GL Journal Upload creates new General Ledger journals in Oracle EBS from Excel. You choose a template for the kind of journal you are loading, enter the journal lines in the Excel file, and the upload stages them in the GL interface and runs Oracle’s standard Journal Import to create the batches and journals. It can check that each journal balances before import and, after import, attach the uploaded file to the journals, submit them for approval and submit them for posting.
When to use it
- Load manual actual journals, such as accruals, reclassifications and allocations, instead of keying them in the Enter Journals form.
- Load journals in a foreign currency with the conversion type, date and rate per line.
- Load budget journals into a budget, or encumbrance journals by encumbrance type.
- Create journals that reverse automatically in a later period.
- Import, approve and post in one step, with the source spreadsheet attached to the journal.
Before you start
- Access to Blitz Report from a responsibility whose GL data access set gives write access to the ledger.
- The GL period of each accounting date is open.
- The journal source and category exist. Use a source that does not require approval unless you want the journals routed for approval.
- To post during the upload, the responsibility must be allowed to post journals.
Choose a template
Each template sets the journal type and shows the columns that kind of journal needs. The default is Functional Actuals.
| Template | Use it for |
|---|---|
| Functional Actuals (default) | Actual journals in the ledger currency, with Stat Amount for statistical quantities and Reverse Journal / Reversal Period. |
| Foreign Actuals | Actual journals in any enabled currency. Adds Conversion Type, Conversion Date and Conversion Rate and shows the Allow Foreign Currency parameter. |
| Budget Journal | Budget journals. Sets Journal Type to Budget and adds the Budget column; the account lists offer accounts that allow detail budgeting. |
| Encumbrance Journal | Encumbrance journals in the ledger currency. Sets Journal Type to Encumbrance and adds the Encumbrance Type column. |
Each template also has a (with attachment) version that adds columns to attach a document to the journal.
Step 1 – Set the parameters
Open GL Journal Upload in Blitz Report, choose the template and set the parameters:
| Parameter | Meaning |
|---|---|
| Journal Type | Actual, Budget or Encumbrance. Set by the template; it controls which accounts and currencies the lists offer. |
| Attach Upload file to Journal | Yes attaches the uploaded Excel file to each created journal. |
| Submit for Approval | Yes starts the journal approval workflow after import for batches that require approval. |
| Submit Journal Post | Yes submits the imported batches for posting. Yes is offered only when your responsibility can post journals. |
| Check if Journal Balanced | Yes (the template default) rejects a journal whose debits do not equal its credits, or that has only one line, before Journal Import runs. Statistical journals are not checked. |
Step 2 – Run to download the Excel file
Click Run. The upload only creates journals, so the Excel file opens as an empty sheet with the columns of the chosen template. The account segment columns are headed with the segment names of your chart of accounts.
Step 3 – Enter the journal lines
Enter one row per journal line:
- Ledger Name, Source, Category, Currency and Accounting Date on every line. Period defaults to the open period of the accounting date.
- Batch Name and Journal Name: lines with the same ledger, source, category, period, currency, batch name and journal name form one journal, so repeat them on every line of the journal. Batch Description, Journal Description and Journal Reference are optional.
- The account: pick an Account Alias or a Concatenated Segments value, which fills the segment columns, or enter the segment columns directly.
- The amount in Debit or Credit. For a statistical journal in currency STAT you can enter the quantity in Stat Amount instead: positive becomes a debit, negative a credit.
- Optional Line Description, and Reverse Journal Yes with a Reversal Period for a journal that should reverse automatically.
Step 4 – Validate and Save
Click Validate and Save. This checks for missing required values, that each line has a debit or credit, that the segment values of a new account combination exist, are enabled, active and not parent values, and validates the journal line descriptive flexfield, 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 validates the lines, stages them in the GL interface and runs Journal Import, followed by the attachment, approval and posting steps you selected. If any line fails validation, Journal Import is not run and no journal is created.
Step 6 – Review the result report
When the requests complete, a result report opens listing every row with its status and message. Successful rows show the created journal and batch name; rows rejected by Journal Import show the Journal Import error.
What’s produced
- Unposted GL journal batches and journals, or approved and posted ones if you chose those options, with the upload file attached if requested.
- A result report listing every row with a status (success or error) and a message.
Common questions
Why are the batch and journal names longer than what I entered?
Journal Import makes the names unique: it adds the category and currency to the journal name, and the source, journal type and request identifiers to the batch name.
Can I update or delete existing journals with this upload?
No. It only creates journals. Change unposted journals in the Enter Journals form, or reverse a posted journal.
Where are the cross-validation rules checked?
Validate and Save checks the individual segment values of a new account combination. Cross-validation rules and dynamic insertion are applied by Journal Import, and a failing line shows the Journal Import error in the result report.
How do I load foreign currency journals?
Use the Foreign Actuals template. With Allow Foreign Currency Yes the Currency list offers all enabled currencies, and you enter the conversion type, date and rate per line; otherwise it offers only the ledger currency and STAT.
Why is Yes not offered for Submit Journal Post?
Your responsibility is not allowed to post journals. Import the journals and post them from a responsibility that can.
Troubleshooting
| Message | Cause | What to do |
|---|---|---|
| Ledger is invalid. | The ledger is not in the data access set of your responsibility. | Upload from a responsibility with access to the ledger. |
| Debit or Credit amount must not be null. / You must enter a value in either the Debit column or the Credit column. | The line has no amount. | Enter the amount in Debit or Credit, or in Stat Amount for a STAT line. |
| Invalid value … for segment … / Segment value … is a parent value and cannot be used in transactions. | A segment value of a new account combination does not exist, is disabled, inactive or a parent value. | Use a valid child value, or pick the account from the list. |
| GL Account is invalid. | The Concatenated Segments value is not an enabled, active detail account of the ledger’s chart of accounts. | Pick the account from the list. |
| Entered amounts for the journal are not balanced. / A journal must have at least two journal entry lines. | Check if Journal Balanced is Yes and the journal’s lines do not balance, or it has a single line. | Correct the amounts, or check that Batch Name and Journal Name are the same on all lines of the journal. |
| Journal Import was not submitted because … journal lines failed validation. | Other lines of the upload are in error, so nothing was imported. | Correct the lines marked Error and upload again. |
| Journal Import completed in Error (or Warning). Oracle request id: … | Journal Import rejected lines, for example a closed period, a cross-validation failure or an account that does not allow posting. | Read the error shown per row and in the Journal Import execution report, correct the lines and upload again. |
| Warning Submit Approval Failed for … / Warning: Submit Posting Failed for … | The journals were imported, but approval or posting could not be started. | Read the reason given, then approve or post the batch in General Ledger. |