Use Journal Import to integrate information from other applications such as payroll, accounts receivable, accounts payable and fixed assets with your General Ledger application. For each accounting period, you can import accounting data from these feeder systems, then review, update and post the journal entries. You can also use Journal Import to import historical data from your previous accounting system.
General Ledger lets you import data from multiple interface tables. This allows you to customize interface tables to your specific requirements. Each particular source/group ID combination will only have data in one interface table at a time. Journal import will process data from one table at a time.
The data access set assigned to your user responsibility controls what journal data you can import into your ledger as follows:
Full Read and Write Access: You can import all valid journal lines into your ledger if your data access set provides full read and write access. The types of full access are as follows:
Full Ledger data access set type that provides read and write access to the full ledger.
Balancing Segment Value data access type that provides read and write access to all balancing segment values for the ledger using the All Values checkbox.
Management Segment Value data access type that provides read and write access to all management segment values for the ledger using the All Values checkbox.
Partial Read and Write Access: If you have read and write access to some balancing segment values and management segment values, your access is as follows:
Partial read and write access to specific balancing segment values or management segment values allows you to import journal lines for those balancing segment values or management segment values.
Read Only Access: If you have read-only access to a ledger, balancing segment values, or management segment values, you cannot import journal data for that ledger.
Read-only access to the ledger prevents you from importing data for that ledger.
Read-only access to balancing segment values or management segment values prevents you from importing data for that ledger. Journal import completes with an error message.
Set up General Ledger to accept Journal Import data by defining your ledger, currencies, accounts, journal sources, and categories. You should also run the Optimizer program, and define your concurrent program controls.
Export data from your feeder system and populate the GL_INTERFACE table.
Run Journal Import.
If your import program converts your journal entries from other sources into the required data format, and all of the data is valid in your General Ledger application, then Journal Import should run successfully. However, if you load data into the GL_INTERFACE table which is not valid in your General Ledger application, Journal Import informs you of the specific errors on the Journal Import Execution Report.
You must have read and write access to the ledger, or read and write access to the balancing or management segment values in the interface table to run import.
Note: If you are importing from subledgers that are integrated with Subledger Accounting and have chosen not to run Journal Import automatically when transferring amounts to General Ledger from your subledgers, you must run Journal Import manually in your ledgers and in each of your subledger level reporting currencies if you use subledger level reporting currencies.
Use the Journal Import Execution Report to review the status of all import journal entries. The Journal Import Execution Report prints a line for each journal entry source from which you are importing journal entries.
If you encounter relatively few Journal Import errors, you can correct the data in the GL_INTERFACE table.
If you encounter several Journal Import errors, you should delete the Journal Import data from the GL_INTERFACE table, and correct the information in your feeder system before rerunning Journal Import.
Review the journal entries created by Journal Import before you post them.
Post your Journal Import journal entries. You must have read and write access to the ledger or read and write access to the balancing segment values or management segment values in the journal lines to post the journal batch.
Note: If you use subledger level reporting currencies or subledger level secondary ledgers, make sure the Journal Conversion rules have been correctly defined in Accounting Setup Manager. General Ledger Posting uses the Journal Conversion rules to determine the journals that match a particular source and category combination to be replicated to the reporting currencies and secondary ledgers during posting. The Journal Conversion rules must not allow subledger sources that integrate with Subledger Accounting to be converted to subledger level reporting currencies or transferred to subledger level secondary ledgers. This prevents the double counting of subledger journals; once by Subledger Accounting and again by General Ledger Posting.
Note: You can only import data from a single ledger for a single journal import run.