GL Setup Upload  Help

GL Setup Upload creates and updates the General Ledger setup that you would otherwise maintain one screen at a time across the GL Setup menu: accounting calendars and their periods, period types, journal sources and categories, encumbrance types, statistical units of measure, ledger options, ledger sets, data access sets, and the AutoReverse and AutoPost criteria. Fifteen supplied templates mean you only ever see the columns for the one thing you are maintaining, and it is equally useful for downloading an existing setup to review or to document it.

When to use it

• Build a new calendar – create a calendar and all of its periods in one file rather than a row at a time.
• Set up reference data in bulk – period types, journal sources, journal categories, encumbrance types and statistical units of measure.
• Maintain ledger sets and data access sets – create the sets and add or remove their member ledgers.
• Change ledger options – update the options of existing ledgers.
• Maintain journal automation – AutoReverse criteria and their options, and AutoPost sets and their priorities.
• Review an existing setup – download any of the above without uploading a change, for review or documentation.

Before you start

• You are signed in to a responsibility with access to the upload in Blitz Report.
• Anything you reference already exists – each value is validated against its list. Ledgers in particular cannot be created here, so a ledger you assign to a ledger set must already exist.
• You know which entity you are maintaining, so you can pick the matching template.

Choose a template

There is one template per entity. It shows only that entity’s columns and sets the Row Type on every row, and it shows only the parameters that apply to that entity.

Step 1 – Set the parameters

Open GL Setup Upload in Blitz Report, choose the template for the entity you are maintaining and set the parameters. Calendar, Period Type and Chart of Accounts appear only on the templates they apply to.

The example below uses the Encumbrance Type template with Upload Mode Create, Update.

Step 2 – Run to download the Excel file

Click Run. The Excel file downloads and opens with one row per existing record of the selected entity, or an empty sheet in Create mode.

Step 3 – Enter or change the data

Change the columns of a downloaded row, or add new rows below. A row is created when the record does not yet exist and updated otherwise; edited rows are marked Update and new rows Create. Only the columns belonging to the row’s Row Type are read. A cell left blank keeps the stored value, and a row that changes nothing is reported as No change. and is not written. The rules for each row type are listed under Row types in detail below.

In the example, the Description of encumbrance type Encumbrance is changed and a new encumbrance type Grant Commitment is added.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and the upload’s own rules for each row type (for example, Periods Per Year for a new period type, Quarter between 1 and 4, Start Date on or before End Date), then saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. This submits the upload request, which processes each row independently, so one bad row does not stop the rest. Rows are processed in row type order (period types before calendar periods, a set before its assignments or options), and new calendar periods in year and period number order.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and message, for example Encumbrance type “Grant Commitment” created.

Row types in detail

Calendars

A Period Type row needs Periods Per Year and Year Type In Name to create it, and neither can be changed afterwards. Year Type In Name decides whether the two-digit year appended to a period prefix comes from the period start date (Calendar) or from the period year (Fiscal).

A Calendar Period row creates or updates one period. The calendar itself is created together with its first period, so you can simply type a new calendar name rather than creating the calendar separately; Calendar Description and Enable Security belong to the calendar. Enter either a Period Name or a Period Prefix (up to 12 characters, no spaces or quotes); a prefix is expanded to prefix-YY. Period Num cannot exceed the periods per year of the period type, and the dates of a non-adjusting period cannot overlap another period of the same period type. Once a period has been used, only its description and descriptive flexfield can still be changed. Set Delete Period to Yes to remove a period that has never been used. After the upload the calendar is checked for gaps and overlaps between its periods; any are reported as a warning on the row, and the Calendar Validation Report gives full details.

Journal reference data

Journal Source rows carry Import Journal References, Require Journal Approval, Import Using Key, Freeze Journals and the Effective Date Rule; Journal Source Key defaults to the source name. Journal Category rows create the category and, on creation, also seed its document sequence category and its AutoReverse options; Journal Category Key defaults to the category name. Encumbrance Type rows maintain the type and its Enabled flag – disable a type rather than trying to remove it. Statistical Unit of Measure rows assign a unit of measure to a natural account segment value of a chart of accounts, and Delete Stat UOM removes the assignment.

Ledgers and security

Ledger rows update the options of an existing ledger. New ledgers cannot be created here – only the Accounting Setup Manager can create a ledger, because creating one also builds the accounting setup around it.

Ledger Set and Data Access Set rows create or update the set itself; a new set needs at least one assigned ledger before it can be used. The short name, chart of accounts, calendar and period type of a ledger set, and the access set type, chart of accounts, calendar and period type of a data access set, are fixed once it exists. The sets themselves cannot be deleted by the upload.

The Ledger Set Assignment and Data Access Set Assignment rows add a member ledger, and Delete Assignment removes one. Assignments take effect once Oracle’s General Ledger Accounting Setup Program has processed them, so the upload submits that program for you, once per chart of accounts, and reports its request id in the row message.

Journal automation

An AutoReverse Criteria Set row creates the set together with an option for every journal category. An existing criteria set cannot be updated or deleted from the upload; change its AutoReverse Option rows instead, one per journal category, with Reversal Method, Reversal Period, Reversal Date, Autoreverse and Autopost Reversal.

AutoPost Set rows create or update the set, and AutoPost Option rows hold the priorities within it. The chart of accounts, calendar and period type of an AutoPost set are fixed once it exists. Delete Option set to Yes deletes the AutoPost set on an AutoPost Set row, and the priority on an AutoPost Option row.

What’s produced

• Created or updated General Ledger setup records for the entity of your rows, including their descriptive flexfield values.
• For ledger set and data access set assignments, a submitted General Ledger Accounting Setup Program request, with its request id reported on the row.
• A result report listing every row with a status (success, warning or error) and a message.

Common questions

Do I have to set the Row Type myself?
No. Pick the template for what you are maintaining and the Row Type is set on every row for you.

Does Upload Mode decide whether a row is created or updated?
No. A record is created when it does not exist and updated when it does. Upload Mode only decides whether the existing records are downloaded.

How do I create a new calendar?
Use the Calendar Period template and type the new calendar name on the period rows. The calendar is created together with its first period, so there is no separate step. The period type must already exist; create it first with the Period Type template if needed.

Why can I only change the description on some periods?
Because those periods have already been used. Oracle only allows the description and flexfield to change once a period has been used, and the upload enforces the same rule.

Why have my ledger set changes not taken effect?
Assignments take effect once Oracle’s General Ledger Accounting Setup Program has processed them. The upload submits that program automatically and reports its request id; if the request is still running, wait for it to complete.

How do I remove something?
Set the relevant Delete column to Yes: Delete Period for an unused calendar period, Delete Stat UOM for a statistical unit of measure, Delete Assignment for a ledger set or data access set member, and Delete Option for an AutoPost set or one of its priorities. Encumbrance types are disabled rather than deleted. Ledger sets, data access sets and AutoReverse criteria sets are deleted in their Oracle forms.

Troubleshooting