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General Ledger: Journal Import Process Document Version: 1.0 Date: May 2000 Revised: October 2000 Author: Amanda Gonzalez

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Table of Contents

Section 1: Journal Import Overview ____________________________________________ 3

Section 2: Data structures involved in the Journal Import process _____________________ 4

Section 3: Transfer and Import Processes ________________________________________ 6

A. Entering transactions into the Interface Table_________________________________ 6

B. Journal Import _________________________________________________________ 8

C. Journal Import Correct _________________________________________________ 10

D. Journal Import Delete __________________________________________________ 13

Section 4: Journal Import Error Codes _________________________________________ 14

Section 5: Troubleshooting Scripts ____________________________________________ 17

Estimate the number of lines pending to import from GL_INTERFACE: ____________ 17

Total the debit and credit amounts within a Group_ID: __________________________ 18

Known Issues ___________________________________________________________ 20

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Section 1: Journal Import Overview

Accounting transactions are originated as a result of normal business activities in Financial and Manufacturing modules of Oracle Applications, as well as in external modules. In order to register those transactions into the General Ledger, a process called Journal Import must take place. This process works based on the existing data in an interface table. The table is called GL_INTERFACE. Each subledger populates this table through one or more specific processes. Once the information is in the interface table, the Journal Import process loads the General Ledger tables. The only exception to this process is the Oracle Fixed Assets module, which directly loads the General Ledger tables. The following diagram illustrates the flow of the procedure:

Populate GL_INTERFACE table

Import Journals by Source and/or Group_ID

Correct errors in the Source System

Journal Import creates a batch that is ready for posting

If the data source is an Oracle Applications Module, contact Oracle Support for assistance.

If the data source is an external

system, you can delete the records from GL_INTERFACE and

repopulate the table.

Correct journals through Correct Journal screen

Errors in Journal Import?

How many errors?

No

Yes

A lot

Minimum

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Section 2: Data structures involved in the Journal Import process �� GL_INTERFACE This table is used to import journal entry batches through Journal Import. You insert rows in this table and then use the Run Journal Import form to create journal batches. You must supply values for all NOT NULL columns. Not Null Columns: STATUS CREATED_BY SET_OF_BOOKS_ID ACTUAL_FLAG ACCOUNTING_DATE USER_JE_CATEGORY_NAME CURRENCY_CODE USER_JE_SOURCE_NAME DATE_CREATED �� GL_INTERFACE_CONTROL This table is used to control Journal Import execution. Whenever you start Journal Import from the Import Journals form, a row is inserted into this table for each source and group_id that you specified. When Journal Import completes, it deletes these rows from the table. If you run Journal Import from outside of the Import Journals form, you must insert a row into the GL_INTERFACE_CONTROL table first. The phase of the process is indicated through the Status field. It can have the following values: P Pending; the journal import process has not been started. S Selected; the data group identified by Source and Group id has been selected for processing. I In process; the data group identified by Source and Group id has been selected and is actually in process. Not Null Columns: JE_SOURCE_NAME STATUS �� GL_INTERFACE_HISTORY This table stores the rows that are successfully imported from the GL_INTERFACE table through the import process. The General Ledger application adds rows to this table every time you successfully run Journal Import, with the Archive Journal Import Data option enabled. This option is defined on the Concurrent Program Controls form. This option increases execution time but can be used for auditing purposes. You use this information for historical reference only. General Ledger does not use the data stored in this table.

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Not Null Columns: STATUS CREATED_BY SET_OF_BOOKS_ID USER_JE_CATEGORY_NAME ACCOUNTING_DATE ACTUAL_FLAG CURRENCY_CODE USER_JE_SOURCE_NAME DATE_CREATED �� GL_IMPORT_REFERENCES Depending on the Journal Source configuration, this table may be populated by the Journal Import Process. You can specify the Journal Entry sources for which you want to maintain your transaction’s origin by entering ‘Yes’ in the Import Journal References field of the Journal Sources form. When Journal Import is run for a source that has ‘Yes’ set for the Import Journal References field, this table will be populated with the necessary information to match journal entry lines to the originating documents in the source. This functionality is known as Account Drilldown.

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Section 3: Transfer and Import Processes

A. Entering transactions into the Interface Table In Oracle Applications, modules such as AP, AR, PO, INV and WIP have concurrent processes that take the information from database structures in which the business activity is stored and inserts it into the GL_INTERFACE table. Some of the transferring concurrent programs by module are:

Module Program Executable AP Payables Transfer to General Ledger APPPST

* FA Create Journal Entries FAPOST AR General Ledger Transfer Program ARGLTP AX AX Transfer to GL AXXPSTGL

PA Interface Burden Cost to GL PADTBC

PRC: Interface Labor Costs to General Ledger PAGGLT PRC: Interface Usage Costs to General Ledger PASGLT PRC: Interface Revenue to General Ledger PATTGL

INV Transfer transactions to GL INCTGL *FA transfers directly to GL tables. If the information comes from an external module, the GL_INTERFACE table must be populated through a means such as SQL*Loader, Pro*C, a PL/SQL procedure or Applications Desktop Integrator (ADI). Following is a description of important fields in the interface table: Account Combination An account combination can be stored in two ways:

a. Entering a value for field CODE_COMBINATION_ID. b. Entering a value for each segment of the accounting flexfield in use. The fields are

SEGMENT1, SEGMENT2, … SEGMENTn according to the definition of the structure.

If the account combination is stored in both ways, the Journal Import process will take the value stored in the SEGMENTn columns.

Group ID This field is used by the sending process to group the transactions. When the information comes from Oracle Applications subledgers, the value for this field is assigned automatically and is defined by the sequence GL_INTERFACE_CONTROL_S. The Journal Import process selects records based on SOURCE and optionally GROUP_ID.

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Journal Type Budget, encumbrance or actual journals can be entered into GL_INTERFACE. The type of journal that is being created is stored in the field ACTUAL_FLAG. The possible values are:

A Actual E Encumbrance B Budget

Currency Conversion Journals entered in a currency other than the functional currency can be stored in two ways:

a. Enter the amount, conversion type and conversion date in the fields ENTERED_CR or ENTERED_DR, USER_CURRENCY_CONVERSION_TYPE and CURRENCY_CONVERSION_DATE respectively. If you enter a rate type of User, then you must also enter a conversion rate in the CURRENCY_CONVERSION_RATE column. For all other conversion types you must enter a conversion date in the CURRENCY_CONVERSION_DATE column. In this case, the Journal Import process automatically calculates the amount in the functional currency.

b. Populate fields ENTERED_CR or ENTERED_DR and ACCOUNTED_CR or ACCOUNTED_DR without specifying a conversion type and date. The Accounted amount must be your converted debit or credit amount.

Journal Source This value is stored in field USER_JE_SOURCE_NAME and corresponds to the name of the journal source. Examples: Receivables, Payables, Inventory, etc. Reference Fields The reference fields are optional, but if they are defined, they are interpreted in the following way:

REFERENCE1 Batch name. Its structure is: <Reference1><Source>

<Request ID> <Balance Type ><Group ID>

REFERENCE2 Batch description; if one is not defined, it will look like: Journal Import <Source><Request ID>

REFERENCE4 Journal entry name; with the format: <Category><Currency> < Conversion Type >< Conversion Rate> < Conversion Date ><Encumbrance Type ID><Budget Version> Some of this information depends on the journal type.

REFERENCE5 Journal entry description; if one is not given, it will follow this format:

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Journal Import - Request ID REFERENCE6 Reference or journal number. If it is not defined, it is

automatically defined as Journal Import Created. REFERENCE7 Reverse Journal Flag REFERENCE8 Reverse Journal Period REFERENCE10 Journal line description REFERENCE21 .. 30 The values and meanings for these fields depend on the

Journal Source. They store information used to identify and match the journal with the source document. The values for these fields map to REFERENCE_1 through REFERENCE_10 in the GL_JE_LINES table and the GL_IMPORT_REFERENCES table.

B. Journal Import Journal import is a complex tool, which performs a lot of validation on thousands of records at a time. Journal import loads data from the subledgers into the GL_INTERFACE table and then into GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES tables. ��Define the concurrent program controls. The Concurrent Program Controls form can be used to improve the performance of the Journal Import, MassAllocation/MassBudgeting, and Open Period programs. The performance of Journal Import can be improved by increasing the number of journal lines it holds in memory.

Form name: GLXSTCPC Responsibility: General Ledger Super User Navigation: Setup � System � Control

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��Submit Journal Import Run Once the data is in the GL_INTERFACE table, you can manually submit the import process from the Import Journals form.

Form name: GLXJIRUN Responsibility: General Ledger Super User Navigation: Journals � Import � Run Source: Select the Source from which you want Journal Import to create journal entries, such as Receivables, Payables, etc.. Group ID: If there is a value in the GROUP_ID field in the GL_INTERFACE table, either intentionally populated by the user, or by the subledger creating these transactions, then to import these transactions into General Ledger, the user must specify the Group ID on the Import Journals form. A list of values option is provided on the Group ID field on the Import Journals form, which allows the users to pick a valid value. General Ledger will then import data with the journal source and Group ID combination you specify. If you do not specify a Group ID, General Ledger imports data from the specified journal entry source with no corresponding Group ID (null Group ID).

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You can choose your run options as well as whether to import descriptive flexfields at this time. ��Journal Import Concurrent Program: GLLEZL This concurrent process generates a request log file and also an execution report. The request log file shows valuable information for troubleshooting purposes, such as:

• Set of books ID • Set of books name • Chart of accounts ID • Number of segments in the accounting flexfield and a description of each segment • Functional currency • Whether suspense accounting is enabled

The Journal Import Execution Report summarizes the results of the import and points out the lines that have errors. It also contains a description of all the possible error codes.

C. Journal Import Correct If the Journal Import run results in error, no records with the selected Source and Group_id will be imported. All of those rows will remain in the GL_INTERFACE table.

You can use the Correct Journal Import Data form to correct the errors. ��The first screen gives you the option to find the journals with certain errors. Form name: GLXJICOR Responsibility: General Ledger Super User Navigation: Journals � Import � Correct

Query on the errors you find in the Journal Import Execution Report to correct the data. You can only query journal import lines that have a status of Error or Corrected.

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��This screen shows the actual journal with the errors. Examples: EF04, EF02 etc.

Form name: GLXJICOR Once corrected you can then click on the Import Journals button to rerun Journal Import.

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��This screen shows the different types of information in the journal you can choose from: Batches/Journals, Accounts, Journal Lines, Descriptive Flexfields and References.

Depending on what the error is, select the part of the journal you need to go to in order to make your corrections.

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D. Journal Import Delete Use this form ONLY if the data can be repopulated into the GL_INTERFACE table, such as from a spreadsheet or from an external source.

Form name: GLXJIDEL Responsibility: General Ledger Super User Navigation: Journals � Import � Delete Select the Source, Request ID and Group ID. WARNING!!! After you click on the [Delete] button, you can not get the data back (if from a spreadsheet or another system (i.e. not a subledger) then it can be sent again). So be careful when you decide to do this!

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Section 4: Journal Import Error Codes (Per Journal Import Execution Report) Period Error Codes EP01 This date is not in any open or future enterable period. EP02 This set of books does not have any open or future enterable periods. EP03 This date is not within any period in an open encumbrance year. EP04 This date is not a business day. EP05 There are no business days in this period.

Unbalanced Journal Error Codes WU01 Warning: This journal entry is unbalanced. It is accepted because suspense posting is allowed in this set of books. EU02 This journal entry is unbalanced and suspense posting is not allowed in this set of books.

EU03 This encumbrance journal entry is unbalanced and the Reserve for Encumbrance account is not defined.

Flexfield Error Codes EF01 This Accounting Flexfield is inactive for this accounting date. EF02 Detail posting not allowed for this Accounting Flexfield. EF03 Disabled Accounting Flexfield. EF04 This is an invalid Accounting Flexfield. Check your cross-validation rules and segment values.

EF05 There is no Accounting Flexfield with this Code Combination ID.

Foreign Currency Error Codes EC01 A conversion rate must be entered when using the User conversion rate type. EC02 There is no conversion date supplied. EC03 A conversion rate type or an accounted amount must be supplied when entering foreign currency journal lines.

EC04 There is no conversion rate entered for this conversion date. EC05 There is no conversion rate entered for this conversion rate type. EC06 There are no conversion rates for this currency. EC08 Invalid currency code. EC09 No currencies are enabled. EC10 Encumbrance journals cannot be created in a foreign currency. EC11 Invalid conversion rate type. EC12 The entered amount must equal the accounted amount in a functional or STAT currency journal line.

EC13 The entered amount multiplied by the conversion rate must equal the accounted amount.

ECW1 Warning: Converted amounts could not be validated because the conversion rate type is not specified.

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Budget Error Codes EB01 A budget version is required for budget lines. EB02 Journals cannot be created for a frozen budget. EB03 The budget year is not open. EB04 This budget does not exist for this set of books. EB05 The encumbrance_type_id column must be null for budget journals. EB06 A period name is required for budget journals. EB07 This period name is not valid. Check calendar for valid periods. EB08 Average journals cannot be created for budgets. Encumbrance Error Codes EE01 An encumbrance type is required for encumbrance lines. EE02 Invalid or disabled encumbrance type. EE03 Encumbrance journals cannot be created in the STAT currency. EE04 The budget_version_id column must be null for encumbrance lines. EE05 Average journals cannot be created for encumbrances. Reversal Error Codes ER01 A reversal period name must be provided. ER02 This reversal period name is invalid. Check your calendar for valid periods. ER03 A reversal date must be provided ER04 This reversal date is not in a valid period. ER05 This reversal date is not in your database date format. ER06 Your reversal date must be the same as or after your effective date. ER07 This reversal date is not a business day. ER08 There are no business days in your reversal period. Descriptive Flexfield Error Codes ED01 The context and attribute values do not form a valid descriptive flexfield for Journals - Journal Entry Lines.

ED02 The context and attribute values do not form a valid descriptive flexfield for Journals - Captured Information.

ED03 The context and attribute values do not form a valid descriptive flexfield for Value Added Tax.

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Miscellaneous Error Codes EM01 Invalid journal entry category. EM02 There are no journal entry categories defined. EM03 Invalid set of books id. EM04 The value in the actual_flag must be "A" (actuals), "B" (budgets), or "E" (encumbrances).

EM05 The encumbrance_type_id column must be null for actual journals. EM06 The budget_version_id column must be null for actual journals. EM07 A statistical amount belongs in the entered_dr(cr) column when entering a STAT currency journal line.

EM09 There is no Transaction Code defined. EM10 Invalid Transaction Code. EM12 An Oracle error occurred when generating sequential numbering. EM13 The assigned sequence is inactive. EM14 There is a sequential numbering setup error resulting from a missing grant or synonym.

EM17 Sequential numbering is always used and there is no assignment for this set of books and journal entry category.

EM18 Manual document sequences cannot be used with Journal Import. EM19 Value Added Tax data is only valid in conjunction with actual journals. EM21 Budgetary Control must be enabled to import this batch. EM22 A conversion rate must be defined for this accounting date, your default conversion rate type, and your dual currency.

EM23 There is no value entered for the Dual Currency Default Rate Type profile option.

EM24 Average journals can only be imported into consolidation sets of books. EM25 Invalid average journal flag. Valid values are "Y", "N", and null. ** Batches listed under "Unbalanced Batches" have not been imported. **

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Section 5: Troubleshooting Scripts Following are some useful scripts to troubleshoot Journal Import errors:

Estimate the number of lines pending to import from GL_INTERFACE: q_ji1.sql : /* Lists all pending journal import groups and the number*/ /* of records in each group */ set linesize 120 col Currency format a8 spool q_ji1 Select set_of_books_id Book , user_je_source_name Source , user_je_category_name Category , currency_code Currency , trunc (date_created) Created , actual_flag Journal , count(*) from gl_interface group by set_of_books_id , user_je_source_name , user_je_category_name , currency_code , trunc (date_created) , actual_flag order by set_of_books_id, trunc (date_created) / spool off

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Total the debit and credit amounts within a Group_ID: q_ji2.sql : /* Calculates the total amounts for a given group id */ set linesize 120 col s_en_cr format S999,999,999.99 col s_en_dr format S999,999,999.99 col s_acc_cr format S999,999,999.99 col s_acc_dr format S999,999,999.99 spool q_ji3 Select user_je_source_name Source , User_je_category_name Category , currency_code Currency , sum (entered_cr) s_en_cr , sum (entered_dr) s_en_dr , sum (accounted_cr) s_acc_cr , sum (accounted_dr) s_acc_dr from gl_interface where group_id = &group_id group by user_je_source_name , User_je_category_name , currency_code / spool off The reference fields are used in different ways by each subledger. Following is the use that Oracle Accounts Payable gives to these fields: USER_JE_CATEGORY_NAME: Payments USER_JE_SOURCE_NAME: Payables

Reference21 Supplier name Reference22 Internal Invoice identification Reference23 Internal Check identification Reference24 External check number Reference25 Paid invoice number Reference26 'AP Invoices' Reference27 Payment number Reference29 Paid invoice identification Reference30 'CASH' or 'DISCOUNT' or 'LIABILITY'

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USER_JE_CATEGORY_NAME: Purchase Invoices USER_JE_SOURCE_NAME: Payables

Reference21 Supplier Name Reference22 Internal invoice identification Reference23 Distribution line number Reference25 Invoice number Reference26 'AP Invoices' Reference30 'EXPENSE' or 'IPV' or 'LIABILITY'

The following query groups journal lines for a particular group_id coming from Oracle Payables by Category and Internal Invoice Id, and sums the debit and credit amounts: q_ji3.sql : set linesize 120 col s_en_cr format S999,999,999.99 col s_en_dr format S999,999,999.99 col s_acc_cr format S999,999,999.99 col s_acc_dr format S999,999,999.99 col reference22 format a15 spool q_ji4 Select USER_JE_CATEGORY_NAME category , reference22 invoice_id , sum (entered_cr) s_en_cr , sum (entered_dr) s_en_dr , sum (accounted_cr) s_acc_cr , sum (accounted_dr) s_acc_dr , count(*) from gl_interface where user_jr_source_name = ‘Payables’ and group_id = &group_id group by USER_JE_CATEGORY_NAME, reference22 ; spool off In Oracle Account Receivables it is possible to identify the source documents through the following columns:

Reference21 Column posting_control_id from AR tables. Reference24 Invoice or credit memo identifier in AR.

Query q_ji3.sql can be modified to be used with the reference fields for AR.

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Known Issues For a listing of published notes, refer to Metalink: • Click on Technical Libraries • Click on [Applications] button (at the top) • Click on Financials • Click on General Ledger • Under Hot Topics, click on Top Product Articles • Click on [Journal Import] hyperlink