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Wednesday, June 26, 2013

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

Populate GL interface table (subledgers, external systems, ADI, etc.)

Import journal by Source / Group ID

Journal Import terminated without Errors? (check the execution report for errors or warnings)

Is the Source a standard Subledger?

Correct the errors in the Source. In case of a standard subledger you may need support assistance.

Is a R12 environment? (then no need to delete as already rolled back to XLA)

Delete the incorrect batch to be imported again.

Need to Transfer the corrected batch again from the source

Many Errors ?

10

Use the Correct Journals form to fix the errors in the interface

11

The batch is created ready for Posting

END

Yes

11

No

Yes

No

9
6

Yes

No

Yes

No

10

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 Reference Reference

3
4
5

Reference
6

Reference
7

Reference
8

RELEASE 11i
Payables/Payments

Vendor
name

Invoice id

Check id

Payables/Invoices

Vendor
name

Invoice id

Distributio
n line
number

External
check
number

Paid
invoice
number

'AP Payments'

SOB id

Invoice
Inv
distribution
line number

Invoice
number

'AP Invoices'

SOB id

cust
account
number

CUSTOMER

bill to
CM, DM,
customer id CB, INV

typ
cla

pay from
customer

TRADE

TR
e'

Receivables/Transactio posting
ns
control id

customer trx id cust trx

trx
line gl dist number
id

Receivables/Receipts

posting
control id

cash receipt id
||cash receipt
history id

line id

receipt
number

Receivables/Applicatio posting
ns (cash)
control id

cash receipt id
||receivable
application id

line id

receipt
number

trx
number,
null

cust trx type

pay from
customer

TRADE,
CCUR

ap
so

Receivables/Applicatio posting
ns (CM)
control id

receivable
application id

line id

trx
number

trx
number,
null

cust trx type

bill to
CMAPP
customer id

ap
so

Receivables/Adjustme
nts

posting
control id

adjustment id

line id

trx
number

adjustmen cust trx type

t number

bill to
ADJ
customer id

AD

Receivables/Miscel.Re
c.

posting
control id

cash receipt id

line id

receipt
number

cash
receipt
history id

pay from
customer

MISC

MI

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

Purchasing

PO, REQ

doc header id

doc
distributio
n id

doc
number

Inventory

mta.gl
batch id

mta.organizatio
n code

Consolidations (TRX)

consolidatio consolidation
n id
run id

source
hournal
header id

source
journal
line num

source
ccid

'Transaction'

subsidiary
SOB

Consolidations (BAL)

consolidatio consolidation
n id
run id

source
ccid

currency
type

budget
version id

'Balances'

subsidiary
SOB

Intercompany

transaction
number

offset line
number

CLEARING SENDER,
, OFFSET RECEIVER

accounting_event
_id

ae_header_i ae_line_nu
d
m

transaction id

so

period

am

RELEASE 12
(all subledgers)

Section 3: Transfer and Import Processes

A. Entering transactions into the Interface Table

entity_id

DR

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

Exec

AP

Payables Transfer to General Ledger

APPP

FA

Create Journal Entries

FAPO

AR

General Ledger Transfer Program

ARGL

AX

AX Transfer to GL

AXXP

PA

Interface Burden Cost to GL

PADT

PRC: Interface Labor Costs to General Ledger

PAGG

PRC: Interface Usage Costs to General Ledger

PASG

PRC: Interface Revenue to General Ledger

PATT

Transfer transactions to GL

INCT

INV

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: <Reference1><Source><Request ID><Balance Type ><Group ID>

REFERENCE2

Batch description; if one is not defined, it will look like: Journal Import <Source><Request ID>

REFERENCE4

Journal entry name; with the format: <Category><Currency>< Conversion Type >< Conversion Rate>< Conve
ID><Budget Version>. 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
journal with the source document. The values for these fields map to REFERENCE_1 through REFERENCE_
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:
o Batches/Journals,

o Accounts,
o Journal Lines,
o Descriptive Flexfields
o 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 crossvalidation 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.
at 4:44 PM
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