Use journal entry import when you want to upload many journal entries.
Journal entries are used to adjust the data that has been loaded or entered from source ERP and accounting systems. They are specific to the version, period, and level. They can be recurring through a specified date. They can also be set to automatically reverse in the subsequent period.
Navigation: Consolidation > Journal Entries and click Import from the list page.
To create a new journal entry by import:
- Click Download template from Import Journal Entries dialog.
- Complete the journal entry template. See Import Template Instructions that follow.
The first row of every entry in the template is a header row. Every column on the header row must be complete. For manually-numbered journals, every column on the header row must be complete. For automatically-numbered or none required, this column can be left blank. Auto-reverse is an optional column on the Journal entry import template. Enter a "Y" in this optional column to set automatic reversal of the Journal entry import.
- Save the import template.
- Click Choose File and select the saved import template.
- Click Upload.
Import Template Instructions
The import template instructions appear on the first tab of the import template. It includes an example import.
The following table describes the columns:
|Template Column||Possible Values||Description|
|Journal entry version||The name of the journal entry version the entry will be posted to.||Required. It represents the name of the journal entry actual sub-version, such as "standard journals" or "IFRS to GAAP adjustments".|
|Journal entry number||The manual journal number assigned to this entry.||Required for journal entries that allow for manual numbering. Automatic or None journal entry sub-versions do not require this field to be populated.4, 5|
|Level||The name of the level where the journal is assigned to.||Required. The import process needs to know what level the journal entry will be posted to.|
|Description||The description of the journal entry.||Required. Every journal entry must have a description, up to 256 characters. Each line in a specific journal should have the same description.2|
|Date||The date of the journal entry.||Required. The date must be in mm/dd/yy format.|
|Account||The account code that will be adjusted by the entry.||Required. This should be the CODE of the account residing in the Adaptive structure that will be adjusted on this line.|
|Debit||The amount that will be debited on the designated account.||Required. It represents the amount of the debit to be adjusted for on the designated account.1|
|Credit||The amount that will be credited on the designated account.||Required. It represents the amount of the credit to be adjusted for on the designated account.1|
|Reversal||If the journal will reverse in the next period, populate line with a "Y".||Optional. If populated with a "Y", the journal will reverse on the first day of the subsequent period. If not populated, no reversal will occur.3|
1 Every line must have a debit or a credit amount filled in. The lines cannot have blanks for both debit and credit, nor can their be amounts for both debit and credit.
2 If only the first line of a journal contains a description, that description will apply to all lines.
3 If only the first line of a journal contains a "Y", it is assumed every line in the journal will be reversed.
4 If this field is populated on Automatic or None journal entry sub-versions, the journal entry number will be ignored.
5 Journal Number Ignored: on import template when Journal Numbering for version is None or Auto.
Journal Entry Import Rules
This list helps you avoid the most common errors when importing journal entries. Keep these rules in mind while preparing your import template.
|Journal Entry Version must be created first|
|Journal Entry Number Prefix must match Journal Entry Version definition
(for Manual Journal Entries Only)
|Journal Entry Number only required for imports to Manual Journal Entry Versions|
|Numeric Values for Debits and Credits required|
|Balanced Journal Entry required|
|Valid GL Account required|
|Level access to GL Account required|
|Date must be within versions start and end range|