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ADI - Upload/Import Journals to GL

Distribution

UVA GL Budget Specialist

GL Accountant

GL Accounting Manager

GL Administrator

Ownership

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:

• Rows to Upload – All rows or just flagged rows

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.

• Pre-Validation – Full, Partial or None

• Full: validates all journal data against Lists of Values, cross-validation rules and segment security.
• Partial: validates all journal data except for accounts.
• None: performs segment security checking only.

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.

• Start Journal Import:  Check this box to start the journal import process automatically after the upload completes (see screen shot preceding Step 1).  When this box is checked, you can select additional options for the journal import process:

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.

• Post Account Errors to Suspense – DO NOT CHECK THIS BOX.  UVA has chosen not to post account errors to suspense. When suspense posting is enabled, checking this box will post journal entry lines with account errors to a predefined suspense account.
   
• Create Summary Journals – check this box to have General Ledger summarize all transactions that share the same account, period, and currency.  If you don’t check this box, General Ledger creates a journal line for every row in your journal worksheet.
  
  DO NOT check this box if you are uploading information into Descriptive Flexfields.
  
  
• Descriptive Flexfields – from the poplist, choose either:

• Do Not Import:  prevents importing descriptive flexfield values
• With Validation:  General Ledger validates descriptive flexfield values
• Without Validation:  General Ledger imports descriptive flexfield values without validating them

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:

• Submit a journal import request for the journal entry you created.  This import will pick up all outstanding Spreadsheet transactions waiting in the interface table.
• Submit a watch request to monitor your journal import request.  You can view the status of this request from the ADI Request Center.
• Display a window showing:

• Number of errors in the upload to interface table
• Journal Import Request ID
• A message indicating that watch request has been submitted for the Journal Import Request ID.

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:

• Close ADI and continue working in the General Ledger application
• Close the General Ledger application and continue working with ADI
• Close both applications if you are finished uploading journal worksheets.

  Effective: 08/13/04

  Revision: 2

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