Importing Journal Entries

This topic discusses:

Use the following references for details concerning how to use GL_JRNL_IMP.

PeopleTools documentation: PeopleSoft Application Designer Developer's Guide, "Constructing File Layouts and Performing Data Interchanges"

Use the Spreadsheet Journal Import process to streamline the journal import and simplify journal data entry using Microsoft Excel. Spreadsheet Journal Import uses a front-end interface that provides you with an easy-to-follow menu for entering data, specifying defaults, and importing journals. With Spreadsheet Journal Import, you can enter foreign, base, and statistical journals, as well as adjusting journal entries.

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

  • Import From Spreadsheet

    • Using JRNL1.xls or JRN1.xlsm, the online import method uses XML link technology and sends data over the internet, processes the import request, and then replies to the Microsoft Excel interface.

    • Using JRN1_WS.xlsm, the online import method uses Web services technology and sends data over the internet, processes the import request, and then replies to the Microsoft Excel interface.

      This method has additional features such as the ability to edit and submit the journal during the import process.

  • Import Using Batch Mode

    • The batch import method requires that you write the data to a file, submit and upload one or more files through the browser, and then initiate the Spreadsheet Journal Batch Import process (GL_EXCL_BATC) to process the import.

    • The GL_EXCL_BATC process has additional features such as the ability to edit and submit the journal during the import process.

Importing Journal Fields with Special Characters

These special characters are supported for all journal-character fields for the online interface and batch import: !@#$%^&*()_-=+\|[]{}:;/?.><',".

During the import process, each special character is replaced with a three-digit encoded character, which can potentially increase field length by three times. For example, importing a business unit value of US&IN is converted to US%26IN during the encoding process, and the field length is increased from five to seven. The encoded value is decoded before insertion into target tables. Due to the encoding process, the spreadsheet import file layout field length should be increased.

After a ChartField is configured, you should replace the length of the corresponding field in the GL_EXCL_BATC file layouts to three times the size of the character’s original length. For example, if the length of ChartField1 is 12, then the ChartField1 length in the file layout should be 36 (12 x 3).

Note: Files generated from JRNL1.xls or JRN1.xlsm, and JRN1_WS.xlsm must only be used with the corresponding process: GL_EXCL_BATC.

System Configuration for Journal Import

The system configurations for journal import should be in accordance with the expected concurrent users using the import utility. Below are the recommended system configurations that should be followed for concurrent batch processing:

  • Max API Aware - Enter the maximum number of API-aware tasks that can run concurrently on the server. Set this value to a positive number, in accordance to the system capacity and environment configuration.

  • Max Concurrent - Enter the maximum number of processes belonging to the corresponding process category that can run concurrently on the server. This value should be a positive number, set as per your hardware capacity, environment configuration, and the expected concurrent batch processes.

  • Application Engine - Priority for this process has to be changed based on the value provided for the Max Concurrent field, and the expected concurrent run for this utility. Recommended priority is Medium or High.

  • GL_JRNL_UPLD process definition - For this process definition you have to provide the Max Concurrent value, to limit concurrent run of the program.

Process Scheduler’s Application Engine Server (PSAESRV) count has to be incremented in the Process Scheduler configuration file, based on the expected concurrent run of the process. After the increment, restart the Process Scheduler.

See the product documentation for PeopleTools: Creating Server Definitions and PeopleTools: Defining Process Definitions.

You can import Commitment Control budget journals using flat files.

See Understanding PeopleSoft Commitment Control.