Loading Journals

The upload journal buttons allow you to select the set of journals to be uploaded (Upload Selection) and initiate the Upload Process.

Upload Selection

Range

To load a range of journals or journal lines:

1. Highlight the range by selecting one or more cells on adjacent rows (journal lines) to be uploaded.  For example, in the below screenshot, four journal lines (rows 10 to 13) belonging to journal “J1” will be uploaded.
2. Select the “Range” button.

Range Selection Example

Sheet

To load an entire sheet of journals:

1. Select the applicable sheet.
2. Click the “Sheet” button.

Workbook

To load all sheets in a workbook:

1. Open the workbook.
2. Click the “Workbook” button.

Pre-upload Checks

Template(s) Previously Loaded

Journal Wand checks if any of the templates have already been uploaded and displays a warning message should this be the case.  One or more journals in the upload range with a status of LOADED, IMPORTED, IMPORT ERROR, AUTOPOST, AUTOPOST ERROR, APPROVAL or APPROVAL ERROR, indicates that the template may have been previously uploaded and the journals already interfaced to Oracle.  The warning message is as follows:

Click Close, if you do not wish to reload the journals, or click Continue to process the upload.

Unsaved Changes

If the option to attach the template workbook is enabled, and there are unsaved changes in the workbook, a confirmation message displays as follows:

Continuing will result in the workbook being saved, so if at this point if you do not wish the active workbook to be saved, cancel the upload process.  You can then manually save the workbook to another folder and/or file name, which can be used for the upload.

Upload Process

The process of uploading journals to Oracle consists of various possible stages, each of which is run depending on User Option settings and/or on certain conditions being met. The following table summarizes the stages, the condition for running each stage and the resulting change made to the Journal Header status:

For more information on the available Journal Wand options, refer to Journal Wand User Options.

For a summary of the journal statuses and their meanings, refer to Journal Wand Messages.

1. Grouping of Journal Headers into Target Journals

Before validation can take place, the lines and headers defined on the template(s) in the upload range are grouped into “target” journals according to the same rules applied by the Journal Import request. One or more template headers may result in the creation of a single journal in Oracle and are grouped accordingly. All the lines comprising a target journal must be in balance in order to pass Validation.

For information on populating headers and lines on the template, refer to the Journal Headers and Lines section of the Populate Journal Wand Template page.

Journal headers with the same values for the following are grouped into the same batch in Oracle:

• Source
• Ledger
• Type (Encumbrance/Actual)
• Period
• Batch Name

Within each batch, journal headers with the same values for the following are grouped into a single target journal:

• Category
• Journal Name
• Accounting Date
• Conversion Type (only applicable to foreign currency journals)
• Conversion Date (only applicable to foreign currency journals)
• Conversion Rate (only applicable to foreign currency journals)
• Encumbrance Type (only applicable to encumbrance journals)
• Clearing Company
• Budget (only applicable to budget journals)

Template headers that have the exact same values in the above-mentioned key fields and/or which will be grouped into a single journal in Oracle, are highlighted on the template and a warning message is written as a comment in each of the key header fields. Highlighting the duplication may assist in troubleshooting journal imbalances.

Below is an example of the identification of duplicate journal headers on the template:

2. Validation

Validation is a two-step process.  Firstly, the data is checked for data type compliance and thereafter each journal header and line is validated for compliance with the rules imposed by Oracle’s Journal Import program.

Step 1: Data Type Validation

If any of the journal field values violate the expected data type for that field, the following error is displayed:

The incorrect cell(s) is highlighted in the template:

Data type violation errors must be corrected before the upload process will progress to the next validation step.

Step 2: Journal Rule Validation

To ensure that each journal header and line successfully imports into Oracle, the validation rules enforced by the Journal Import program are checked for compliance at this stage. The journal header status is changed to VALID if the header is valid and all the lines associated with the header are valid.  The journal header status is changed to INVALID if either the header is invalid or one or more of its associated lines are invalid.  Any incorrect cells are formatted in red and a comment attached containing the error message.  If a journal line is invalid, it is marked with an “E” in the Flag column.

Invalid Journal Example 1

Invalid Journal Example 2

For a summary of the journal validation messages and their meanings, refer to Journal Wand Messages.

3. Validation Summary

If any journals in the upload range are invalid or if the Validate Only upload option is selected, the process pauses and displays the validation summary:

Provided one or more journals are valid, the option is given to continue. Clicking Continue progresses the process to the load stage. Clicking Close terminates the process and allows you to view and correct invalid journals.

4. Load

The load stage inserts the valid journal lines into the Oracle GL Interface table.  The status of journals that are successfully inserted is updated to LOADED.  If an error occurs while inserting a journal line into the interface, the status of the journal is set to LOAD ERROR.

5. Submit Journal Import Request

Once all journals have been inserted into the interface, and if the Submit Journal Import option is checked, Oracle’s Journal Import program is submitted. On successful kick-off of the request, the status of journals linked to the request, is changed to IMPORTED.  If an error occurs, either in the derivation of the parameter values for the Journal Import request or in submission of the request, the status of the linked journals changes to IMPORT ERROR.

After the successful completion of the Journal Import concurrent request, the following journal header fields are automatically updated in the Journal template:

• Batch Name
• Batch Description (if not specified by the user)
• Journal Name
• Journal Description (if not specified by the user)
• View Journal

The name and description fields are updated to align the values with the those in the journal created by Journal Import. This assists in locating the journal in Oracle after the import.  The rules for deriving the field values are consistent with those applied by Journal Import.

The View Journal field is populated with an E4A_Drilldown function.  When executed, the journal form opens in E-Business Suite with the journal displayed. If the responsibility has access to the Enter Journal function (GLXJEENT_A), then the Enter Journal form opens, else the Journal Inquiry form opens. If the responsibility has neither GLXJEENT_A nor GLXIQJRN function access, an Oracle responsibility-access error displays in the browser.

6. Upload Journal Attachments

If the Upload Journal Attachments option is enabled and journal attachments are populated on the template, then attachments are uploaded to Oracle after the completion of the Journal Import request. Journal Wand populates a check (tick) symbol in the Uploaded column for each successfully uploaded attachment, as shown in the below image:

7. Submit Journal Approval

If the Submit Journal Approval option is enabled, then the Oracle Journal Approval workflow is created and started for each journal requiring approval in the upload range. On successful submission of the approval workflow, the journal header status is changed to APPROVAL.  If an error occurs in the submission, the journal header status is set to APPROVAL ERROR.

8. Submit Journal AutoPost Request

If the Submit Journal AutoPost option is enabled, the Program – Automatic Posting request is submitted, provided the responsibility has access to run this program and certain conditions are met.

Journals that require approval are not submitted for posting and their status remains as IMPORTED (if the Submit Journal Approval option is not enabled) or APPROVAL (if the Submit Journal Approval option is enabled).

If a journal is eligible for AutoPost, but the responsibility does not have access to run the program, then the status is set to AUTOPOST ERROR.

If a journal is eligible for AutoPost and the responsibility does have access to run the program, then its values are checked against the options configured for the “Wands Journal Wand” AutoPost Criteria Set.  If the journal meets the criteria for posting, then its status is set to AUTOPOST on successful submission of the AutoPost request.

If the AutoPost Set doesn’t exist or if the journal doesn’t meet the criteria for posting, then the status is set to AUTOPOST ERROR. See AutoPost Journal Wand Journals for information on the set up of the AutoPost Criteria Set.

9. Monitor Concurrent Requests

The concurrent requests submitted by the process may be monitored during the upload process.  Closing the dialog by clicking the X in the top right-hand corner of the window, or cancelling the dialog by clicking the Cancel button, will not cancel the concurrent requests which have already been submitted in Oracle.  However, closing or cancelling the dialog may result in certain necessary Journal Wand process steps not being executed after completion of the request, and for this reason it is not advisable to close/cancel the dialog.  A Skip button is visible when monitoring the AutoPost request, and may be clicked to safely skip past the monitoring of the request without compromising any post-request processing.

10. Attach Template Workbook

If the Attach Template Workbook option is enabled, the active Excel workbook is uploaded to Oracle and attached to all the journals created by the upload process.  Prior to uploading, the workbook is saved so that the attached version contains the final journal header statuses and batch and journal names, which are updated in the workbook during the process.  Refer to Pre-upload Checks.

11. Process Summary

Finally, at the end of the process, a summary of the executed stages is displayed.