You can organize journal entries with common attributes into batches. For example, you might group your journal entries by type or date. You can have multiple journals in one batch, or you can have a separate batch for each journal entry.
A batch can contain multiple journals, each of which can belong to a different ledger, but all of the ledgers within a batch must have the same calendar, period type, and chart of accounts.
All journal entries in a batch must share the same period. You can create a journal batch for any Open or Future Enterable accounting period, but you can only post batches in Open accounting periods.
If you do not want to enter batch information, you can enter a journal directly. General Ledger will create a batch for the entry automatically, using the source (Manual) combined with a unique batch ID and the system date.
Note: If budgetary control is enabled, all journals in a batch must be entered for the same ledger.
The data access set assigned to your user responsibility controls whether or not you can enter, modify, delete, post, and view journal batches for your ledger.
Full Read and Write Access: You can enter, modify, delete, post, and view journal batches for your ledger if your data access set provides full read and write access. The following lists the three types of full access:
Full data access 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 a ledger using the All Values check box
Management segment value data access type that provides read and write access to all management segment values for a ledger using the All Values check box
Partial Read and Write Access: If you have read and write access to some balancing segment values and management segment values, you have the following access:
Read and write access to specific balancing segment values or management segment values allows you to enter and view journal lines for those balancing segment values or management segment values. You can modify journal lines if you have read and write access to all of the balancing segment values or management segment values in the journal. You can post the journal batch if you have read and write access to all of the balancing segment values or management segment values in the journal batch.
Read Only Access: If you have read only access to a ledger, balancing segment values, or management segment values, you have view privileges only.
Read only access to the ledger allows you to view that journal.
Read only access to specific balancing segment values or management segment values enables you to view the journal lines with those balancing segment values or management segment values in the journal batch.
Additional Information: The lines generated for intercompany balancing may include balancing segment values or management segment values that are not included in your Data Access Set. If this occurs, you will not be able to view the generated lines. Hence, first review the intercompany balancing rules to determine their set up. Then review your Data Access Set to determine if it must be updated to obtain view access to the generated lines.
If you use Reporting Currencies, (Journal or Subledger Level), when you post the original journals in your source ledger, General Ledger automatically generates journals in your reporting currencies where the entered currency amounts have been converted to the reporting currency amounts.
If budgetary control is enabled, all journals in a batch must be entered for the same ledger. When the budgetary control batch is posted, however, posting may generate additional journals for reporting currencies within the same batch.
You may occasionally want to manually enter a journal directly into your reporting currency. If you do find it necessary to manually enter a journal batch in your reporting currency (journal or subledger level), use the Enter Journals window. Select the journal or subledger level reporting currency from the ledger's list of values and continue in the same manner as entering journals for a ledger.
Caution: Be careful when changing amounts in a reporting currency, since the changes will not be reflected in your source ledger. Making changes to a reporting currency's journals may also make it more difficult to reconcile your reporting currency to your source ledger.
Suggestion: In general, we suggest that you only enter or change your journals in your source ledger, and then allow posting to create the associated journals in your reporting currencies.
Note: You can modify the Enter Journals folder form to customize your query capabilities on existing journal information. Refer to the Oracle E-Business Suite User's Guide for more information on modifying and saving folder forms.
Prerequisites
Set your user profile options to define various journal entry features, including default categories and sequential document numbering.
If you have Journal Approval enabled for your ledger, have your system administrator set the following profile options:
Journals: Allow Preparer Approval - determines whether preparers can approve their own journals.
Journals: Find Approver Method - set the default method for seeking approval.
For entered currency journals, define rate types and daily rates.
Navigate to the Enter Journals window.
The Find Journals window appears.
From the Find Journals window, choose New Batch.
The Batch window appears.
Note: The Status region displays the current statuses for Posting, Funds Reservation, and Journal Approval.
Enter an optional Batch name to identify the batch in General Ledger and journal entry reports. The batch name must be unique for the combination of chart of accounts, accounting calendar, and period type level.
If you do not enter a batch name, General Ledger creates a default name from the source, combined with a unique batch ID and the system date.
Enter the accounting Period for which you want to post the entries in your journal batch. General Ledger defaults to the latest Open period.
Note: If you enter a period prior to the current accounting period and the user profile option Journals: Enable Prior Period Notification is set to Yes, General Ledger displays a message indicating that you are entering a prior period journal. You must confirm that this is what you want to do.
Balance Type is a display-only field. It displays Actual when you are entering actual journals.
(Optional) Enter a Description for the journal batch.
If you have average balance enabled and your ledger is a consolidation ledger, select Standard or Average as the Journal Type.
In a consolidation ledger, you can create journal entries that affect either standard or average balances. The balances are not linked. In a non - consolidation ledger, you can only create journal entries that directly affect standard balances. Average balances are calculated automatically from your standard balances.
Note: The Journal Type field is displayed only when a consolidation ledger is defined in the application.
(Optional) Enter a Control Total if you want to verify the total debits for your journal batch against the batch control total. You can also enter a control total at the journal entry level.
Choose Journals to add journals to the batch.