ADI - Upload/Import Journals to GL
UVA GL Budget Specialist
GL Accounting Manager
The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Applications Desktop Integrator
B ® Ledger ® Upload to Interface
Upload Journals to Interface
With your Journal Worksheet open, click on the ‘Ledger’ icon (open book; third from left) on the ADI toolbar. Select ‘Upload to Interface’ from the list of values.
1. Enter your Journal Upload Options:
NOTE: If you have copied and pasted any journal lines, ADI does not automatically place a flag in the Upload column. You must put your cursor in that field and type any character or number to set the flag.
NOTE: The Journal Wizard interprets three adjoining blank rows in a journal worksheet as the end of the journal entry. Therefore, any journal lines that appear after three blank rows are ignored when you upload your journals.
USE FULL VALIDATION IN ALL UPLOADS!
NOTE: Pre-validation will check your journal entry data against rules and values defined in the General Ledger. Performing this step minimizes the possibility of import failures due to validation errors.
UVA GL Specialist or UVA GL Budget Specialist: The “Start Journal Import” check box and the choices listed below are grayed out (see preceding screen shot) on your screens. Go directly to Step 2 to upload your journal entries to the Interface Table.
2. Click [OK] (green check mark) to upload the journals to the interface table or Cancel (red X) to abandon.
NOTE: For rows that do not upload successfully, the system provides an explanation in the Messages section of the journal worksheet. Otherwise the Upload Success Indicator should be displayed next to every line that uploaded successfully. If you do not choose to start the journal import process automatically after the upload completes, the system displays the following message:
NOTE: The information screen above is an example of a successful upload to the Interface Table for the UVA GL Specialist and the UVA GL Budget Specialist.
All other GL responsibility holders will see another line indicating how many rows were successfully imported to GL if the “Start Jounal Import” box was checked in Step 1.
If you choose to start the journal import process automatically after the upload completes, the system will do the following:
3. Log in to the Integrated System General Ledger to Reserve Funds and Approve Batch on the newly uploaded journals. Once your journal entry has been approved, it is ready for posting.
Note: Central users in Accounting Services post some categories of journals manually; others are posted automatically.
UVA GL Specialist or UVA GL Budget Specialist: You must wait at least one hour before you complete Step 3. This allows the next cycle of hourly, automated imports to GL to complete before you open the journals and click “Reserve Funds” and “Approve Batch.”
4. When the journal entry has been approved or forwarded to an approver you may:
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