Create a Journal Batch Using Microsoft Excel

Overview

Journals can be entered directly into Oracle via the Create Journal task, or you can opt to create specific journal entries using an Excel workbook template downloaded from within Oracle. The Excel workbook template contains worksheets for entering a single journal, multiple journals, or bulk journals and provides a button for uploading the journals directly into Oracle.

 

To upload journals using the downloadable Excel workbook template, the Oracle Application Developer Framework Desktop Integration (ADFdi) add-on must be installed. See ADFdi Installation for the steps to download and install the application.

 

Warning: The Excel workbook template referred to in this topic is Oracle standard functionality and DOES NOT refer to custom daily journal templates provided by Corporate Hotel Accounting. Please contact Corporate Hotel Accounting to obtain the custom daily journal templates or to ask any questions about the business process of completing and uploading the templates into Oracle.

 

Download the Spreadsheet

Use the following steps to download the spreadsheet and create the Journal Batch using Microsoft Excel:

Step Action Illustration

1

 Click General Accounting and select Journals. The Journals screen appears.

2

 Click the Task icon on the right side of the screen and select Create Journal in Spreadsheet. The Opening JournalEntry.xlsx pop-up window appears.

3

 Ensure Save File is selected and click OK. The file is downloaded and waiting to be opened from the Downloads button in the Firefox task menu.

4

 Click the Downloads icon in the Firefox task menu and click the JournalEntry.xlsx file to open it.
 
Microsoft Excel initiates and opens the file.

5

 A Connect pop-up appears indicating that a connection to Oracle is being established.  Click Yes.
 
Note: If prompted to sign into Oracle, enter your credentials and click Sign In.  See Step 6.

6

 On the Login Prompt, double click the company Sign In for single sign on access.
 
The RNET login displays.  Enter the RNET credentials and click Sign In.
 
 		   

7

 The Excel template opens fully.
 
Ensure the appropriate worksheet is activated.

8

 Complete all business-required cells in the header and Journal Lines sections, marked with an *.

 

Note:

  • Document the Journal Name for quick reference when verifying that the journal uploaded successfully in later steps.
  • If the Company code is unknown, double-click the cell to look up and select the appropriate account code based on input parameters. Selecting the code auto-populates the Company, Department, Account, Project, InterCompany, Future1, and Future2 fields.

Important: Do not alter fields formatted in gray or the following fields:

  • Group ID
  • Source
  • Key

9

 When the entries are complete, click the Create Journal tab to view the ADFdi add-in tasks.

10

 Click Submit.
 
A Log In prompt displays.
 
A Submission Options pop-up appears.

11

 Select the following options and click Submit:
  • Submission Option: Click the default,  Submit Journal Import and Posting.  
    Submit and Post is the only option that should be used. Clicking any other option may delay the posting up to 24 hrs.
  • Import Descriptive Flexfields: No

 

A Confirmation window appears showing  the process has been submitted.

12

 On the Confirmation window, notate the submission number for validation.
 
Click OK.
 
In the Journal Lines section, the process will display and the Row Status field changes for to Success for a  successful upload.

13

 To verify the journal uploaded correctly, see Verify Journal Upload  

14

 If an error is detected in a journal line, an Error column displays the error message.  
 
Click the Error cell to see the complete message in the Formula bar.
 

Updated 4/9/2019 JM