GL Journal Upload loads new General Ledger journals into Oracle EBS from Excel. You choose a ready-made template for the kind of journal you are loading, enter your batches, journals and lines in the downloaded spreadsheet, and the upload runs Oracle’s standard Journal Import to create the journals. It can also check that each journal balances before import and, afterwards, attach your file to the journal, submit it for approval and submit it for posting.
When to use it
- Manual actuals – load a batch of manual journals instead of keying them line by line in the Journals form.
- Foreign currency – load journals in a foreign currency, with the conversion type, date and rate per line.
- Budget journals – load amounts into an open budget version.
- Encumbrance journals – load encumbrance entries by encumbrance type.
- Auto-reversing journals – create a journal that reverses itself automatically in a chosen later period.
- Import and, in the same run, submit the journals for approval and/or posting, and attach supporting documents.
Before you start
- Blitz Report is installed and you are signed in to a General Ledger responsibility that has access to the target ledger.
- The GL period for your accounting date is Open.
- Each journal balances (debits equal credits) and has at least two lines – the upload can check this for you.
- To post during the upload, your responsibility must be allowed to post journals; otherwise the journals are imported and left for you to post.
Choose a template
GL Journal Upload comes with a ready-made template for each kind of journal. Pick the one that matches what you are loading – it sets the journal type, shows the right columns and hides the options that do not apply. The global default is Functional Actuals.
| Template | Use it for |
|---|---|
| Functional Actuals (default) | Ordinary actual journals in your ledger currency. |
| Foreign Actuals | Actual journals in a foreign currency – adds the Conversion Type, Date and Rate columns. |
| Budget Journal | Budget journals – adds the Budget column. |
| Encumbrance Journal | Encumbrance journals – adds the Encumbrance Type column. |
Each of these also comes in a (with attachment) version that adds columns for attaching supporting documents to the journal. Because the default template is Functional Actuals, the Allow Foreign Currency option is not shown until you choose the Foreign Actuals or Budget template.
Step 1 – Choose a template, set the options and download
In Blitz Report, open GL Journal Upload, choose your template, and set the options you want before downloading:
| Option | What it does |
|---|---|
| Check if Journal Balanced | Checks that each journal’s debits equal its credits, and that it has at least two lines, before import. |
| Submit for Approval | After import, routes the journals into the GL approval workflow. |
| Submit Journal Post | After import, submits the journals for posting (available only if your responsibility can post). |
| Attach Upload file to Journal | Attaches the uploaded workbook to each created journal. |
Run the upload to download and open the Excel file.
Step 2 – Enter the journal header on each line
A single journal can span many spreadsheet rows. Lines are grouped into one journal by the header values they share, so repeat these on every line of the same journal: Ledger Name, Source, Category, Currency, Accounting Date, Period, and the Batch Name and Journal Name you want. Batch and journal descriptions and a journal reference are optional. The Budget, Encumbrance Type and Conversion columns appear only in the matching template.
Step 3 – Enter the journal lines
- Account – enter the account as an Account Alias, the full concatenated Account, or the individual segment columns. The combination must be valid, enabled and postable.
- Debit / Credit – put the amount in exactly one of these on each line. Statistical lines use the Stat Amount column instead.
- Line Description is optional.
- To schedule an auto-reversal, set Reverse Journal to Yes and choose a Reversal Period later than the accounting date.
Step 4 – Validate and Save
Click Validate and Save. This checks that the required values are present and runs the upload’s built-in Excel validation – for GL Journal, this is where each account is checked against your cross-validation rules, so invalid combinations are caught before you submit. Correct anything it flags, and save the file.
Step 5 – Upload and view the result
Back in Blitz Report, click Upload and select your saved file. This submits the Blitz Upload request, which stages your lines and runs Journal Import – and then attaches the file and submits the journals for approval and/or posting if you chose those options. When it finishes, a result report opens showing each row as success or error.
What’s produced
- Real General Ledger journals – imported batches, journals and lines, queryable in the Journals form – optionally approved, posted and with your file attached.
- A result report listing every row with a status (success or error) and a message. Successful rows show the created Journal Name and Batch Name; rejected rows show the reason, so you can correct and re-upload.
Common questions
Where is the Allow Foreign Currency option?
It is hidden under the default Functional Actuals template. Choose the Foreign Actuals template to load foreign-currency journals – it turns on foreign currency and adds the conversion columns.
Can I update or delete an existing GL journal with this upload?
No. It only creates new journals through Journal Import. To change a posted journal, reverse it or create an adjusting journal; unposted journals can be edited in the Journals form.
How are my lines grouped into journals?
By the header values each line carries – Ledger, Source, Category, Period, Currency, Batch Name and Journal Name. Lines that share the same combination become one journal, so repeat the header on every line.
Will my journal be posted automatically?
Only if you set Submit Journal Post to Yes and your responsibility is allowed to post. Otherwise the journal is imported, and optionally approved, and left for you to post.
How do I create a reversing journal?
On the lines, set Reverse Journal to Yes and choose a Reversal Period after the accounting date. This schedules the journal to reverse automatically in that period; it does not reverse an already-posted journal.
Troubleshooting
| Message | Cause | What to do |
|---|---|---|
| You must enter a value in either the Debit column or the Credit column | A line has neither a debit nor a credit amount. | Enter the amount in Debit or Credit, or in Stat Amount for a statistical line. |
| The account combination is invalid | Validate and Save found an account that breaks a cross-validation rule, or the account is disabled or a summary account. | Use a valid, enabled, postable account combination. |
| Entered amounts for the journal are not balanced | Check if Journal Balanced is on and the journal’s debits do not equal its credits. | Correct the line amounts so debits equal credits. |
| Journal Import was not submitted because lines failed validation | One or more lines in the group did not pass validation. | Fix the rows flagged as errors in the result and re-upload. |
| GL period not open | The accounting date falls in a period that is not Open. | Use a date in an open GL period. |