be done in the feeder application or in the feeder system (PeopleSoft Enterprise Payables, Receivables, Treasury, and others).

Note. Deleting a journal entry that has never been posted is a distinct process from unposting a journal entry that has been posted. Deleting an unposted journal entry is describe in the chapter Making General Ledger Journal Entries.

See Also

Deleting Journal Entries Not Yet Posted

Changing the Unpost Journal Date for Business Units

When you want the flexibility to change the unpost date for a journal entry, access the Journal Options page for the business unit and select the Allow Different Unpost Date option. This makes the Unpost Date field available on the Mark Journals for Unposting page.

The date in the Unpost Journal Date field is used as the journal date for the unposting entry. By default this is the same as the original journal date; however, if you have selected the Allow Different Unpost Date option, the field is available on the Mark Journals for Unpost page and can be changed to a new, or different date.

If there are related journals, the date entered must not be the same as the journal date for related journals, such as reversal, interunit, or suspense correction journals. This can cause duplicate entries which can then cause the unpost process to fail.

Note. For interunit journals, all business units must have the Allow Different Unpost Date option selected on the General Ledger Definition - Journal Options page if you want to change the journal unpost date. If one business unit does not have this option selected, you receive an error message.

See Also

Defining Journal Processing Options for a Business Unit

Viewing Journal Information

Journal Error Processing

Journal error processing options are available at the Business Unit, Ledger For A Unit, and Source levels. Error processing options defined at the Ledger For A Unit level override those defined at the Business Unit level; error-processing options defined at the Source level override options defined at both the Business Unit and Ledger For A Unit levels.

This diagram illustrates the override hierarchy for journal error processing:

Journal error processing override

The Suspend journal error processing option can be set for these errors:

At any level, you can select the ChartFields and ChartField values for your amount, balance, and edit suspense. The Journal Edit process creates the suspense lines with the ChartFields and ChartField values you selected.

See Also

Defining Journal Processing Options for a Business Unit

Specifying Journal Source Error Processing

Journal Error and Suspense Journal Terminology

General Ledger gives you the option to suspend unbalanced amounts and amounts from lines with edit or amount errors. The Journal Suspense Correction process makes it easy for you to identify and correct journals that have transactions posted to suspense accounts.

To understand journal suspense correction, you should be familiar with this terminology:

Suspense Journals

A suspense journal contains suspense lines generated from the Journal Edit process.

Journal processing uses a suspense status flag (SUSP_RECON_STATUS) on journal header record (JRNL_HEADER) to determine the life cycle of a suspense journal.

Warning! It is possible for a corrections journal to contain suspense lines caused by amount errors, edit errors or out of balance conditions. If the corrections journal has suspense lines, it becomes a suspense journal with the status of 1 and the suspense cycle starts again.

Determining the Status of Journals

At any time during journal processing, you can view the status of journals and the journal line details on the Review Journal Status pages.

This section discusses how to:

• View the journal header information.

• View journal line details.

Pages Used to View the Status of Journals

Viewing the Journal Header Information

Access the Review Journal Status - Journal Header page.

The top of the page displays the journal header information that you entered on the Journal Entry - Header page.

It also displays the Status for the journal, which can be one of the following:

• Error: Journal has been edited and has errors. The journal has been recycled by the system and you must correct errors before it can be posted.

• Post Incom: (posting Incomplete) Posting is incomplete because of posting problems. For example, the system might have crashed after the reversal journal is created but before the original journal is actually posted. Repost as soon as possible.

• SJE Model: (standard journal entry model) This is a valid standard journal entry model used to generate standard journal entries; this journal cannot be posted. It is not picked up by the journal posting process.

• Edit Req'd: (edit required) Journal entry has been saved but is not yet edited. You must edit the journal before it can be posted.

• Posted: The journal entry has successfully been edited and posted by the system to the ledger or ledgers. Although the journal entry is posted, there might be errors in disbursements to accounts that are temporarily posted to default balancing accounts that you must reclassify to make you intended entry complete. Check the default balancing account if you have chosen to use a default balancing account rather than the option to recycle journal entries with errors.

• Incomplete: You have chosen the option not to complete the journal entry and saved it as incomplete perhaps to be complete it at a later time.

• Unposted: You have unposted the journal entry from the ledger or ledgers where it was originally posted. Unposted journal entries cannot be reposted.

  (You can cancel journal entries that have not yet been posted.)

• Valid: The journal entry has been edited and is ready to be posted.

• Can't Unpst: (cannot unpost) This is a journal entry created as part of an upgrade from one education and government PeopleSoft release to another release and as such will not be encountered in the usual day-to-day processing of journal entries.

  An upgrade journal entry cannot be unposted.

The Journal Line Totals group box displays the number of Lines in the journal entry and the total amount of the Debits and Credits.

The Commitment Control Amount Type group box displays your settings for the control budget if you use the commitment control option.

The Amount Type can be one of the following:

Note. If Override is selected, the journals can exceed their budgeted amount. The User ID identifies the individual who enabled the override.

Viewing Journal Line Details

Access the Review Journal Status - Journal Lines page.

Journal Line Data

This group box lists the journal line data, including your template's ChartFields, the Transaction Amount DR, Transaction Amount CR, Budget Date, for Commitment Control transactions, is the date that is checked against the Commitment Control budget ledger to ensure that it falls within an open Commitment Control budget period. The Rate Type and Exchange Rate that the system used to convert amounts from the transaction currency to the base currency displays on the line. The Budget Status is displayed for the control budget ledger if you use the Commitment Control option and can be: Error The entry failed to pass budget checking. Not Chk'd(not checked) The Budget Processor has not processed the entry. Valid The entry passed budget checking and the process updated the control budget. Warning The Budget Processor issued a warning. This means the control budget did not have sufficient 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. It may also be over the budget amount, but less than the tolerance amount. The last field that displays on the journal line is N/R, which indicates: N if the line amount is a normal debit or credit. R if the line amount is a reversed debit or credit.

Requesting Journal Edits

This section discusses how to:

• Run the journal edit process.

• Check the status of edit requests.

• Correct journal edit errors.

• Find journal entry errors.

Pages Used to Perform Journal Edit

Running the Journal Edit Process

Access the Edit Journals Request page.

Edit	Select to edit the journals.
Post	Select to automatically post the journals that pass edit and budget checking (commitment control journals).
Re-Edit	Select to edit valid journals more than once. Edited journals are flagged as either having errors or as valid (edit complete). If you don’t select this check box, the system ignores valid journals.
Recalc Exchange Rates (recalculate exchange rates)	If your journals are recorded in multiple currencies, click to recalculate based on the most current exchange rate.
Mark Journal(s) to Post	Select to mark each valid journal with a posting request status. If PeopleSoft Workflow is activated, this option is not available.
Budget Check	Select to run the Commitment Control Budget Processor (FS_BP) process to check the journal against the control budget.
Autopilot Run Control	Select the check box to make the process available to the autopilot. When this check box is selected the system issues a warning if the process frequency selected is other than Always. The Re-Edit option cannot be selected for an Autopilot Run Control.

See Using Autopilot to Process Journals.

See Also

Processing Source Transactions Against Control Budgets

Enterprise PeopleTools PeopleBook, PeopleSoft Process Scheduler, “Understanding PeopleSoft Process Scheduler”

Defining User Preferences

Using Partition IDs

Checking the Status of Edit Requests

Access the Message Log page.

After you run a batch process, you may want to review any messages that were produced to ensure the process completed without errors. Use Message Log Search and Results to check the status of the current request or of past processing requests.

Correcting Journal Edit Errors

Access the Journal Entry - Lines page.

When you encounter errors during editing, General Ledger marks the journal and either recycles or suspends it. The system saves recycled journals but does not post them until you have corrected the errors. You can post entries with invalid ChartFields or unbalanced debit and credit amounts to your Suspense account. You define error-processing options at the business unit, ledger for a unit, and journal source level.

To view journal entry errors, click the X in the Errors column on the Journal Entry - Lines page to go to the Errors page.

Click the Line number for the line in error on the Journal Entry - Errors page to go directly to the Journal Entry - Lines page, where you can view one or all of the lines in error. The cursor is positioned on the line and field in error.

See Also

Viewing Journal Entry Errors

Finding Journal Entry Errors

Access the Review Journal Status - Find an Existing Value page.

Use the Review Journal Status - Find an Existing Value page to find journal entries with errors. When you enter your search criteria on the page, select Journal Has Errors in the Journal Header Status field to display a list of journal entries with errors.

Note. If you track journals by Document Sequence Number, you can enter that number on this page.

See Also

Determining the Status of Journals

Posting Journals

This section discusses how to:

• Set the process date.

• Mark journals for posting.

• Run the journal post process.

• Check the status of posting requests.

Pages Used to Post Journals

Setting the Process Date

Access the Maintain Process Date page.

The Business Unit Option group box controls for which business units the Journal Process Date is to be updated.

See Also

Defining Business Calendars

Marking Journals for Posting

Access the Mark Journals for Posting page.

The system groups journals by business Unit, Ledger Group, accounting Year, Period,Source, Journal Date From, and Journal Date To which means that you must select these values at the prompt. You can leave Journal ID blank or use a wildcard (%) value. Source must be populated but you can use % to return journals with all source values. You can also use the wildcard % for business Unit.

See Also

Viewing Journal Information

Running the Journal Post Process

Access the Post Journals Request page.

Skip Open Item Reconciliation	Select 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. You can run the Open Item Reconciliation process (GLPPOITM) separately at a later time.
Skip Summary Ledger Update	Select to postpone updating the summary ledger balances. You can run the Summary Ledger (GL_SUML ) Application Engine process at a later time. Selecting this option can save time during journal posting.

See Also

Using Open Item Accounting

Optimizing General Ledger Performance

Generating or Updating a Summary Ledger

Checking the Status of Posting Requests

Access the Message Log page.

Enables you to view the status of the posting request and details of any messages that occur during the processing.

Unposting Journals

This section discusses how to mark journals for unposting.

Page Used to Unpost Journals

Marking Journals for Unposting

Access the Mark Journals for Unposting page.

Business Unit, Year, Ledger Group, Adj. Periods (adjustment periods), Source, Period, Journal ID, Journal Date From, Journal Date To, and Journal Class	Enter the criteria that you want to apply to the journals to unpost (reverse). You can leave Journal ID blank or use a wildcard (%) value. You can also use a wildcard (%) for Business Unit or Source. This applies only to anchor journals. Non-anchor interunit journals can only be unposted (or posted) from their anchor journal.
Adjustment Periods	Select this check box and you can select the applicable adjustment period in the Period field to retrieve adjusting journal entries for unposting. Note. When you are marking journals entries for unposting, the Period field drop down menu retrieves accounting periods only, such as 1 through 12. However, when you are marking adjusting journal entries for unposting, the Period field drop down menu displays adjustment periods only, such as 901 through 912 and 998.
ChartField Search Criteria: Field Name, and ChartField Value	Enter the names and values of the ChartFields on the journals that you want to mark to unpost (reverse). Add the number of ChartFields that you want to include in the search.
Unpost Selected Journals	Click to open the Post Journals Request page where you run the Journal Post process (GLPPPOST) to unpost journals you selected.
Select Journals to Unpost	Select Process for the journals that you want to unpost. Change the Unpost Date if you want it to be different than the journal date. You can click each Journal ID to review the journal's details. If the unpost period (transaction type 'UNP') is closed for the business unit, the Process check box will be unavailable for selection.
Journal ID	To view journal details, click the individual journal ID links to access the Journal Inquiry page. Click Show All or enter from or through lines and click the Drill to Journal Lines button to view journal lines on the Journal Lines Inquiry page.

Note. The Unpost Date field can be modified only if you selected the Allow Different Unpost Date for the business unit on the Journal Options page.

See Defining Journal Processing Options for a Business Unit.

Correcting Journal Errors

This section provides an overview and discusses how to:

• Use the journal suspense correction option.

• Select a journal line display.

• Review journal ChartField errors.

• Change ChartField values.

• Change reversal information for correction journal

• View errors for suspense journal correction lines.

• Inquire on suspense cross references.

• Post and unpost suspense and correction journals.

• Unlock a journal process instance

See Also

Defining Journal Processing Options for a Business Unit

Specifying Journal Source Error Processing

Pages Used to Correct Journal Errors

Using the Journal Suspense Correction Option

Access the Journal Suspense Correction page.

Journal ID	Defaults to NEXT and generates the next available journal number when you save the journal. If you do not want to use the default, enter a unique journal ID for the correction journal.
Date	Defaults to the date of the suspense journal. Only authorized users can change the correction journal date as well as the reversal information if the suspense journal has a reversal code other than Do Not Generate Reversal.
Long Description	Defaults to Correction of Suspense Journal followed by the Journal ID of the suspense journal you're correcting. You may change this description if desired.
Template List	Click to open the Journal Line Template page that enables you to select a template that specifies which columns you want to display in the Correction Journal Lines grid.
Correct ChartField Errors	Click to open the Journal ChartField Errors page where you change the ChartField values in error.
Change ChartFields Values	Click to open the Change ChartField Values page where you can change a ChartField value globally on multiple edit correction lines.
Reversal	Click the link to open the Journal Suspense Correction Reversal page where you can change the reversal information for correction journal.

Correction Journal Lines

The Correction Journal Lines grid displays the journal lines for the suspense journal that need to be corrected. The system generates edit and amount correction lines with the ChartFields and amounts from the journal line(s) marked in error. Use these correction lines to correct ChartField and amount errors.

Note. Correction journal lines for secondary ledgers are not displayed in the grid if the suspense journal is created with the KLS (Keep Ledgers in Sync) option selected.

When you first open the Journal Suspense Correction page, one or more amount correction lines are at the top of the scroll area, followed by one or more balance correction lines and edit correction lines. No references exist in the suspense journal for the balance correction lines.

Ref Ln # (reference line number) displays the line number that contains an amount error or an edit error in the suspense journal. The reference line number is always blank for the balance correction lines.

Click the Errors link for any line to open the Journal Suspense Correction - Errors page that shows the error log for the line.

When you save your work, the system creates a correction journal that contains the new correction lines. The system also generates the reversing suspense lines for the suspense journal. You won't see these lines in the grid.

Important! When you create a correction journal, you must determine whether the lines are correct or incorrect. If necessary, you can make further changes to the corrected journal before you run the Journal Edit process (Application Engine process GL_JEDIT) and the Journal Post process (GLPPPOST). But, you must make these changes from the Journal Entry - Lines page because the system changes the suspense status of the suspense journal to 2 when you save your correction journal. The Journal Suspense Correction page does not let you reenter the page for a suspense journal if its correction journal already exists.

If you have not run the Journal Post process (GLPPPOST) for the correction journal and you decide you want to start over, select the Delete Journal option in the Process field on the Journal Entry - Lines page to delete this correction journal. The system updates the suspense status of the suspense journal back to 1, and you can return to the Journal Suspense Correction page to create a new correction journal for the same suspense journal.

Note. Correction journal is a non-interunit journal when created. Like journals created by Journal Entry - Lines page, the system still populates correction journal's IU System Transaction Code (IU_SYS_TRAN_CD) & IU Transaction Code (IU_TRAN_CD) but based on the suspense journal's values.  If the suspense journal does not have these two values, interunit lines are not generated for the correction journal even if it is modified using the Journal Entry - Lines page to an interunit journal.

Selecting a Journal Line Display

Access the Journal Line Template page.

Selected	Select to indicate that you are currently using the template when it is checked. To use a different template, select another line.
Template Type	Identifies the users who would use the template. For example, anyone could use an All template type. The Template ID is the name for the template.
Default	If selected, the system uses the columns selected as the default when you open the Journal Suspense Correction page. You can only change the default on the Journal Entry Template - Template page.

Note. The ChartField column check boxes that display on the Journal Line Template page are automatically selected and cannot be changed. If you want to display different columns, select the template that meets your requirements or create a new journal entry template.

Reviewing Journal ChartField Errors

Access the Journal ChartField Errors page.

Correct ChartField Errors	This link appears on the Journal Suspense Correction page only if the suspense journal has edit suspense lines.
Error Count	Indicates the number of lines that contain the ChartField value in error.
Field Name	Indicates the ChartField whose value is in error.
Field Value	Displays the incorrect ChartField value.
Change to	Enter the correct ChartField value.
Selected	Click to select the ChartField values that you want to update on the Journal Suspense Correction page.

Changing ChartField Values

Access the Change ChartField Values page.

Field Name	Name of each ChartField.
Field Value	Enter the ChartField value that you want to change.
Change to	Enter the new ChartField value.
Selected	Select to replace all occurrences of the ChartField value on the Journal Suspense Correction page.

Changing Reversal Information for Correction Journal

Access the Journal Suspense Correction Reversal page.

Enter reversal information for correction journal when the suspense journal reversal code is not Do Not Generate Reversal. A Reversal journal for a suspense journal never goes to suspense, so you need only to correct the suspense journal.

Note. During the Journal edit process, the fiscal year of adjusting journals are updated with the fiscal year associated with the adjustment period defined on the open period update page. Make sure the adjustment periods in the open period update page are setup correctly with adjustment years. Also, when changing the fiscal year associated with the adjustment period, make sure all the relevant adjusting journals are posted before the change.

Viewing Errors for Suspense Journal Correction Lines

Access the Journal Suspense Correction - Errors page.

This page displays information about the ChartFields and Amount errors on the suspense journal.

Inquiring on Suspense Cross References

Access the Review Suspense Cross Reference page.

Specify a combination of Unit, Journal ID, and Date for the correction journal search criteria or just search on Unit.

Posting and Unposting Suspense and Correction Journals

Because a link exists between a suspense journal and a correction journal, it is important to understand the rules for posting and unposting these journals.

Suspense Journals

The Journal Post process (GLPPPOST) uses the suspense journal status to determine how to process the journals.

Correction Journals

When you post a correction journal, the system updates the suspense status to 3 on the suspense journal. You cannot unpost a correction journal. Instead, you unpost the suspense journal, thereby unposting both journals.

If the original journal had a reversal journal, the correction journal also includes a reversal that is created when posting the correction journal. All four journals are unposted together.

Unlocking a Journal Process Instance

Access the Journal Unlock page.

General Ledger uses application locking when you run batch processes. When a general ledger process is processing a journal, it locks the journal so that no other process can access it. A process automatically turns the journal lock flag on and off to lock and unlock the journal during the process. If a process terminates abnormally, the journal may remain locked. We enable you to unlock journals in a process that failed by using the Journal Unlock page.

The page displays the ID of the User who ran the process that terminated abnormally.

The Processes List grid displays a list of processes that the user has run.

For each run of a process, it displays the Process Instance number and the Run Control ID. The Process Origin indicates how the process was initiated, and it has the following possible values:

The Last Update DateTime indicates the last date and time that the process made an update to the message log.

Select Marked for each process instance whose journals you want to unlock, and click the Unlock button.

Producing Journal Reports

To run a report, select it from its menu and enter the necessary parameters. After entering the report parameters, you use Process Scheduler to actually run the report. Process Scheduler manages the processes, tracks the status, and generates the report.

To modify standard reports, create your own reports, or change the report output format, a variety of reporting tools are available.

Pages Used to Produce Journal Reports

See Also

General Ledger Reports