Spreadsheet Journal Import Overview

Use the Spreadsheet Journal workbook to enter journals offline using Microsoft Excel and then import the journals into your PeopleSoft database.

It supports regular journals and standard budget journals. Spreadsheet journal import also supports commitment control adjustments for each of the commitment control amount types:

  • Actuals and Recognized

  • Actuals, Recognize, and Collect

  • Collected Revenue

  • Encumbrance

  • Planned

  • Pre-encumbrance

When a journal with a commitment control ledger group and an invalid commitment control amount type is imported, the system assigns the correct commitment control amount type during import and issues a warning message.

Spreadsheet journal entry does not support commitment control budget journals. However, Commitment control budget journals can be imported using the flat file feature. See PeopleSoft Commitment Control: Importing Budget Journals from a Flat File.

Spreadsheet Journal Import does not support user entered value-added tax (VAT) information. After you import the journals from the spreadsheet, the Journal Edit process creates VAT defaults and amounts based on the country code, if VAT is enabled.

Spreadsheet Journal Import partially supports multibook journals. You can specify a primary or secondary ledger on the multibook journal lines, but you cannot enter multiple ledger information (multibook) for the same line. When you run the Journal Edit process, it creates the additional multibook lines.

Spreadsheet Journal Import does not allow the use of control accounts. By definition, control accounts originate in the subsystems, such as accounts receivable and accounts payable. Spreadsheet Journal Import rejects control accounts during the import process.

Note:

When importing a journal from a spreadsheet, you can select to run the Journal Edit process during the import process or you can run the Journal Edit batch process on the journal using the Edit Journals Request Page. If you do not run the Journal Edit process during the Import process, and you open a journal online, you receive a warning message indicating that the journal must be edited first. In this case, it is only after the batch edit that the journals display the final entries for items such as interunit, separate debit credit reversals, and multibook lines.

Importing journal lines process varies based on how you configure the Spreadsheet Journal Import Options section of the Application Fundamentals: Installation Options - General Ledger Page

  • When importing journal lines that have a value less than the value in the Process Scheduler Switch RowCount field, processing is done on the application server and all import logs are available.

  • When importing journal lines that are greater than or equal to the value in the Process Scheduler Switch RowCount field, processing is performed via the Process Scheduler.

    All import logs are available online for journals that have lines up to the value in the Maximum Row for Online Processing field.

  • When importing journal lines that are greater than the value in the Maximum Row for Online Processing field, the corresponding process instance number is set to the Excel log file and the log file is created through batch upload.

    However, the user must enter the process instance number sent on the online log. Use the process monitor to view the progress and import logs.