iJournal_Upload_Template.xls

	A	B	C	D	E	F	G	H	I	J	K	L
1
2	This spreadsheet contains one template journal and one sample journal to show you how your data must be formatted for uploading into Oracle Financials iJournals.
3		The template is in bold and begins on row 38.
4		The sample journal begins on row 48.
5		The sample is of a New Journal, but Allocation and Accrual journals may be uploaded as well.
6
7	ENTERING DATA IN THE CORRECT FORMAT
8		The sample journal displays the correct format for the data.
9		Each journal must begin with HEAD in column A on the first row. Multiple journals may be uploaded in the same file. Each must begin with HEAD.
10		Dates and Periods should have four-digit years.
11		Category designates the type of journal uploaded. Enter the Category exactly as defined below (field is case sensitive):
12			Allocation
13			AP Accrual	(New as of 7/20/2013)
14			AR Accrual	(New as of 7/20/2013)
15			Capital Accrual	(New as of 7/20/2013)
16			Feeder (Feeder ID field must also be completed)
17			Fund Transfer
18			New Journal
19		Debit Total is a required field.
20		Feeder ID is required only for feeder journals.
21		Insert additional EXPL lines if the text extends beyond column K.
22		Project is a seven-digit number.
23		Task is not required if entering an Object (PFOO transaction).
24		Fund/Award is a five-character code.
25		Expenditure Item Date is a required field and must reflect as accurately as possible the actual date of the transaction.
26		Employee ID is reserved for later use. DO NOT USE.
27		Department Reference is not required by Oracle Financials but may be required by department policy. It is used for inquiry and reporting only.
28		Description is the text that appears on the Expenditure Detail Report.
29		A Debit or a Credit is required on every line (amount may be 0.00).
30		Format the Debit Total field and the Debit and Credit columns to numbers with no commas and 2 digits after the decimal.
31		Enter a Credit in every field, even if it is 0.00
32		Each journal must end with END in column A of the last row of the journal. Skip a row between journals.
33		The last row of the file must have EOF (End of File) in column A.
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35
36	FIELD DESCRIPTIONS
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38	HEAD	Date	Period	Category	Short Title	Debit Total	Feeder Id
39	EXPL
40	DETL	Project	Task	Fund/Award	Exp Type/Object	Exp. Item Dt	EmplID	Dept Ref	Description	Debit	Credit
41	END
42	EOF
43
44	SAMPLE UPLOAD JOURNAL or FEEDER
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46		Date	Period	Category	Short Title	Debit Total	Feeder ID
47
48	HEAD	30-OCT-2002	OCT-2002	New Journal	Collect my revenue	1000.00
49	EXPL	Allocate expenses for my service center; recognize revenue.
50	DETL	1000045	1	AABDC	48110	30-OCT-2002			Internal Sales		1000.00
51	DETL	1000034	2	AAFBD	55125	10-OCT-2002		1234-AB	Widget Shop	500.00
52	DETL	1000034	3	AAQFD	55125	5-OCT-2002		1235-AB	Widget Shop	500.00
53	END
54	EOF
55		Project	Task	Award	Exp Type/Object	Exp. Item Dt	EmplID	Dept Ref	Description	Debit	Credit
56
57
58
59	CREATING A FILE FOR UPLOADING
60		Create your journal using this spreadsheet as a template.
61		Save the spreadsheet as a tab delimited file with an extension of .txt.
62		Save the file with a .txt extension, even on Macs.
63		On a PC, save the file as Text (tab delimited).
64		On a Mac, save the file as Text (Windows).
65
66	UPLOADING
67		Open the Upload screen in the iJournals application.
68		Use the Browse button to find the file to be uploaded.
69		Click on the Upload button to process the file.
70
71	FINISHING THE UPLOADED JOURNAL
72		Open the journal and process through the validation and routing steps to submit the journal.
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78	WORK AROUND TO ALLOCATE COSTS OF ONE IP LINE ITEM TO MORE THAN ONE ACCOUNT (NON-SPONSORED, NON-CAPITAL)
79
80	Using an iJournal to allocate costs of one requisiton line to more than one PTAEO
81	Keep an iJournal template for the month on desktop for splits needed
82	Add lines as requisitions initiated, add a column at end to insert actual journal number										Enter actual iJ number
83	Check for posting during month, or look for it on expenditure statement the following month.										here once transfer has
84	When posted, copy those journal lines into an upload journal and submit it										made to maintain an audit
85	On original split template for the month, note the actual journal number in the column, to have an audit trail.										trail
86
87							adjust depending on lines posted
88	SAMPLE UPLOAD JOURNAL Split Needed Tracker											Actual iJ #
89								Copy over only the lines that post into the system, adjusting
90	HEAD	30-OCT-2002	OCT-2002	New Journal	Split Lines	4750.00		$ amounts as needed, depending on estimates vs. actual costs
91	EXPL	To allocate line items from indicated requisitions to multiple accounts, based on judgement of PI.
92	DETL	1000045	1	AABDC	55210	30-OCT-2002		12345678	Line 1, Chemicals from XYZ CO		1000.00	XXXXX
93	DETL	1000045	1	AABDC	55210	30-OCT-2002		12345678	Line 1, Chemicals from XYZ CO	600.00		XXXXX
94	DETL	1000034	3	AAQFD	55210	30-OCT-2002		12345678	Line 1, Chemicals from XYZ CO	400.00		XXXXX
95	DETL	1234567	1	GABCD	55210	30-OCT-2002		12345678	Line 2 Chemicals from XYZ CO		3000.00	XXXXX
96	DETL	1234567	1	GABCD	55210	30-OCT-2002		12345678	Line 2 Chemicals from XYZ CO	1500.00		XXXXX
97	DETL	2345678	100	HLIJK	55210	30-OCT-2002		12345678	Line 2 Chemicals from XYZ CO	1000.00		XXXXX
98	DETL	3456789	2	DBCDE	55210	30-OCT-2002		12345678	Line 2 Chemicals from XYZ CO	500.00		XXXXX
99	DETL	1234567	1	GABCD	55110	30-OCT-2002		34567890	Line 1, Xerox paper, Office Depot		750.00
100	DETL	1234567	1	GABCD	55110	30-OCT-2002		34567890	Line 1, Xerox paper, Office Depot	450