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9.ii Importing a Journal Spreadsheet

Purpose: Use this document as a reference for utilizing the Spreadsheet Import tool to create and import a multi-line journal spreadsheet in ctcLink.

Audience: Financial staff.

Apply the Spreadsheet Journal process to streamline periodical importing and to simplify journal data entry using Microsoft Excel. Spreadsheet Journal Import uses a front-end interface that provides you with an easy-to-follow bill of fare for inbound data, specifying defaults, and importing journals.

After you have created your spreadsheet, the Spreadsheet Periodical utility uses one of the two import methods:

1. The online import method uses XML link technology and sends data over the cyberspace, processes the import asking, and then replies to the Microsoft Excel interface.
2. The batch import method requires that you write the data to a file, submit and upload one or more files through the browser, so initiate the Spreadsheet Journal Batch Import process to process the import.

Importing a Journal Spreadsheet

Prerequisites: The Spreadsheet Import Tool files, JRNL1_WS.xlsm and JRNLMCRO_WS.xlam, have been pre-configured and you know where they are located.  Contact the SBCTC HelpDesk if you don't.  Both files must be saved to the same folder on your computer.

1. To utilize the Journal Upload process the following files must exist nowadays on your workstation:
   1. For Microsoft Excel 2007 (and subsequent versions)
      • JRNL1_WS.xlsm – This is the periodical workbook that you use to create and import journals.
      • JRNLMCRO_WS.xlam – This is the Visual Basic code library and dialog control.

Notation: Apply the JRNL1_WS.xlsm file to enter your journals. You must fix Microsoft Excel to take macros, by navigating to File > Options > Trust Centre > Trust Middle Settings > Macro Settings and selecting either Disable all macros with notification, or Enable all macros.

2. Open the JRNL1_WS Excel file. The Spreadsheet Journal Import page will displays.
   1. If prompted, choose to Enable Macros.
   2. The command buttons on the Control folio are grouped into three group boxes:
      • General - Setup workbook defaults, configure ChartFields, and rearrange columns.
      • Periodical Sheet - Maintain the periodical sheets in the workbook.
      • Import Journals - Import the journal sheets from the workbook.

3. The Full general group box enables yous to define options and defaults for this workbook and to enter any notes or calculations concerning imports.
   1. Setup & Defaults – Select to fix access to the Define Options and Defaults dialog box. Utilize to set journal header defaults, bulletin logging options, certificate sequencing options, online import controls, and then on. Yous can too admission the ChartField Configuration dialog box from here.
   2. Notes – Select to access a scratch pad in the workbook. Utilise the scratch pad for instructions, calculations, notes, and so on.
4. The Journal Sheets grouping box enables you to insert a new journal sheet; or edit, delete, or copy an existing periodical sheet.
   1. New Sheet – Select to insert a new journal sheet. A workbook may contain as many periodical sheets as needed, and each journal canvass may contain as many journals every bit desired.
   2. Edit Sheet – Select to edit one periodical sheet in the workbook.
   3. Delete Sheet – Select to delete ane or more journal sheets in the workbook.
   4. Copy Canvass – Select to re-create one journal sheet to a new journal sheet saved under a new name.
5. The Import Journals group box enables you lot to import i or more than of the journal sheets and relieve journal sheets to a file.
   1. Import Now – Select to initiate online import of ane or more than journal sheets. The system imports only journals that are marked as import.
   2. Write to File – Select to salve selected journal sheets to a text (txt) file. After saving one or more files, yous must run the upload process to complete the text file upload process.

Setting Up Journal Spreadsheets

Earlier you showtime inbound journals, yous must specify the options, defaults, and settings for the journal sheets in your workbook. From the Spreadsheet Journal Import control folio, select the Setup push to display the Define Options and Defaults dialog box.

6. Establish the following Header Defaults:
   1. Business Unit - enter your Business organization unit
   2. Date - enter a default Periodical date.  The date can be overridden on the headers on the individual sheets.
   3. Ledger Group - enter 'ACTUALS'
   4. Source - enter 'EXT'
   5. User ID – enter your user ID for the periodical header.
   6. Practice non check Enable Multibook or AutoGen Lines

7. Choose from i of the ii Message Options radio button:
   • Log Error Messages Only: The system logs import letters to JRNLLOG.xls simply when errors occur.
   • Log Successful and Error Messages: The system logs all import messages to JRNLLOG.xls regardless of the import process beingness successful (RECOMMENDED).

Note: If you would also like to show import messages online, select the Display Messages Online checkbox. Otherwise, errors become only to the message log JRNLLOG.xls.

8. Exercise not select the Enable Document Sequencing checkbox or enter a Default Document Type.
9. Complete the following fields for Online Import Command:
   • Address – the address will already exist populated with the correct data.
   • User ID – Enter your logon user ID.
   • Afterwards Successful Import –
     • Change Import Condition to 'Do Not Import': The arrangement changes import status of journals that are imported successfully. This prevents reimport of the journals when y'all effort to import them a second time.
     • Keep Import Condition as 'Import': Select this if you practise not want the system to change import status and then that you tin reimport it afterwards.
     • You can override journal import condition at the journal sheet level anytime.
   • Skip If Journal Already Exits – Select this pick and online load does not update already existing journals. The selection is intended to forestall duplicate journals when a user is unaware that a journal has already been processed. This choice is the default and is just applicable for online import using the Import At present functionality.
10. A message is logged providing details of whatsoever journals skipped because they already exist in the system.
11. If the option is not selected, online load updates already existing journals with valid journal data.

It is nigh common to utilize NEXT for the journal ID.

• Skip If Journal Has Error – Select this option and online load does not load invalid journals. This option is the default and is just applicable for online import using the Import Now functionality.
• A message is logged providing details of journals that accept invalid data.
• If the option is non selected then the online load does not load either valid or invalid journals for that periodical sheet. Online load then proceeds to the next journal sheet and loads all journals in the next journal canvass if all the journals in the side by side journal sail are valid.

12. Configure button – Utilise the ChartField Configuration folio to access a ChartField Configuration dialog box, in which you can include, exclude, or rearrange columns, besides every bit modify field labels and column formats for a worksheet.

13. Optional to format the Columns:
    • You tin can change the contents of your spreadsheet ane column at a time. The cavalcade that you intend to edit is highlighted in blue. The ChartField Configuration – Column page enables you to select a column and control its appearance.

Note: The configuration dialog box prevents you from deleting or modifying sure system required fields.

14. Optional to specify details on the Field Format tab:
    • Utilize the Field Format dialog box to control the content and format of the columns on your spreadsheet.
    • Field Name– You must use a valid database field proper name from the Journal tables. If yous misspell a field proper name or enter an invalid field name, you will not receive an fault message until you attempt to import the journal canvass.
    • Label– Enter the column label for the spreadsheet journal workbook.
    • Format– Specify the cell format.
    • Apply– You must select to save this format for the periodical sheet.

15. Return to the Spreadsheet Journal Import control folio by selecting the 10 in the upper correct corner of the Chartfield Configuration page, then the Home icon on the sheet..

Creating a New Periodical Spreadsheet

16. Select the New Sheet button on the Spreadsheet Periodical Import control page to admission the New Journal Header page.
    1. Enter an advisable name for the journal entry spreadsheet you want to create in the Journal Sheet Name field.
    2. Select OK.

Journal Import sheet functions.

17. Upload the selected journal to PeopleSoft.
18. Render to the Home sheet.

Journal Header Functions

19. Header details.
20. Add a new Journal.  A sheet can comprise more than one Journal.  Each Header is associated with it's respective Lines by the Sys ID.
21. Select a Journal.
22. Edit a Journal.
23. Copy a Journal.
24. Delete a Journal.
25. Modify Import Condition.

26. Select the "+" button in the Journal Header section to select the spreadsheet header for the spreadsheet journal you want to create.
    1. Verify the header information is right.
       • Update the Periodical ID, if not using 'Next'.
       • Entered the desired Journal Appointment.
       • Enter a Description for the periodical.
       • Select the Reversal option.
       • Select OK.

Journal Line Functions

27. Add one Line.
28. Delete i Line.
29. Add multiple lines.

You can define multiple blank lines and then populate them with data from another spreadsheet.

30. Delete multiple lines.
31. Check decimal point precision.

32. Select the "+" in the Journal Lines section to add the first line to the spreadsheet journal.

33. Select the "paper with a plus icon" in the Periodical Lines department to add multiple lines to the spreadsheet journal. The Insert Multiple Lines box will open up. Enter the number of lines to add together and select Insert.

34. Select the "x" icon in the Journal Lines section to delete ane line.

35. Select the "paper with an x" icon in the Journal Lines section to delete multiple lines.

36. Populate the periodical line data using the Tab key or arrow keys to advance from one cell to the adjacent.
    1. Continue to select the "+" in the Periodical Lines section to add one additional line to the spreadsheet periodical, or select the "+..." to add multiple lines.  Utilize the checkboxes in a higher place the field names to choose which fields to copy downwardly to the new row(s).
    2. Use the Cheque push button to verify the Amount fields that you lot have entered comprise the proper number of decimal points earlier you import the journal. The default number of decimal points is 2.
    3. Select Save in Excel to save the spreadsheet.
    4. Select Habitation to return to the Spreadsheet Periodical Import control page.

PRO-TIP:  Use the 'Reference' and 'Description' fields to enter in your comments about the specific line particular or the entire journal description.

Importing a Journal Spreadsheet

37. Select Import Now icon located on the right side of the Periodical Entry Sheet to admission the Import Journals Now dialog box.
    1. Select the spreadsheet file for upload in the Select Sheet field.
    2. Enter your password in the Password field.
    3. Select OK to import the journal.

Optional to select Import Now functionality from the principal Spreadsheet Journal Import screen.

38. If the import is successful you volition receive the following system message:

39. If the import was not successful, the system bulletin will contain a brief description of the error.  Correct the sheet data and re-import.
40. Adjacent footstep would be to review/edit the Journal ID (i.due east. 0000000635). Please refer to QRG nine.2 Viewing and Updating Journal Entries.
41. Procedure consummate.

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Source: https://ctclinkreferencecenter.ctclink.us/m/79739/l/928861-9-2-importing-a-journal-spreadsheet