GL JOURNAL ENTRY, REVERSING, RECURRING FAQ

ORACLE GENERAL LEDGER

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JOURNAL ENTRY, REVERSING, RECURRING

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FREQUENTLY ASKED QUESTIONS

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September 2008CONTENTS

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Journal Entry

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1. How to delete a Journal Batch? The delete icon is greyed out. The journal batch does not have journals associated and it is unposted.

2. Why does an accounting period not appear in the accounting periods list of values on the journal entry form?

3. Why can not a journal batch be deleted or modified?

4. Which report shows details of a posted journal batch?

5. Is there a report that displays information on one specific journal entry - unposted/posted?

6. Can a posted journal batch be deleted?

7. Is possible to restrict users from entering negative amounts in journal lines?

8. How to set up journal approval in General Ledger?

9. How do you attach an Excel spreadsheet to a journal entry in Oracle General Ledger?

10. How to easily copy a journal entry from one set of books to another?

Reversing Journals

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11. An entire batch was reversed and posted, while trying to reverse and post just one journal entry in the batch. How can this be corrected?

12. Why is there a reversed posted journal in the next accounting period of a non posted journal?

13. Why is the reversal period of a journal being cleared out after the period is changed?

14. A journal entry with a source set up for automatic reversal is not reversed.

15. Does the reversal program generate separate reversal batches-journals for each journal in a batch that is reversed?

16. How do you reverse a journal entry that was already reversed, but its' reversed journal was deleted?

17. How do you restrict the ability to reverse unposted journals?

18. How do you automatically generate a reversal journal entry for a journal category in the previous accounting period?

19. In Release 12, a reversal journal that is Unposted cannot be modified.

Why?QUESTIONS & ANSWERS

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Journal Entry

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1. How to delete a Journal Batch? The delete icon is greyed out.

The Journal Batch does not have journals associated and it is unposted.

Answer

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The journals/enter first popup form looks only for batches with journals.

a. Go to Journals > Enter.

b. When the Find Journals window appears, click on the 'X' in the upper right corner to close the window.

c. Click the Review Batch button on the Enter Journals form. This will bring up the Find Batches window to query the batch.

d. Enter the batch Name and the Period.

e. Click the Find button and the batch should be displayed on the Batch window now.

f. Now it is possible to click on the delete icon to delete the unposted

journal batch.

Note 1036784.6

2. Why does an accounting period not appear in the accounting

periods list of values on the journal entry form?

Answer

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The accounting period list of vlaues displays periods that have a closing

status of Open (O) or Future Enterable (F). New journal entries can be

defined in open and future enterable accounting periods. New journal entries

can be posted only in open accounting periods.

3. Why can not a journal batch be deleted or modified?

Answer

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A journal batch can not be deleted or modified under the following

circumstances:

a. The source is frozen

b. Funds have been reserved for the batch

c. Funds are in the process of being reserved for the batch

d. The batch is in the process of being posted

e. The batch is posted

f. The batch is approved

g. The batch is in the process of being approved

A journal batch should not be updated if it comes from a sub-ledger.

Changing accounting information in a journal that originated in a

sub-module will unsynchronize the accounting information between the

ledger and the sub-ledger. Instead of changing the sub-ledger

journal, define a new journal to adjust the accounting information

if necessary.

A journal batch that has funds reverved can not be updated because

the funds would not be re-reserved appropriately.

4. Which report shows details of a posted journal batch?

Answer

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Journals - General(180 Char) and Journals - General(132 Char)

reports display information relating to a particular journal batch.

5. Is there a report that displays information of one specific

journal entry - unposted/posted?

Answer

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No. General Ledger reports display information of journal batches that

are posted or unposted.

Note 200787.1 gives a workaround solution.

6. Can a posted journal batch be deleted?

Answer

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No, a posted journal batch can not be deleted. Reverse it to nullify

the accounting effects of the posted journal batch.

See Note 135532.1

7. Is possible to restrict users from entering negative amounts

in journal lines?

Answer

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Unfortunately, it is not possible to restrict users from entering negative

amounts in journal entry lines.

8. How to set up journal approval in General Ledger?

Answer

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This is set up using Oracle Workflow Builder.

The complete procedure is

explained in Note 176459.1

9. How do you attach an Excel spreadsheet to a journal entry in Oracle General Ledger?Answer

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Please refer to Note 1074918.6

10. How do you easily copy a journal entry from one set of books to another?

Answer

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There is no standard feature to copy journal entries between sets

of books. However, there are some alternatives. See Note 204082.1

Reversing Journals

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11. An entire batch was reversed and posted, while trying to reverse and post

just one journal entry in the batch. How can this be corrected?

Answer

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When you reverse an entire batch, one reversal batch is created for each

journal in that batch. To correct your problem, reverse the reversal batches

that contained the journals you reversed by mistake, then post them.

12. Why is there a reversed posted journal in the next accounting period

of a non posted journal?

Answer

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This is the current funcionality. Reversing journals can be posted before

the original journal is posted.

Note 176329.1

13. Why is the reversal period of a journal being cleared out after

the period is changed?

Answer

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This is the expected functionality in Release 11i. When you change the

period of a journal, the application can not determine what you want to

do with the reversal period, so it is cleared.

14. A journal entry with a source set up for automatic reversal

is not reversed.

Answer

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General Ledger automatically submits the AutoReverse program when a period

is opened if the profile option, GL: Launch AutoReverse After Open Period,

is set to Yes. If a journal is created after the period has already been

opened, then the AutoReverse program will need to be submitted manually.

15. Does the reversal program generate separate reversal batches-journals

for each journal in a batch that is reversed?

Answer

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Yes.

When a batch is reversed, General Ledger creates a reversing

journal entry for each journal entry in the batch. Note that this

also generates a separate reversal batch for each reversed journal.

16. How do you reverse a journal entry that was already reversed, but its

reversed journal was deleted?

Answer

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General Ledger does not allow you to reverse a journal entry twice.

Confirm that the first reversed journal entry does not exist in the system.

Contact Oracle Support for the solution to Note 145043.1

17. How do you restrict the ability to reverse unposted journals?

Answer

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Unposted journals can be reversed, this is the intended functionality.

Additional information can be found in Note 172016.1

This functionality changed in R12 - see Note 734848.1 In Release 12,

a batch must be Posted before it can be reversed.18. How do you automatically generate a reversal journal entry for a journal

category in the previous accounting period?

Answer

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Automatic Journal Reversal is a feature that is included in Release 11i.

Additional information can be found in Note 151920.1

19. In Release 12, a reversal journal that is Unposted cannot be modified. Why?

Answer

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This is the expected functionality in Release 12. However the profile

GL: Edit Reverse Journals can be set to allow the modification.

See Note 567641.1