Creating Journal Batches

Creating Journal Batches

You can organize journal entries with common attributes into batches. For example, you might group your journal entries by type or date. You can have multiple journals in one batch, or you can have a separate batch for each journal entry.

All journal entries in a batch must share the same period. You can create a journal batch for any Open or Future Enterable accounting period, but you can only post batches in Open accounting periods.

If you do not want to enter batch information, you can enter a journal directly. General Ledger will create a batch for the entry automatically, using the source (Manual) combined with a unique batch ID and the system date.

Multiple Reporting Currencies

If you use Multiple Reporting Currencies, General Ledger automatically generates converted journal batches in your reporting sets of books when you post the original journals in your primary set of books. You may occasionally want to modify an unposted converted journal batch in a reporting set of books to override the journal's reporting currency conversion rate or amount.

If you do find it necessary to change a journal batch in your reporting set of books, use the Enter Journals window to make your changes. You must log in to General Ledger using the reporting set of books' responsibility.

Caution: Be careful when changing amounts in a reporting set of books, since the changes will not be reflected in your primary set of books. Making changes to a reporting set of books' journals may also make it more difficult to reconcile your reporting set of books to your primary set of books.

Suggestion: In general, we suggest that you only change your journals in your primary set of books, then allow those changes to flow through to your reporting sets of books.

Note: You can modify the Enter Journals folder form to customize your query capabilities on existing journal information. Refer to the Oracle Applications User's Guide for more information on modifying and saving folder forms.

Prerequisites

   Set your user profile options to define various journal entry features, including default categories and sequential document numbering.

   If you have Journal Approval enabled for your set of books, have your system administrator set the following profile options:

• Journals: Allow Preparer Approval -- determines whether preparers can approve their own journals.

• Journals: Find Approver Method -- set the default method for seeking approval.

   For foreign currency journals, define rate types and daily rates.

   To create a new batch with multiple journal entries:

1. Navigate to the Enter Journals window.

2. Choose New Batch.

Note: The Status region will display the current statuses for Posting, Funds reservation, and journal Approval.

3. Enter an optional Batch name to identify the batch on general ledger and journal entry reports. You cannot have duplicate batch names in the same accounting period.

If you do not enter a batch name, General Ledger will create a default name from the source, combined with a unique batch ID and the system date.

4. Enter the accounting Period for which you want to post the entries in your journal batch. General Ledger defaults to the latest Open period.

Note: If you enter a period prior to the current accounting period and the user profile option Journals: Enable Prior Period Notification is set to Yes, General Ledger will display a message indicating that you are entering a prior period journal. You must confirm that this is what you want to do.

Additional Information: Balance Type is a display-only field. It displays Actual when you are entering actual journals and Budget when you are entering budget journals.

5. (Optional) Enter a description for the journal batch.

6. Select a Journal Type to indicate whether you want to enter Standard or Average journals.

7. Enter a Control Total if you want to verify the total debits for your journal batch against the batch control total. You can also enter a control total at the journal entry level.

8. Choose Journals to add journals to the batch.