Import Journal Workbench

The import Journal Workbench allows you to maintain Journal which are imported using Exchange or from Excel. The Import Journal Workbench (tfgld2616m000) session can be used to:

  • Import the external journal vouchers from Excel or Exchange. The data including the non-existing references (such as. ledger accounts, VAT codes, dimensions) are imported and any validity issues are reported to the user.
  • View and modify the imported journal vouchers. Only users authorised to import or post the journal can modify the journal data.
  • Post the imported journal voucher to the general ledger. The posting can be done when the imported journal contains no errors.

Create a template for excel

You can use the Export and Import option from the Action menu in the Import Journal Workbench (tfgld2616m000) session to create an excel template.

Import the External Journal Voucher from Excel

You must create a new Import Journal number for the appropriate type of journal (‘Transaction Currency Journal or Multi-Functional Currencies Journal), to import an external journal voucher that has been created using Excel template. You must specify the Company where the transactions must be posted and select the series to be used for generating the Import Journal Number. This series along with the Transaction Type specified in the Finance Company Parameters (tfgld0503m000) session is used by LN to generate an Import Journal Number.

You can now import the journal using the Import option from the Action menu.

Validate the Imported Journal Voucher

LN validates the transaction data when the journal lines are imported, inserted, updated or deleted.

  • As a result of the validation process, the status of the Import Journal and the Import Journal Lines can be set to:
    • Validated, if no errors are reported.
    • Validation Errors, if errors are reported.
Note: 
  • Ledger accounts linked to Operations Management are also imported using the workbench. After the transactions are posted to the General Ledger as non-finalized transactions, you must specify the costs related to the appropriate logistic object for the generated document line in the Journal Voucher Documents (tfgld0618m000) session.
  • Ledger accounts linked to fixed asset (Investment, Depreciation or Maintenance) cannot be imported using the workbench.

Correcting the imported journals

LN allows you to update the Import Journal or Import Journal Lines if the status is not set to Posted. Only the users specified as Authorized User for External Journals in the Finance Company Parameters (tfgld0503m000) session, can update the data.

You can insert a new line to the Imported Journal. The status of this line is set to Draft. When you save the line, the data is validated and the status of the line is updated based on the result of the validation.

When you delete a line, the data is validated and the Status of the Import Journal and the Status Message of the line(s) is updated based on the result of the validation.

Posting the Imported Journal to the General Ledger

You can use the Post Import Journal option to post the Imported Journal to the General Ledger as non-finalized editable transactions.

  • As a result of the posting process, the status of the Import Journal and the Import Journal Lines can be set to:
    • Posted, if no errors are reported.
    • Posting Errors, if errors are reported.
Note: This option is enabled only if the Import Journal Status is set to Validated.

If the Exchange option is used to import a journal voucher to LN, the Post Imported Journal Transactions (tfgld2215m000) session is used to post the journal. You can select the Post to Import Journal Workbench check box to post the journal to the workbench instead of general ledger.

Viewing and deleting the Imported Journal

You can use the Import Journals (tfgld2516m000) session to view all the imported Journals. You can open or delete the journal created by you if Default Access by Batch is set to Individual Users in Finance Company Parameters (tfgld0503m000) session. The user for which the Authorized User for External Journals check box is selected in the Finance Company Parameters (tfgld0503m000) session, can access or delete any Import Journal.