Create Journals

The key approaches to populating data in the worksheet are:

  • Enter data directly into the sheet.

  • Use the Data Form to enter the journal information. List of values are available, and the data will be validated.

  • Download existing journals using ‘Download via Form’ or ‘Download via Sheet’ and update the data as required.

Header

Select the Data Access Set and enter the unique Group ID.

glheader

Interface Unique ID

The Integrator generates a unique identifier (e.g ‘GLINT-2a66c6b6-fcb3-41ec-b6a1-52957dc801f4’) stored in ‘Reference 30’ in the interface table for tracking purposes.

Data Access Set

Select the Ledger or Ledger Set you have access to.

Group ID

Enter a unique Group ID. This groups your journals together for importing to the interface table.

Batch

Enter the relevant batch information.

glbatch

Journal Source - Profile Option to restrict LOV

To restrict users to select a single Journal Source, there is a More4apps Profile Option that can be created and then set in Oracle.

More4apps: Restrict General Ledger Journals Journal Source

It is critical that the profile is created in Oracle exactly as it is above - any starting or trailing spaces, different text cases used etc, will prevent the Profile from working.

Once created, the profile option value can be set at Site and User levels.

When this profile value is left blank, the LOV for 'Journal Source' will contain all sources which is the current behaviour.

If the profile is set to 'Manual', for example, the LOV for 'Journal Source' will only contain the value 'Manual'.

Uploading records that have other source values in the sheet will result in the upload being rejected due to an invalid source.

As profile values are cached on login, please ensure the user logs into the Integrator after the profile option value has been set.

Journal

Enter the key journal details.

gljournal1

Ledger

The available ledgers will be those assigned to the Data Access Set for the login user.

Ledger Entity

If the Ledger is configured for sequencing by legal entity, this field is mandatory. Select the legal entity from the list of values.

Accounting Period

Select an open and future enterable period from the list of values.

Important: Be aware that the format for this column can change and needs to be set to 'Text'.

Accounting Date

This date is required by the web service. It must fall between the selected period start and end date.

Journal Name/Description

These fields are optional, but they are useful for identification.

Control Total

This Integrator now has a Control Total field in the Header where a user manually enters a value. If populated, Entered debit journal lines associated with the journal header must balance to this value before they can be uploaded. This is ignored for the STAT currency.

Reversal

This tab contains the reversal journal fields.

glreversal

Example: Journal Header information.

gljournalheader

Attachments

Attachments are available at the Batch and Journal levels.

Attachments are created during the More4apps 'Refresh' stage of the upload process, after the journals have been successfully imported into Fusion. Values must exist in the appropriate 'Generated Batch Name/Generated Journal Name' worksheet fields, along with the 'Create' upload action, for attachments to be successfully uploaded. The Refresh process automatically populates these.

During the Refresh process, once you have uploaded and submitted the journal, the Integrator will prompt the following question:

attachments

If you click Yes and have 'Create' in the appropriate Attachments Upload Action column, the attachments will be uploaded. If you click No, the attachments will not be uploaded.

You can upload attachments to existing Batches and Journals, irrespective of their source, provided the original vaues exist in the 'Generated Batch Name/Generated Journal Name' fields. These can be repopulated, if necessary, by using the Integrator’s download feature.

To upload attachments later, ensure 'Create' is in the upload action column in the Batch Attachment and/or Journal Attachment sections (whichever is appropriate) and click 'Upload', not 'Refresh'.

Journal Lines

Open the data form to enter the journal line information

gljournallines

Account Validation

The ‘Validate Account’ column is required and determines how the ‘Account’ field is validated.

  • If set to ‘Yes’, the entire code combination will be validated. If set to ‘No’, the code combination’s segments are individually populated into the corresponding segments in the interface table, and no segment-level validation occurs.

  • If left blank, the default value is ‘Yes’.

Account

Enter the code combination directly into the field or search using the Account Selector.

glaccount

Foreign Currency

When entering foreign currency lines, you must enter a conversion rate type or provide an accounted debit/credit.

Descriptive Flexfields

Only Line level Standard and Captured Information DFFs are supported by the web services.

When processing multiple journals in a single batch, ensure you repeat the header and batch details for each journal. In the example below, Journal1 and Journal2 have the same Header and Batch information.

glimportant

Mixed Monetary and Statistical Journals

The Integrator supports the uploading of Mixed Monetary and Statistical Journals. Ensure the following prerequisites are met before entering combined statistical and monetary journals:

  • At the ledger level enable the option ‘Allow mixed statistical and monetary journals’.

  • Define statistical units of measure for the relevant natural account segments.

The journal currency is not STAT.
glmixedmonetary

Statistical Journals

Statistical Journals are typically entered with the ‘STAT’ currency and do not require debits and credits to balance.

glstatistical