How You Create Journals in Workbooks

You can use the Create Journals workbook for high volume journal entry. You can prepare the journals offline, distribute the workbooks for review, or save the journals for recurring entry.

Setup

Before you can use the Create Journals workbook, you must install an Excel add-in. Navigate to the Tools work area and select the Download Desktop Integration Installer link.

You can optionally enable the Require manually entered journals balance by currency ledger option to require that journals entered in the Create Journal page or workbook balance by currency, regardless of the settings for suspense or entered currency balancing. Total debits must equal total credits for each entered currency. To set the option, use the Specify Ledger Options task in the Setup and Maintenance work area, with the scope set to the primary ledger. The option is automatically enabled for any associated secondary ledgers and reporting currencies.

Download

To download the Create Journals workbook, navigate to the Journals work area and select the Create Journal in Spreadsheet task.

Note: If you use encumbrance accounting, select the Create Encumbrance Journal in Spreadsheet task.

Journal Entry

The Create Journals workbook has two worksheets. On the Single Journal worksheet, you can create a journal for one ledger, similar to using the Create Journal page in the application. On the Multiple Journals worksheet, you can create multiple journals and multiple journal batches for different ledgers.

Submission

When you're ready to submit the journals for processing, click Submit on the Create Journal ribbon. Some initial validations are performed, such as verifying that you provided an accounting date and a valid journal category. The validation results display in the Status Viewer pane on the worksheet.

Note: If you enable the Require manually entered journals balance by currency ledger option, then the journals must balance before you can upload them. The journals must also balance if you don't enable this ledger option and also don't enable suspense accounting.

Make the necessary corrections and resubmit the worksheet. On the Submission Options window, accept the default selection or select one of the other options:

Save to Interface: If you select this option, you must submit the import and posting process later to create and post the journals.
Submit Journal Import: If you select this option, you must submit the posting process later to post the journals.
Submit Journal Import and Posting (default selection)

You can also select from among these additional options:

Import Descriptive Flexfields: If you selected one of the import options, you can also specify whether to import descriptive flexfields and validate them.

Note: You can enter information for the Journal Lines and Journals Captured Information descriptive flexfields in the workbook. Both flexfields support date and number validations, which ensure more accurate and consistent information.
Defer Account Validations to Journal Import: If you plan to load a high volume of data, this option can improve the performance of the workbook. When you select this option, the account combinations used in the workbook aren't validated or created during the workbook upload. Instead, the Import Journals process creates the account combinations and performs these validations.

Note: When this option is selected, journals being created aren't checked against third-party control accounts.
Send Email Notification for Journal Import Failures: If you select one of the import options, you can also receive email notifications for warnings or failures that occur during the journal import process.