Importing and Exporting Ledgers

You can import a flat file from another product or external system that contains rows of ledger data using the Flat File Ledger Import component (LOAD_LED_PNL). This functionality is often used to combine distributed ledger data from different General Ledger systems to perform consolidation, summarization and corporate reporting.

You can also select or add a flat file format and export flat file ledgers to third-party reporting software systems. To export flat file ledgers, use the Export Ledger Data component (RUN_GLS7500) and Ledger File Formats component (LED_FILE_FORMATS). This functionality is often used in those countries requiring delivery of ledger data in a particular format for use in producing statutory reports in a required format.

Use these components to:

• Import ledger data from a flat file.

• Add flat file ledger export formats.

• Export ledger data to a flat file.

In addition to flat file import and export, you can also exchange ledger data between distributed General Ledger systems using the Ledger Publish Enterprise Integration Point and Ledger Load processing. This functionality is designed to work together with Consolidation. Please see Consolidation documentation for details of this process, and "Integrating and Transferring among Applications" documentation for integration details.

Use the Flat File Ledger Import Request page (LOAD_LED_PNL) to import a flat file ledger.

Navigation:

General Ledger > Ledgers > Import Ledger from Flat File > Flat File Ledger Import Request

This example illustrates the fields and controls on the Flat File Ledger Import Request page. You can find definitions for the fields and controls later on this page.

The PeopleSoft Application Engine process (GL_LED_IMP) imports detail ledger data from a flat file directly into a standard detail ledger or a standard budget ledger. This process imports data only into ledgers with Allow Ledger Load Updates option selected on the Ledgers for a Unit - Definition page.

To import data from a flat file ledger:

1. Click Add to upload and attach the ledger file.

2. Click View to review the file's contents online (or you can download the file to your computer).

3. Click Delete to remove the ledger file attached to this run control.

4. Select a Character Set for the flat file being imported. For example, you might specify ISO_8859-6 for Arabic or JIS_X_0208 for Japanese Kanji if the file was prepared in that character set.

5. Select the desired Validate ChartFields option for your import processing.

   You can choose to validate none of the ChartFields or you can choose to validate All Common ChartFields.

6. Click Run to import the flat file using the PeopleSoft Application Engine process.

7. Click Process Monitor to access the Process List page, where you can view the status and progress of the PeopleSoft Application Engine process.

8. Click Report Manager to access the Administration page, where you can view the process report online, check the status of the process, and see content details of the report and the distribution list.

Use the Ledger File Formats page (LEDGER_FILE_TBL) to add flat file export formats to be used by the Ledger File Creation process (GLS7500).

Navigation:

General Ledger > Ledgers > Ledger File Formats > Ledger File Formats

This example illustrates the fields and controls on the Ledger File Formats page. You can find definitions for the fields and controls later on this page.

PeopleSoft delivers ledger file formats for a group of financial regulatory reports that are required by organizations in France and Belgium. However, you can add new formats.

To add new formats:

1. Modify the Map-Output-File procedure of GLS7500.SQR.

   Typically you clone the code of the three other delivered formats in the Map-Output-File procedure and use a new layout of your own. This requires some SQR programming knowledge to write a few lines of code.

2. Add a ledger file format for the correct SetID on the Ledger File Formats page.

   Ensure that the layout matches the one that you added to the SQR code in Step 2. Enter a description of the file, enter the name of the ledger export output file, and enter or select the file extension.

Use the Export Ledger Data Request page (RUN_GLS7500) to export a ledger file to another system.

Navigation:

General Ledger > Ledgers > Export Ledger Data > Export Ledger Data Request

To create a ledger file for export:

1. Enter the business unit, ledger, fiscal year, and period.

   Select the appropriate flat file in the Layout field to create the flat file.

2. Click Run to initiate the Ledger File Creation process.

3. Click Report Manager to view the report; click Process Monitor to monitor the status of the Ledger File Creation GLS7500 process.