Exporting Journal Entries

You create a file containing accounting transactions that can be imported into an Enterprise Resource Planning (ERP) system.

When a Publish Accounting integration is enabled for your agency, the Export Journals to ERP process publishes accounting information to OIC where it can be transformed and imported by third-party applications. For more information, see Setting Up Agency Integrations.

Note: If you use Oracle Financials Cloud as your ERP system, we recommend using the Financials Cloud Subledger Accounting feature to enable ERP accounting integration instead of using the Export Journals to ERP process.

You run the process that exports journal entries on the Export Journals to ERP page, which you can access by selecting Accounting > Export Journals.

Entering Export Journals to ERP Process Parameters

Access the Parameters tab on the Export Journals to ERP page and enter values using the following fields:

Page Element	Description
Mapping Name	Select the Data Format Exchange mapping that you want to use to generate the file. For more information on the Data Format Exchange utility, see Setting Up Data Format Exchange Maps.
All Open Periods	Select to include journals for all open accounting periods.
Specify Dates	Select to include journals for a specific accounting date range.
Accounting Date From and Accounting Date To	Specify the range of accounting dates for which you are exporting journal entries.
Select Ledgers	Select the ledgers for which you want to export journal entries.

Scheduling the Process

1. Access the Schedule tab.

2. To immediately add the process to the queue, select the As soon as possible option.

3. To create a schedule for the process, select the Using a schedule option, and enter values using the following fields:

   Page Element	Description
   Frequency	Select how frequently you want to run the process. Values are: Once: Select to run the process one time only. Hourly or minute: Select to run the process at regular time intervals. Daily: Select to run the process at regular intervals in days. Weekly: Select to run the process at regular intervals in weeks. Monthly: Select to run the process on specific days of the month. Yearly: Select to run the process during specific months.
   Start Date	Enter the date on which you want to begin your scheduled processing.
   End Date	Enter the date on which you want to end your scheduling processing.
   Hours and Minutes	Enter the time interval between scheduled processes. For example, if you enter 2 in the Hours field and 30 in the Minutes field, the process will run every 2 hours and 30 minutes beginning on the specified start date. Note: These fields are available only if you select a process frequency of Hourly or minute.
   Days	Enter the number of days between scheduled processes. For example, if you enter 3, the process will run every 3 days beginning on the specified start date. Note: This field is available only if you select a process frequency of Daily.
   Weeks	Enter the number of weeks between scheduled processes. For example, if you enter 6, the process will run every 6 weeks beginning on the specified start date. Note: This field is available only if you select a process frequency of Weekly.
   By day	Select this option to run the process on specific days of the month irrespective of the date. For example, if you select the Secondand Wednesday options, the process will run on the second Wednesday of every month. You can select more than one week of the month and day of the week option. For example, you could schedule the process to run on the first and third Monday of every month. Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.
   By date	Select this option to run the process on specific dates of the month. You can select more than one date. Note: This option and its associated fields are available only if you select a process frequency of Monthly or Yearly.
   Month	Select the months in which you want your process to run. Note: This option and its associated fields are available only if you select a process frequency of Yearly.

Setting Up Process Notifications

You can set up the process to send notifications to you and others when it runs.

1. Turn on the Notify Me When This Process Ends switch to send yourself a notification when the process finishes.

2. Access Notification tab.

3. Click Add.

4. On the Create Notification page, enter the email address of the person you want to receive notifications.

   By default, the recipient will receive a notification when the process ends with the following conditions:

   • On success

   • On error

   • On warning

   You can remove any of these process notification conditions.

5. Click OK to save the notification recipient.

6. (Optional) To delete a notification recipient, select the recipient in the Notification tab and click Delete.

Submitting the Process

Once you’ve entered your process parameters, scheduling information, and notification recipients, you’re ready to submit the process. Enter any additional information in the Submission Notes field and click Submit. Click Process Monitor to check the status of your process.

Processing the Journal Entry Output

Use the publicSectorMappingAttachments REST API to process the output file generated by the Export Journals to ERP. For more information on this REST API, see REST API for Oracle Public Sector Cloud.