Validation

Spreadsheet journal validation is limited, and it is not intended to be as broad as the validation provided with journal entry using the Journal Entry page.

For example, validations can be done for Project ID and other project costing ChartFields for journals entered online using the Journal Entry page. However, the spreadsheet load process is not considered a replacement for online journal entry but is supplemental and is not recommended for journals where there is a need for broad project costing ChartField validation.

The spreadsheet journal import process allows you to perform the Edit process while journals are being imported. If these journals pass the Edit process, they are imported and assigned a Valid status. Valid journals can be posted directly to the ledger. If an error occurs during the Edit process, the journal is not imported, and an error is displayed in the message log file.

If you import a journal from a spreadsheet and do not enable the edit process, you must run the Journal Edit batch process on the journal before you make corrections using the Create Journal Entries pages. Journal entries loaded to your system using spreadsheet journals import (or flat file journal import) must be edited using batch edit only. This is important because imported journals do not have all journal lines and values populated by the various automatic features. After importing journals, if you open them online you receive a warning message stating that they must be edited first. It is only after the batch edit runs that the journals display the final entries for such things as interunit, separate debit credit reversals, and multibook lines.

Spreadsheet journal entry provides consistent error messages across batch import and online import. For batch import the messages are provided in a separate log file and are not part of the message log. However, the message log provides reference to the log file and incorporates the Reference ID field value in all the messages logged.

The Process Monitor informs you of error or warning messages and are written to the log file. The following are examples of error and warning messages that might be logged by the system:

  • Logs error if NEXT is not used where only NEXT should be used.

  • Logs journal header validation errors.

  • Logs journal line validation errors.

  • Logs message for skipped journal headers.

  • Logs message for skipped invalid journals.

  • Logs error message if specified SpeedType value does not exist.

  • Logs error message if a commitment control ledger group is used and the business unit is not set up for commitment control.

  • Logs error messages if the validation of the commitment control ledger against the commitment control ledger group is not valid.

  • Logs error if commitment control is not enabled for General Ledger.

Note:

When enabling the Edit process during import, the journal is imported only if it has a Valid status and is free from edit errors such as journal balancing, combination rules, and so on. If an edit error exists, the journal is not loaded with the error status. When journals are imported with the edit process and have a Valid status, they can be posted directly to the ledger. See Limitations Using the Edit Process during Import below.

Field Length Validation

The field length at the journal line level, for a user entry field, is validated for most fields except amount and date type. The template has a built-in synchronization feature to synchronize the ChartField field length, which is compared to the value in the Field Length column of the Application Fundamentals: Advanced Configuration Page.

The field length at the line level, including a ChartField, is validated against customizations (if they exist) in the system.

If these validations are violated, an error occurs and prevents online and offline journal import. It is recommended that you synchronize the template at the beginning of your session, when prompted. This saves time and manual effort during the import process.