Oracle General Ledger Journal Import Process Overview

Abstract

Accounting transactions are originated as a result of normal business activities in Financial and Manufacturing modules of Oracle Applications, as well as in external modules. In order to register those transactions into the General Ledger, a process called Journal Import must take place.

This process works based on the existing data in an interface table. The table is called GL_INTERFACE.

Each subledger populates this table through one or more specific processes. Once the information is in the interface table, the Journal Import process loads the General Ledger tables creating unposted journal batches.
Details

Section 1: Journal Import Overview

Accounting transactions are originated as a result of normal business activities in Financial and Manufacturing modules of Oracle Applications, as well as in external modules. In order to register those transactions into the General Ledger, a process called Journal Import must take place.
This process works based on the existing data in an interface table. The table is called GL_INTERFACE.

Each subledger populates this table through one or more specific processes. Once the information is in the interface table, the Journal Import process loads the General Ledger tables creating unposted batches.
The only exception to this process is the Oracle Fixed Assets module before Family Pack G, which directly loads the General Ledger tables. Currently FA also populates the GL_INTERFACE table to transfer the accounting data to GL.

The following diagram illustrates the flow of the procedure:
SEQ.    ACTION    CONDITION    GO TO
1    Populate GL interface table (subledgers, external systems, ADI, etc.)        2
2    Import journal by Source / Group ID        3
3    Journal Import terminated without Errors? (check the execution report for errors or warnings)    Yes    11
No    4
4    Is the Source a standard Subledger?    Yes    5
No    9
5    Correct the errors in the Source. In case of a standard subledger you may need support assistance.        6
6    Is a R12 environment? (then no need to delete as already rolled back to XLA)    Yes    8
No    7
7    Delete the incorrect batch to be imported again.         8
8    Need to Transfer the corrected batch again from the source        1
9    Many Errors ?    Yes    7
No    10
10    Use the Correct Journals form to fix the errors in the interface        2
11    The batch is created ready for Posting        END

Section 2: Data structures involved in the Journal Import process
GL_INTERFACE
This table is used to import journal entry batches through Journal Import. You insert rows in this table and then use the Run Journal Import form to create journal batches. Currently the Journal Import can import from tables with different names, but the same structure.
You must supply values for all NOT NULL columns.
Not Null Columns (may have variations depending on the release):
STATUS
ACCOUNTING_DATE
CURRENCY_CODE
DATE_CREATED
CREATED_BY
ACTUAL_FLAG
USER_JE_CATEGORY_NAME
USER_JE_SOURCE_NAME
GL_INTERFACE_CONTROL
This table is used to control Journal Import execution. Whenever you start Journal Import from the Import Journals form, a row is inserted into this table for each source and group_id that you specified. When Journal Import completes, it deletes these rows from the table. If you run Journal Import from outside of the Import Journals form, you must insert a row into the GL_INTERFACE_CONTROL table first.
Is from this table that Journal Import knows the name of the interface table to import (INTERFACE_TABLE_NAME).
The phase of the process is indicated through the Status field. It can have the following values:
P - Pending; the journal import process has not been started.
S - Selected; the data group identified by Source and Group id has been selected for processing.
I - In process; the data group identified by Source and Group id has been selected and is actually in process.
Not Null Columns:
JE_SOURCE_NAME
STATUS
GL_INTERFACE_HISTORY
This table stores the rows that are successfully imported from the GL_INTERFACE table through the import process. The General Ledger application adds rows to this table every time you successfully run Journal Import, with the Archive Journal Import Data option enabled. This option is defined on the Concurrent Program Controls form. This option increases execution time but can be used for auditing purposes.
You use this information for historical reference only. General Ledger does not use the data stored in this table.
GL_IMPORT_REFERENCES
Depending on the Journal Source configuration, this table may be populated by the Journal Import Process. You can specify the Journal Entry sources for which you want to maintain your transaction's origin by entering 'Yes' in the Import Journal References field of the Journal Sources form. When Journal Import is run for a source that has 'Yes' set for the Import Journal References field, this table will be populated with the necessary information to match journal entry lines to the originating documents in the source. This functionality is known as Account Drilldown.
This uses the following fields to link to the subledger information:
gl_sl_link_id
gl_sl_link_table
In R12 normal subledgers this always points to the XLA tables (value is 'XLAJEL'), whilst in 11i it points to subledger specific tables.

The data stored in this table may vary depending on the release and type of transaction. The reference fields are used in different ways by each subledger.
In the following table is the use that some of the most common subledgers give to these fields:
Transactions    Reference
1    Reference
2    Reference
3    Reference
4    Reference
5    Reference
6    Reference
7    Reference
8    Reference
9    Reference
10
RELEASE 11i    









Payables/Payments    Vendor name    Invoice id    Check id    External check number    Paid invoice number    'AP Payments'    SOB id    Invoice distribution line number    Invoice payment id    Cash, Discount, Liability, Exchange Gain,
Exchange Loss,
Future Pay
Payables/Invoices    Vendor name    Invoice id    Distribution line number    
Invoice number    'AP Invoices'    SOB id    

Expense, Liability
Receivables/Transactions    posting control id    customer trx id    cust trx line gl dist id    trx number    cust account number    CUSTOMER    bill to customer id    CM, DM, CB, INV    type||account class    RA_CUST_TRX_LINE_GL_DIST
Receivables/Receipts    posting control id    cash receipt id ||cash receipt history id    line id    receipt number    

pay from customer    TRADE    TRADE_'source_type'    AR_CASH_RECEIPT_HISTORY
Receivables/Applications (cash)    posting control id    cash receipt id ||receivable application id    line id    receipt number    trx number, null    cust trx type    pay from customer    TRADE, CCUR    application type||source type    AR_RECEIVABLE_APPLICATIONS
Receivables/Applications (CM)    posting control id    receivable application id    line id    trx number    trx number, null    cust trx type    bill to customer id    CMAPP    application type||source type    AR_RECEIVABLE_APPLICATIONS
Receivables/Adjustments    posting control id    adjustment id    line id    trx number    adjustment number    cust trx type    bill to customer id    ADJ    ADJ_source type    AR_ADJUSTMENTS
Receivables/Miscel.Rec.    posting control id    cash receipt id    line id    receipt number    cash receipt history id    
pay from customer    MISC    MISC_source type    AR_CASH_RECEIPT_HISTORY
Receivables/Bills Receivable    posting control id    transaction history id    line id    trx number    customer trx id    cust trx type    drawee id    cust trx type    BR_source type    AR_TRANSACTION_HISTORY
Purchasing    PO, REQ    doc header id    doc distribution id    doc number    





Inventory    mta.gl batch id    mta.organization code    







Consolidations (TRX)    consolidation id    consolidation run id    source hournal header id    source journal line num    source ccid    'Transaction'    subsidiary SOB    
source batch id    
Consolidations (BAL)    consolidation id    consolidation run id    source ccid    currency type    budget version id    'Balances'    subsidiary SOB    period    amount type    actual amount
Intercompany    transaction number    transaction id    offset line number    CLEARING, OFFSET    SENDER, RECEIVER    




RELEASE 12    









(all subledgers)    



entity_id    accounting_event_id    ae_header_id    ae_line_num    DR amount    CR amount


Section 3: Transfer and Import Processes
A. Entering transactions into the Interface Table
In Oracle Applications, modules such as AP, AR, PO, INV and WIP have concurrent processes that take the information from database structures in which the business activity is stored and inserts it into the GL_INTERFACE table.

Some of the transferring concurrent programs by module in Release 11i are :
Module    Program    Executable
AP    Payables Transfer to General Ledger    APPPST
FA    Create Journal Entries    FAPOST
AR    General Ledger Transfer Program    ARGLTP
AX    AX Transfer to GL    AXXPSTGL
PA    Interface Burden Cost to GL    PADTBC
PRC: Interface Labor Costs to General Ledger    PAGGLT
PRC: Interface Usage Costs to General Ledger    PASGLT
PRC: Interface Revenue to General Ledger    PATTGL
INV    Transfer transactions to GL    INCTGL


In R12 the Create Accounting for each subledger populates the common XLA tables (Subledger Accounting). When the accounting is Final then the Transfer Journal Entries to GL process populates the GL interface and automatically submits the Journal Import. It can also submit the Post for the imported journals automatically.
For more detail information please see Create Accounting and Transfer Journal Entries to GL Programs.

If the information comes from an external module, the GL_INTERFACE table must be populated through a means such as SQL*Loader, Pro*C, a PL/SQL procedure or Applications Desktop Integrator (ADI or Web ADI)).

Following is a description of important fields in the interface table:

Account Combination
An account combination can be stored in two ways:
Entering a value for field CODE_COMBINATION_ID.
Entering a value for each segment of the accounting flexfield in use. The fields are SEGMENT1, SEGMENT2,..., SEGMENTn according to the definition of the structure.
If the account combination is stored in both ways, the Journal Import process will take the value stored in the SEGMENTn columns.

Group ID
This field is used by the sending process to group the transactions.
When the information comes from Oracle Applications subledgers, the value for this field is assigned automatically and is defined by the sequence GL_INTERFACE_CONTROL_S. The Journal Import process selects records based on SOURCE and optionally GROUP_ID.

Journal Type
Budget, encumbrance or actual journals can be entered into GL_INTERFACE. The type of journal that is being created is stored in the field ACTUAL_FLAG. The possible values are:
A : Actual
E : Encumbrance
B : Budget
Currency Conversion
Journals entered in a currency other than the functional currency can be stored in two ways:
Enter the amount, conversion type and conversion date in the fields ENTERED_CR or ENTERED_DR, USER_CURRENCY_CONVERSION_TYPE and CURRENCY_CONVERSION_DATE respectively. If you enter a rate type of User, then you must also enter a conversion rate in the CURRENCY_CONVERSION_RATE column. For all other conversion types you must enter a conversion date in the CURRENCY_CONVERSION_DATE column. In this case, the Journal Import process automatically calculates the amount in the functional currency.
Populate fields ENTERED_CR or ENTERED_DR and ACCOUNTED_CR or ACCOUNTED_DR without specifying a conversion type and date. The Accounted amount must be your converted debit or credit amount.
Journal Source
This value is stored in field USER_JE_SOURCE_NAME and corresponds to the name of the journal source. Examples: Receivables, Payables, Inventory, etc.

Reference Fields
The reference fields are optional, but if they are defined, they are interpreted in the following way:

REFERENCE1    Batch name. Its structure is:
REFERENCE2    Batch description; if one is not defined, it will look like: Journal Import
REFERENCE4    Journal entry name; with the format: < Conversion Type >< Conversion Rate>< Conversion Date >. Some of this information depends on the journal type.
REFERENCE5    Journal entry description; if one is not given, it will follow this format: Journal Import - Request ID
REFERENCE6    Reference or journal number. If it is not defined, it is automatically defined as Journal Import Created.
REFERENCE7    Reverse Journal Flag
REFERENCE8    Reverse Journal Period
REFERENCE10    Journal line description
REFERENCE21...30    The values and meanings for these fields depend on the Journal Source and Release. They store information used to identify and match the journal with the source document. The values for these fields map to REFERENCE_1 through REFERENCE_10 in the GL_JE_LINES table and the GL_IMPORT_REFERENCES table.

B. Journal Import
Journal import is a complex tool, which performs a lot of validation on thousands of records at a time. Journal import loads data from the subledgers into the GL_INTERFACE table and then into GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES tables.
Define the concurrent program controls.
The Concurrent Program Controls form can be used to improve the performance of the Journal Import, MassAllocation/MassBudgeting, and Open Period programs. The performance of Journal Import can be improved by increasing the number of journal lines it holds in memory.
Before R12 this setup was done in a specific form:



Form name: GLXSTCPC
Responsibility: General Ledger Super User
Navigation: Setup > System > Control

In R12 the setup uses the Profile Options instead:
GL: Number of Accounts In Memory
GL: Archive Journal Import Data
GL: Number of Records to Process at Once
GL Journal Import: Separate Journals by Accounting Date
Submit Journal Import Run
Once the data is in the GL_INTERFACE table, you can manually submit the import process from the Import Journals form.



Form name: GLXJIRUN
Responsibility: General Ledger Super User
Navigation: Journals > Import > Run

Currently it is also possible to submit the journal import from the Submit Concurrent Requests form.



Source: Select the Source from which you want Journal Import to create journal entries, such as Receivables, Payables, etc..
Note that in R12, the transactions are only in the interface temporarily during the journal import (the data stays in the XLA tables), therefore it is not possible to submit the journal import for subledger sources using subledger accounting. The Journal Import program is automatically launched by the transfer accounting program.

Group ID: If there is a value in the GROUP_ID field in the GL_INTERFACE table, either intentionally populated by the user, or by the subledger creating these transactions, then to import these transactions into General Ledger, the user must specify the Group ID on the Import Journals form.
A list of values option is provided on the Group ID field on the Import Journals form, which allows the users to pick a valid value (existing in the interface tables). General Ledger will then import data with the journal source and Group ID combination you specify.
If you do not specify a Group ID, General Ledger imports data from the specified journal entry source with no corresponding Group ID (null Group ID).
In this case it can happen that different batches in the interface with null Group ID get merged during the journal import. To avoid this  we recommend to always use the Group ID.

You can choose your run options as well as whether to import descriptive flexfields at this time.
Journal Import Concurrent Program: GLLEZL
This concurrent process generates a request log file and also an execution report. The request log file shows valuable information for troubleshooting purposes, such as:
Set of books or Ledger ID and name
Chart of accounts ID
Number of segments in the accounting flexfield and a description of each segment
Functional currency
Whether suspense accounting is enabled
The Journal Import Execution Report summarizes the results of the import and points out the lines that have errors.
It also contains a list in the end with the description of all the possible error codes (it doesn't mean that they have occurred).

C. Journal Import Correct
If the Journal Import run results in error, no records with the selected Source and Group_id will be imported. All of those rows will remain in the GL_INTERFACE table.
In R12, the rows comming from subledger accounting are rolled back to the XLA tables and removed from the interface, so they must be corrected at subledger level and then transferred again, to avoid reconciliation problems between GL and the subledgers.



You can use the Correct Journal Import Data form to correct the errors.
The first screen gives you the option to find the journals with certain errors.
Form name: GLXJICOR
Responsibility: General Ledger Super User
Navigation: Journals > Import > Correct

Query on the errors you find in the Journal Import Execution Report to correct the data. You can only query journal import lines that have a status of Error or Corrected.

This screen shows the actual journal with the errors.
Examples: EF04, EF02 etc.



Form name: GLXJICOR

Once corrected you can then click on the Import Journals button to rerun Journal Import.
The screen shows the different types of information in the journal you can choose from:
Batches/Journals,
Accounts,
Journal Lines,
Descriptive Flexfields
References.
Depending on what the error is, select the part of the journal you need to go to in order to make your corrections.

D. Journal Import Delete
Use this ONLY if the data can be repopulated into the GL_INTERFACE table, such as from a spreadsheet or from an external source. The principle is the same as for journal correction: only the batches with status of error can be deleted.
In R12 this is not possible to delete subledger batches because the rows are rolled back to the XLA tables and removed from the interface.
Currently the Deletion of the journals is submitted as a Concurrent Request:  Program - Delete Journal Import Data.



Older versions use a form to delete the batch.



Form name: GLXJIDEL
Responsibility: General Ledger Super User
Navigation: Journals > Import > Delete

Select the Source, Request ID and Group ID.

WARNING!!! After you Delete, you can not get the data back again.
If from a spreadsheet or another system (i.e. not a subledger) then it can be re-sent.
So be careful when you decide to do this!

Section 4: Journal Import Error Codes
Following is a sample of Journal Import validation errors (Per Journal Import Execution Report). This may not be complete as some new codes may be added as needed.

Period Error Codes
EP01 This date is not in any open or future enterable period.
EP02 This set of books does not have any open or future enterable periods.
EP03 This date is not within any period in an open encumbrance year.
EP04 This date is not a business day.
EP05 There are no business days in this period.
Unbalanced Journal Error Codes
WU01 Warning: This journal entry is unbalanced. It is accepted because suspense posting is allowed in this set of books.
EU02 This journal entry is unbalanced and suspense posting is not allowed in this set of books.
EU03 This encumbrance journal entry is unbalanced and the Reserve for Encumbrance account is not defined.
Flexfield Error Codes
EF01 This Accounting Flexfield is inactive for this accounting date.
EF02 Detail posting not allowed for this Accounting Flexfield.
EF03 Disabled Accounting Flexfield.
EF04 This is an invalid Accounting Flexfield. Check your cross-validation rules and segment values.
EF05 There is no Accounting Flexfield with this Code Combination ID.
EF06 The alternate account is invalid
WF01 An alternate account was used instead of the original account
WF02 A suspense account was used instead of the original account
Foreign Currency Error Codes
EC01 A conversion rate must be entered when using the User conversion rate type.
EC02 There is no conversion date supplied.
EC03 A conversion rate type or an accounted amount must be supplied when entering foreign currency journal lines.
EC04 There is no conversion rate entered for this conversion date.
EC05 There is no conversion rate entered for this conversion rate type.
EC06 There are no conversion rates for this currency.
EC08 Invalid currency code.
EC09 No currencies are enabled.
EC10 Encumbrance journals cannot be created in a foreign currency.
EC11 Invalid conversion rate type.
EC12 The entered amount must equal the accounted amount in a functional or STAT currency journal line.
EC13 The entered amount multiplied by the conversion rate must equal the accounted amount.
ECW1 Warning: Converted amounts could not be validated because the conversion rate type is not specified.
Budget Error Codes
EB01 A budget version is required for budget lines.
EB02 Journals cannot be created for a frozen budget.
EB03 The budget year is not open.
EB04 This budget does not exist for this set of books.
EB05 The encumbrance_type_id column must be null for budget journals.
EB06 A period name is required for budget journals.
EB07 This period name is not valid. Check calendar for valid periods.
EB08 Average journals cannot be created for budgets.
Encumbrance Error Codes
EE01 An encumbrance type is required for encumbrance lines.
EE02 Invalid or disabled encumbrance type.
EE03 Encumbrance journals cannot be created in the STAT currency.
EE04 The budget_version_id column must be null for encumbrance lines.
EE05 Average journals cannot be created for encumbrances.
Reversal Error Codes
ER01 A reversal period name must be provided.
ER02 This reversal period name is invalid. Check your calendar for valid periods.
ER03 A reversal date must be provided
ER04 This reversal date is not in a valid period.
ER05 This reversal date is not in your database date format.
ER06 Your reversal date must be the same as or after your effective date.
ER07 This reversal date is not a business day.
ER08 There are no business days in your reversal period.
Descriptive Flexfield Error Codes
ED01 The context and attribute values do not form a valid descriptive flexfield for Journals - Journal Entry Lines.
ED02 The context and attribute values do not form a valid descriptive flexfield for Journals - Captured Information.
ED03 The context and attribute values do not form a valid descriptive flexfield for Value Added Tax.
Miscellaneous Error Codes
EM01 Invalid journal entry category.
EM02 There are no journal entry categories defined.
EM03 Invalid set of books id.
EM04 The value in the actual_flag must be "A" (actuals), "B" (budgets), or "E" (encumbrances).
EM05 The encumbrance_type_id column must be null for actual journals.
EM06 The budget_version_id column must be null for actual journals.
EM07 A statistical amount belongs in the entered_dr(cr) column when entering a STAT currency journal line.
EM09 There is no Transaction Code defined.
EM10 Invalid Transaction Code.
EM12 An Oracle error occurred when generating sequential numbering.
EM13 The assigned sequence is inactive.
EM14 There is a sequential numbering setup error resulting from a missing grant or synonym.
EM17 Sequential numbering is always used and there is no assignment for this set of books and journal entry category.
EM18 Manual document sequences cannot be used with Journal Import.
EM19 Value Added Tax data is only valid in conjunction with actual journals.
EM21 Budgetary Control must be enabled to import this batch.
EM22 A conversion rate must be defined for this accounting date, your default conversion rate type, and your dual currency.
EM23 There is no value entered for the Dual Currency Default Rate Type profile option.
EM24 Average journals can only be imported into consolidation sets of books.
EM25 Invalid average journal flag. Valid values are "Y", "N", and null.

Section 5: Troubleshooting Scripts
Following are some useful scripts to troubleshoot Journal Import errors.
Estimate the number of lines pending to import from GL_INTERFACE:
q_ji1.sql :
/* Lists all pending journal import groups and the number*/
/* of records in each group */
set linesize 120
col Currency format a8
spool q_ji1
Select set_of_books_id Book
, user_je_source_name Source
, user_je_category_name Category
, currency_code Currency
, trunc (date_created) Created
, actual_flag Journal
, count(*)
from gl_interface
group by set_of_books_id
, user_je_source_name
, user_je_category_name
, currency_code
, trunc (date_created)
, actual_flag
order by set_of_books_id, trunc (date_created)
/
spool off
Total the debit and credit amounts within a Group_ID:
q_ji2.sql :
/* Calculates the total amounts for a given group id */
set linesize 120
col s_en_cr format S999,999,999.99
col s_en_dr format S999,999,999.99
col s_acc_cr format S999,999,999.99
col s_acc_dr format S999,999,999.99
spool q_ji3
Select user_je_source_name Source
, User_je_category_name Category
, currency_code Currency
, sum (entered_cr) s_en_cr
, sum (entered_dr) s_en_dr
, sum (accounted_cr) s_acc_cr
, sum (accounted_dr) s_acc_dr
from gl_interface
where group_id = &group_id
group by user_je_source_name
, User_je_category_name
, currency_code
/
spool off
The following query groups journal lines for a particular group_id coming from Oracle Payables by Category and Internal Invoice Id, and sums the debit and credit amounts (in 11i):

q_ji3.sql :
set linesize 120
col s_en_cr format S999,999,999.99
col s_en_dr format S999,999,999.99
col s_acc_cr format S999,999,999.99
col s_acc_dr format S999,999,999.99
col reference22 format a15
spool q_ji4
Select USER_JE_CATEGORY_NAME category
, reference22 invoice_id
, sum (entered_cr) s_en_cr
, sum (entered_dr) s_en_dr
, sum (accounted_cr) s_acc_cr
, sum (accounted_dr) s_acc_dr
, count(*)
from gl_interface
where user_jr_source_name ='Payables' and
group_id = &group_id
group by USER_JE_CATEGORY_NAME, reference22
;
spool off


Query q_ji3.sql can be modified to be used with the reference fields for other sources.

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