Setting Up and Importing Spreadsheet Journals

Setup & Defaults

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.

Notes

Click to access a scratch pad in the workbook. Use the scratch pad for instructions, calculations, notes, and so on.

New Sheet

Click to insert a new journal sheet. A workbook can contain as many journal sheets as needed, and each journal sheet can contain as many journals as desired.

Edit Sheet

Click to edit one journal sheet in the workbook.

Copy Sheet

Click to copy one journal sheet to a new journal sheet saved under a new name.

Delete Sheet

Click to delete one or more journal sheets in the workbook.

Import Now

Click to initiate online import of one or more journal sheets. The system imports only journals that are marked as import.

Write to File

Click to save selected journal sheets to a file. After saving one or more files, you must run the batch import process (GL_EXCL_BATC) to complete the file import process.

User ID

Enter a default (operator) user ID for the journal header.

Enable Multibook

Select this field to make the Ledger field in the New Journal Header page unavailable for selection. This ledger field displays when you click the Add button in the Spreadsheet Journal Import - Header section of the worksheet. The Ledger field on the journal header is optional. You only use it when you want to enter journals for ledger groups that are not set to Keep Ledgers in Sync and for which you do want to specify the ledger name on the header.

If you select this check box, the Ledger field is not enabled on the journal header.

AutoGen Lines (automatically generate lines)

This field is related to the Keep Ledgers in Sync (KLS) option for multibook ledgers on the Detail Ledger Group page. The KLS option determines if a transaction is posted to one or to all ledgers in a group.

If you select this option, the system automatically generates journal lines to support transaction detail for all ledgers in a ledger group. For example, if you enter a two-line journal import for a ledger group that contains three ledgers, the journal edit process generates an additional four lines—two lines for each additional ledger.

If you do not select AutoGen Lines, and the ledger group of the journal is defined as KLS, then the Journal Edit process overrides your choice and still generates the corresponding lines for all ledgers in the group.

Recalc Exchange Rates (recalculate exchange rates)

Select this check box to recalculate exchange rates based on the most current exchange rate, if your journals are recorded in multiple currencies. For example based on the current quote, say 1 USD = 1.2 CAD, the conversion is done. See Understanding Multiple Currency Processing in General Ledger.

Message Options

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.

Display Messages Online

Select to show import error messages online. Otherwise, errors go only to the message log JRNLLOG.xls.

Enable Document Sequencing

Select to enable document sequencing for any business units that use it. You can track journals by document sequence number. Enabling this option enables you to specify document sequencing fields on the journal header.

Default Document Type

When document sequencing is enabled, specify a default document type—such as domestic customer invoices, customer credit memos, or customer debit memos—to indicate the business purpose of your transaction. You can enter a document type for each journal header at a later time.

Address

Enter the server name and the port number of the Integration Gateway URL.

Database

Enter the domain site name (in lower case letters) of the environment to which journals are imported.

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 Exists

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.

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

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

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 that next journal sheet are valid.

Edit Journal(s)

Select to automatically run the journal edit process during the Import process. The Journal Edit process can be run manually using the online journal entry component, Edit Journals (batch mode).

Budget Check Journals

Select to automatically budget check the journals, when they are uploaded.

Recalc Exchange Rates

Select to recalculate exchange rates per existing rates. This option also updates the transaction amount (if not in the base currency) to an amount in the base currency.

Submit Journal(s) for Approval

Select to indicate that after sheets are imported, the journals are to be processed through the Journal Import with Edit process and then approval workflow sends a notification to the approver.

If you select this check box, the system automatically selects the Edit Journal(s) check box. This is because the journal must be valid before it can be approved. Therefore, it is required that the edit process is run first.

If the Mark Journals to Post option is selected on the Installation Options - General Ledger Page and the User Preferences - General Ledger Page, and the Budget Check, Edit, and Approval processes result in an approved journal, then the system automatically changes the journal(s) to ready to post.

(create journal)

Creates a new journal header with its own default values.

(delete journal)

Deletes a journal.

(edit journal header)

Edits the journal header fields.

(copy journal)

Copies a journal.

(select journal)

Selects the journal header on whose lines you want to work.

(change import status)

Changes import status of a journal.

(add a line)

Adds a journal line in the current selected journal header.

(delete a line)

Deletes a journal line. Position your cursor on the line and click this button.

(insert line)

Select to insert a line.

(insert multiple lines)

Inserts a block of lines.

(delete multiple lines)

Deletes a block of lines.

(check number decimal points)

Check the amount fields to verify that you have entered the number with the number of decimal points that you have set up. The default number of decimal points is 2. Click the button to check the number of decimal points before you import the journal.