Entering Data into Journals

You can enter data into Journals using these methods:

  • Input it manually

  • Import it from a file

  • Enter it using Microsoft Excel with Smart View (see Working with Journals in Smart View in Working with Financial Consolidation and Close

If you import data, you can use either the Replace or Update options.

  • Replace: Clears the data for the applicable rows within the journal and replaces it with the values from the source file. Any fields absent in the source file will be blank in the journal after the import process.

  • Update: Updates only the values that are included in the source file. Other values are not affected.

To enter data into journals:

  1. On the Home page, click Tasks.

  2. Select a journal from your Worklist.
  3. Click the Tasks icon icon to select All or My Tasks to toggle the display between All Tasks or My Tasks.
    • To search for a specific journal, enter the full or partial name of the journal in the Search field.
    • Click the Filter icon to select filters for the Worklist.
  4. When you open a journal, the system displays the journal Year, Period, Journal ID, Prepared By, Validation Status, and Post Status at the top.
  5. Enter journal data:
    • The journal has a Header section, you can enter data into the fields in the header.
    • The journal has Details section, click Add (+) to add detail rows and enter data.

      Note:

      The following values cannot be used as data in key attributes:
      • #Workflow
      • #Collection
      • #SubCollection
  6. Optional: Click Refresh to refresh the journal data.
  7. When you are done with the journal, from the Actions menu, select an available action:

    • Validate - Validate the journal data.

    • Submit - Submit the journal.

    Note:

    The journal actions that are available depend on the journal status.
  8. Optional: From the Actions (...) drop-down in the detail section, select Print to print the form.
  9. Optional: From the Actions (...) drop-down in the header section, select Import to import form data.
    1. Click Browse, and then navigate to the file you want to import.
    2. Select one of these options:
      • Replace to clear the data for the applicable rows within the journal and replaces it with the values from the source file. Any fields absent in the source file will be blank in the journal after the import process.
      • Update to update only the data that is included in the source file.
    3. Select a Date Format from the drop-down list of allowed date formats.
    4. Select a File Delimiter for the import file: Comma, Tab, or Other. If you select Other, specify the delimiter in the text box.
    5. Click Import, and then from the Results screen, click OK. To clear the information and select another file to import, click Reset.
  10. To export the journal data, from the Actions (...) drop-down in the detail section, select Export to Excel and follow the prompts.

Note:

When migrating Enterprise Journals, the journal header and the line item details won't be visible when you've the following three scenarios:
  • When the journal is deployed to a Period, which isn't Open yet.
  • Journal’s Start Date is a future date, therefore it's Pending currently
  • Logged in user isn't a preparer of the Journal and no data is entered yet.

Example

In Journal template, the Line Numbers are:

Line Number, Account, Debit, Credit, Description
1,A1,2000,,Description Value
2,A2,20000,,Description Value
3,A3,20000,,Description Value
In Source file:
Line Number, Account, Debit, Credit
1,A1,2000,
2,A5,20000,

Replace action replaces the value with blank

End result after import is:
Line Number, Account, Debit, Credit, Description
1,A1,2000,, 
2,A5,20000,, 
3,A3,20000,,Description Value

where:

  • In line number 1, Description value is replaced with blank
  • In line number 2, Description value is replaced with blank and account is changed from A2 to A5
  • In line number 3, no changes are done

Update action updates only the values that are included in the source file and other values aren't affected

Update won't consider the attributes that aren't part of the source file.

End result after import:

Line Number, Account, Debit, Credit, Description
1,A1,2000,,Description Value 
2,A5,20000,,Description Value 
3,A3,20000,,Description Value

where:

  • In line number 1, Description value is left as is.
  • In line number 2, Description value is left as is and account is changed from A2 to A5.
  • In line number 3, no changes are done.