Journal Capture Options

The ledger and subledger transactions are captured in four ways:

• Entering journals manually

• Entering journals in spreadsheets

• Importing journals

• Creating journals automatically

Use of these methods varies depending on:

• The application providing the data

• The reason for the entry, such as error correction versus monthly entries

• The tools available, such as the calculation engine used in the automation of journal entries

Entering Journals Manually

Enter journals manually that occur once or infrequently, such as journals to:

• Correct errors

• Reclassify account balances

• Accrue balances for unusual transactions

This method requires the most time and is open to errors from human intervention.

Entering Journals in Spreadsheets

Enter manual and recurring journal entries through a spreadsheet interface. Then:

• Load the completed spreadsheet into the import interface.

• Schedule or manually submit the Journal Import process to import the data into the ledger.

Working in spreadsheets adds functionality such as the use of macros, formulas, and links to existing documents.

Note: Spreadsheets are created as templates for recurring entries and then each month, simply update the data and upload.

Importing Journals

Use Oracle Subledger Accounting to submit journal entries from subledger applications to the import interface to prepare for data transfer into the ledger. Subledger applications include both Oracle and non-Oracle. Then:

• Schedule or manually submit the Journal Import process to perform the import.

• Verify that the data is transferred completely and accurately.

This method efficiently and correctly populates the bulk of the data in the ledger.

Creating Journals Automatically

In Oracle General Ledger, create journal entries automatically to automate processes and reduce both errors and data entry time. For example:

• Define allocation rules and rule sets in Calculation Manager. Then:

  • Generate your defined allocation formulas to automatically populate the allocated data to the import interface.

  • Schedule or manually submit the Journal Import process to import the journal lines into the general ledger to create unposted allocation batches.

  • Post automatically during the generate process or manually to allocate data from amounts or accounts to other accounts on a periodic basis.

• Define journal reversal criteria sets for specific journal categories to automatically create reversal journal entries. Schedule or manually submit the AutoReverse process. The process creates journal entries when it reverses the journals that match the criteria specified.

• Define revaluation definitions to properly account for unrealized gains and losses on currency exchange fluctuations. Then:

  • Schedule or manually submit the Revaluation process.

  • Post the revaluation journal batch.

  The process adjusts the respective foreign currency denominated asset or liability to its current accounted value. The adjustment is offset to the unrealized gain or loss account.

• Use the Balances Transfer process for generic cross ledger balance transfers. This process:

  • Transfers copies of the data from your source ledgers to your target ledgers.

  • Initiates this process at periodic intervals as needed.

  • Automatically creates postable journal entries that update account balances in the target ledger with a journal source of Balance Transfer.

  • Is used to transfer specifically from the primary ledger to its balance level secondary ledger.

  • Uses the primary ledger as the journal source.