Dealing with Errors in Ledger Import

Ledger Import applies the same validation and balancing rules as Ledger Entry to each journal it processes to ensure that only valid journals are posted. As part of the Ledger Import run-time parameters you can choose to only validate the journals in the selected import file, or to validate and post the journals. If you choose to post the journals, you can also choose whether you only post each journal if it passes the validation, or whether you force each journal to post by posting balancing transactions to a suspense account, if necessary.

Any journal errors are identified on the Ledger Import validation report. See 'Reporting on the Import Process'.

Posting If No Errors are Found

You can choose the Post if no errors option in the Post Transactions (On Import) field on the Ledger Import Run-Time Parameters form to prevent ledger import journals being posted if they contain any errors.

If this option is set, an invalid journal remains on the import tables with a status of Errors Found - Data Not Posted.

The errors are identified on the Ledger Import validation report and you must edit the journal file to correct the errors. You can then reselect the journal for import in the normal way. Alternatively, if the journal import file should not be posted, you can delete the journal from the import tables. See' Clearing Ledger Import Files'.

If you want to edit the journal details in Financials, you should set the Post to Hold run-time parameter to load the invalid journals as held journals in Financials. You can then review, edit, release and post the journals using Ledger Entry in the same way as any manually held journals. See 'Recalling a Held Journal'.

You can optionally choose to override the Post if no errors option, if the error is caused by a system generated currency conversion rounding difference.

Forcing Journals with Errors to Post

You can chose the Post option in the Post Transactions (On Import) field on the Ledger Import Run-Time Parameters form to force the ledger import journals to be posted, even if they contain errors. If this option is set, the system substitutes any invalid journal details and, if necessary, forces the journal to balance so that it can be posted.

A journal may contain several different types of error which are treated differently:

  • A journal line may have incorrect, or missing, details. In this case Ledger Import substitutes the invalid details with default valid information. For example, if the account code on the journal line is invalid, it substitutes the error suspense account. However, if the transaction cannot be corrected it is rejected.
  • The journal may be out of balance, in which case:
  • If the imbalance is the result of a currency conversion rounding difference, the system generates and posts a rounding adjustment. See 'Posting Rounding Differences' below.
  • If the imbalance is not considered to be a rounding difference, the system generates a balancing transaction that posts to the suspense account for the currency that is out of balance.
Note: When errors are posted to a suspense account you should review the reason for the error and enter another journal to correct the errors. For example, if the error was caused by a journal line referencing an invalid account you should identify the correct account and enter a journal which reverses the amount out of the suspense account and posts it to the correct account.

Posting Rounding Differences

If the transactions in a journal balance in at least one currency but not in all of the required currencies, the amount of the imbalance is treated as a rounding difference if it is within the Rounding Threshold set for the currency in Business Unit Setup.

In this case the imbalance amount is posted automatically to the Credit Balancing Account, or Debit/Net Balancing Account, identified in Business Unit Setup.