How to create/upload Journal Entries in Bulk

 

Why we need to do / Cause of the issue:

Using journal spreadsheet entry in Oracle Cloud allows the user to create/upload journal entries in bulk.

How do we solve:

To create and submit a standard spreadsheet journal entry in Oracle, perform the following steps:

 

 

Steps Action
1.         On the Oracle Applications Cloud login page, sign in using your login Credentials. On the Home page, click the General Accounting icon on the Springboard. Next, click the Journals icon in the General Accounting folder.

 

 
  Alternatively, you can click the Navigator (  ) icon on the top-left corner of the Home page and select the Journals link in the General Accounting section.

 
2.         On the Journals page, click the Tasks icon on the right side and then click the Create Journal in Spreadsheet link. Upon clicking this link, a spreadsheet will automatically download to your computer.

 

 

 
 

 

Note: To create a standard spreadsheet journal entry, you must have the Oracle ADFDI excel add-in installed as a prerequisite. View the Install ADFDI Job Aid for help.
3.         The JournalEntry.xlsx is located on the downloads bar. Click JournalExntry.xlsx.

 

 

 
4.         A Connect pop-up window is displayed. Click the Yes button to connect to the application URL.

 

 

 

Note: You may have to select Enable Editing on the Excel file to prompt the Connect pop-up window.
5.         Enter your credentials in the User ID and Password fields and click the Sign In button.

 
6.         On the Create Journal page, enter an appropriate name for the journal in the Journal field and enter a description in the Description field.

 

Then, select the appropriate option from the Ledger drop-down list. Next, enter the appropriate date in the Accounting Date field in the MM/DD/YYYY format.

 

 

 

Note: You can select the value in the Ledger field based on the Business Units.
7.         The Source field is auto populated. To select a category, double-click the Category field search for the relevant category and select OK.
8.         The Category pop-up window is displayed. To search for the journal entry category, enter search criteria in the Name field and click the Search button. Next, scroll down to the bottom of the Category pop-up window and click the OK button.

 

Note: You can also perform a wildcard search using the % symbol.
9.        

 

 

 Enter the details in all the mandatory (*) fields. In addition to the listed mandatory fields, please ensure you fill out the following header columns so the journal routes correctly: Description, Line Descriptive, Flexfield Values, Captured Information.

 

Tip: For detailed information and tips to complete the journal entry spreadsheet, view a sample journal entry here.

 

When you double-click a field, a pop-up window is displayed, which allows you to search for and enter specific values. Click the Select Account icon.

 

 

The Key Flexfield pop-up window is displayed. Select the required values in all the fields and click the OK button.

 

Note: To populate the various fields in the Key Flexfield pop-up window, you can either enter the values directly in the fields or use the drop-down arrows to search and select the relevant values.
10.     The value in the Accounts pop-up window is auto populated based on the values selected in the Key Flexfield pop-up window. Click the OK button. The Journal Lines section in the spreadsheet will update with the account details.

 

 
11.     Similarly, add another journal line to the spreadsheet. The account value is auto populated in the Accounts pop-up window. Click the OK button.
12.     Enter the amount in the Entered Debit and Entered Credit fields of the journal lines.

 

 

 

Notes:

●        You may insert additional rows if more journal lines are required to complete the journal entry.

●        You can also copy and paste values from an existing Excel file in the available fields.

●        When you enter a credit amount in the Entered Credit field, the Entered Debit field should be left blank and vice versa.
13.   14. Follow the steps below to complete the Journal Entry process.

 

Click the Submit button at the top of the page. Then continue to step 15 to complete the validation process.

 

 

 
15. The Submission Options pop-up window is displayed. Select the Submit Journal Import option and click the Submit button. Users must always select the Submit Journal Import option to ensure the journal goes into the system, can then be searched for, attachments added, posted, and subsequently routed to an approver

 

 
 

 

Note: If there are any errors or you missed required fields, a Status Viewer report appears on the right side of the page alerting you of the errors. You must enter valid values in the blank fields or fields with errors before re-submitting the journal.
16. A Confirmation pop-up window is displayed. Click the OK button. The journal entry submission process is now complete.

Tip: Please make a note of the process ID. It is used in the subsequent steps.
17. To validate the journal, import, click the Navigator icon. In the Navigator window, click the Scheduled Processes link in the Tools section.

 
18. The journal entry is listed in the Search Results section. The import process is completed with status marked as Succeeded.
19. To verify the journal creation, navigate to the Journals main page and click the Tasks icon. In the Tasks pane, click the Manage Journals link.

 

 
 
20. To search the journal, enter an appropriate value in one of the fields marked with two asterisks (*). The search fields include: Journal, Journal Batch, Accounting Period, Source, Category, and Batch Status. Next, click the Search button.

 

 
 

 
21. Click the link under the Journal column to view the journal.

 

 
22. The Edit Journal page is displayed. Attach any supporting documentation to the entry, by clicking the Plus (+) icon for the Attachments field in the Journal Batch section.

 
23. The Attachments pop-up window is displayed. To attach and upload the supporting documentation, click the Choose File button. Click the Plus (+) icon to attach additional supporting documentation. Once all the documentation is attached, click the OK button.

 

 

 

 
 

 

Note:  Users can upload files in different formats such as Word, Excel, PDF, URL, and others.
24. On the Edit Journal page, you can view the status of the journal entry.

 

After reviewing, click the Save button. Then, click the Post button to submit the journal for review and approval, prior to actual posting. This invokes the journal entry approval process. The journal is automatically posted upon Reviewer approval.

A Journal with a Batch Status is Unposted because it requires approval first. You can also view the Source, Approval Status, and Completion Status of the journal.

 

 

 

 

Note: If the Journal Batch was not posted, then the journal can be modified. If the Journal Batch was posted, then the journal cannot be modified; however, it can be reversed.
   

 

 

 

Conclusion:

Detailed steps provided to create journals in bulk

 

 

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