GL Part10

ADI Performance Test Scenarios
ADI Performance Test Scenarios The Applications Desktop Integrator User Guide lists performance tests you can run to identify bottlenecks in your GL Journal Wizard Upload process. These tests must be completed in order and in a single session to provide a complete and accurate analysis of performance characteristics for your installation. For more information, refer to the Applications Desktop Integrator User Guide and Applications Desktop Integrator Installation Guide.
Copyright Oracle, 2005. All rights reserved.
Basic Journal Entries Chapter 3 - Page 146
Excel Versions Supported
Instructor Note Currently, Applications Desktop Integrator (ADI) is NOT compatible with XP and it is unknown when ADI will be as there are technical issues that must be resolved between XP and ADI.
Profile Options
Profile Options Applications Desktop Integrator (ADI) profile options are detailed below. In most cases, your system administrator must set these profile options. GL AHE: Saving Allowed: Specify whether account hierarchy changes can be saved from the Account Hierarchy Editor. GLDI: Analysis Wizard Privileges: Specify Analysis Wizard privileges. Settings are Yes or No. GLDI: AutoCopy Enforcement Level: Specify the enforcement level for the Report Wizard's AutoCopy function. Settings are: - None: Work with copies or originals of existing reports and report objects. - Enforce Copy: Must create copies to work with rather than use originals that are stored in the applications database. - Enforce Original: Must work with originals that are stored in the applications database.
GLDI: Enforce Budget Wizard Segment Security: Specify whether segment value security is enforced when using the Budget Wizard. GLDI: Budget Wizard Privileges: Specify Budget Wizard usage privileges for individual users. Settings are: - None: Cannot use Budget Wizard. - Entry: Can only enter budget data in a budget worksheet. - Entry, Upload: Can enter budget data and upload that data to the General Ledger Interface table. - Entry, Upload, Submit: Can enter budget data, upload that data, and submit the budget import process. GLDI: Journal Wizard Privileges: Specify Journal Wizard usage privileges for individual users. Settings are: - None: Cannot use Journal Wizard. - Entry: Can only enter journals in a journal worksheet. - Entry, Upload: Can enter journal data and upload that data to the General Ledger Interface table. - Entry, Upload, Submit: Can enter journal data, upload that data, and submit journal import processes. GLDI: Report Wizard Privileges: Specify Report Wizard usage privileges for individual users. Settings are: - None: Cannot use Report Wizard. - Define: Can define reports but cannot submit them. - Submit: Can submit reports but cannot define them. - Define, Submit: Can define and submit reports. ADI: Allow Sysadmin to View All Output: Specify whether the system administrator can view all output generated by the Request Center. Settings are Yes or No. ADI: Use Function Security: Specify whether ADI uses the function security model. Settings are Yes or No. GLDI: AHE Privileges: Specify Account Hierarchy Editor usage privileges for users. Settings are Yes or No. GLDI: Allow Drilldown Across Books: Specify drilldown privileges across sets of books. Settings are Yes or No. GLDI:
Balance by Accounting Date: Specify whether journal amounts for non-average daily balance set of books must balance by accounting date before upload to General Ledger. Settings are Yes or No. GLDI: Converted Entry Threshold: Specify a numerical threshold amount that converted currency journals must balance within before upload to General Ledger. GLDI: Create Group ID: Specify whether ADI automatically creates a group ID for the journal during upload to General Ledger. Settings are: - None: No group ID automatically created. - User ID: Acquires the ID number of the user uploading journals to the GL Interface table. - User ID + Julian Day: Acquires the ID number of the user uploading journals to the GL Interface table and attaches the appropriate Julian day. - Control Sequence: Acquires a number from the control sequence table. GLDI: Force Full Validation: Specify whether ADI forces full validation during budget and journal upload to General Ledger. Settings are Yes or No. GLDI: Journal Source: Specify the mandatory journal source to be used during journal upload to General Ledger. GLDI: Force Journal to Balance: Specify whether journal amounts must balance before upload to General Ledger. Settings are Yes or No. GLDI: Maximum Effective Ranges for Drilldown: Specify the maximum account ranges that can be drilled down on with the Analysis Wizard.
Other Uses of Journal Wizard in ADI
Other Uses of Enter Journals in ADI Create Templates You can create journal entry templates by saving the worksheet as a Microsoft Excel file. You can create a template with account numbers only (similar to a skeleton journal entry), or with account numbers and amounts (similar to a standard journal entry). Create GL Code Combinations Create General Ledger (GL) code combinations by creating a journal entry with all of the valid account numbers for your chart of accounts. Enter 0 in either the debit or credit field. Upload and import the journal entry to Oracle General Ledger. Dynamic insertion must be set to Yes for the chart of accounts structure used by this set of books. Combinations are created automatically during the import process. Delete the unposted journal entry in Oracle General Ledger. Convert Financial History You can facilitate the conversion process by creating journal entries for each month of history that you want to upload into Oracle General Ledger. You can upload balances from prior fiscal years. Note: Make sure the prior periods are open.
Setting Up the ADI Journal Features
Setting Up the ADI Journal Features From the Ledger Options window, you can select the Journal tab to format the appearance of your journal entry worksheets. Format: Select Fields or Hints Fields appear as row and column headings. Hints appear as detail information. Layout Set the default number of rows (from 1 to 10,000) for the number of journal entry lines displayed in your journal worksheet. Note: To manually add lines or rows to your journal worksheet, you must unprotect the worksheet using Microsoft Excel's Tools menu. Select (M) Tools > Protection > Unprotect sheet. Set the minimum width of columns (from 1 to 20) Header Set display widths for the field name, context, and field value in a journal worksheet header. The range of values is 1 to 10 columns.
Setting Journal Profile Options for ADI
Setting Journal Profile Options for ADI GLDI: Allow Drilldown Across Books Controls drilldown privileges across sets of books. GLDI: Create Group ID Applications Desktop Integrator automatically generates a group ID during journal upload depending on setting: - None: Does not automatically create a group ID. - User ID: Acquires the ID number of the user uploading journals to the GL interface table. - User ID + Julian Day: Acquires the ID number of the user uploading journals to General Ledger and attaches the appropriate julian day. - Control Sequence: Acquires a number from the control sequence table. GLDI: Converted Entry Threshold Forces converted currency journals to balance within a set threshold amount before journal upload. GLDI:
Force Full Validation - Forces full validation during budget and journal uploads from ADI. If validation fails, the upload does not continue. GLDI: Journal Source Specifies a single journal source that defaults on all journal worksheets and used during upload from ADI to General Ledger. You can later query journals in General Ledger by this source. GLDI: Force Journal to Balance Specifies whether journal amounts must balance before upload to General Ledger from ADI. GLDI: Journal Wizard Privileges - You can assign one of four security levels: - Entry: You can only enter journals in a journal worksheet. - Entry, Upload: You can enter journals and upload them to the GL_INTERFACE table. - Entry, Upload, Submit: You can enter journals, upload them, and submit the journal import process. None: You have no access to any Enter Journals features.
Overview of Importing Journal Entries
Overview of Importing Journal Entries About Journal Import Use Journal Import to integrate information from other applications such as payroll, accounts receivable, accounts payable and fixed assets with your General Ledger application. For each accounting period, you can import accounting data from these feeder systems, then review, update and post the journal entries. You can also use Journal Import to import historical data from your previous accounting system. General Ledger lets you import data from multiple interface tables. This enables you to customize interface tables to your specific requirements. Each particular source/group ID combination will only have data in one interface table at a time. Journal import will process data from one table at a time. To import subledger and feeder system data to General Ledger: - Set up General Ledger to accept Journal Import data by defining your set of books, currencies, accounts, journal sources, and categories. You should also run the Optimizer program, and define your concurrent program controls. - Export data from your feeder system and populate the GL_INTERFACE table. Note: If you use Multiple Reporting Currencies and Oracle subledger systems, you
must post to General Ledger from each subledger multiple times. Post first using your primary subledger responsibility, which transfers amounts denominated in your functional currency. Post next using each of your subledger reporting responsibilities, which transfers amounts denominated in your reporting currencies. Run Journal Import. If your import program converts your journal entries from other sources into the required data format, and all of the data is valid in your General Ledger application, then Journal Import should run successfully the first time. However, if you load data into the GL_INTERFACE table which is not valid in your General Ledger application, Journal Import informs you of the specific errors on the Journal Import Execution Report. Note: If you use Multiple Reporting Currencies and Oracle subledger systems, and have chosen not to run Journal Import automatically when posting amounts to General Ledger from your subledgers, you must run Journal Import manually in your primary set of books and in each of your reporting sets of books. Use the Journal Import Execution Report to review the status of all import journal entries. The Journal Import Execution Report prints a line for each journal entry source from which you are importing journal entries. If you encounter relatively few Journal Import errors, you can correct the data in the GL_INTERFACE table. If you encounter several Journal Import errors, you should delete the Journal Import data from the GL_INTERFACE table, and correct the information in your feeder system before rerunning Journal Import. Review the journal entries created by Journal Import before you post them. Post your Journal Import journal entries.
Importing Descriptive Flexfields
Importing Descriptive Flexfields Importing descriptive flexfields is optional. You can choose to import descriptive flexfields with or without validation. If importing with validation, Journal Import creates journal lines only if validation succeeds. If you want to import descriptive flexfield information from Oracle subledgers, you must run Journal Import separately in Oracle General Ledger using the Import Journals window. Choose to import descriptive flexfields with or without validation. Note: You should always import descriptive flexfield information with validation to avoid corrupting journal lines. If you want to create summary journal lines, you cannot import descriptive flexfields.
Importing Journals
Importing Journals (N) Journals > Import > Run To run journal import from General Ledger, navigate to the Import Journals window. Enter the source. You can choose No Group ID, All Group IDs, or specific Group IDs. You can use the the list of values for this field to determine if the Group ID exists in the interface table. Then select the Import button to start the import program. Note: Oracle subledgers create a report when the transfer is run from the subledger that displays the Journal Import Group ID. You can view the output in the Request window to locate the Group ID. You can run Journal Import in parallel for several sources as long as each request corresponds to a unique Source/Group ID combination. The maximum number of combinations you can run at one time is 20. Oracle General Ledger names the created batch with the following naming convention: <Optional User-Entered Reference><Source><Request ID><Actual Flag><Group ID> Suspense Posting
If suspense posting is enabled for your Set of Books, select the Post Errors to Suspense check box. Journal Import posts entries with invalid account combinations to a predefined suspense account or accounts, if you have defined one for each journal source and category. Typical account errors are: - Detailed posting not allowed. - Account disabled for this date. - Disabled account. - Account code combination is not valid. - Account code combination ID does not exist. If you choose not to post errors to a suspense account, Journal Import rejects any source/group ID combination with account errors.
Multi-Table Journal Import
Multi-Table Journal Import Using MultiTable Journal Import General Ledger provides you with the Journal Import Package (GL_JOURNAL_IMPORT_PKG) to create a new interface table and populate the GL_INTERFACE_CONTROL table. In addition, you can create your own procedures to populate your interface table with data and to launch Journal Import. This enables you to automate the entire procedure. Below are the steps to follow to use MultiTable Journal Import: - Create a new interface table. New interface tables must have the same columns as the GL_INTERFACE table but you can add more if your needs require. - Populate the new interface table with data. - Populate the GL_INTERFACE_CONTROL table with one record for each source/group ID combination that was put into the interface table. Specify a table name that the data is to be retrieved from for each combination. Specify what should be done with the data once it has been processed.
Start Journal Import using the Import Journals window. Specify each of the source/group ID combinations that you want to import. If there are multiple tables, Journal Import will be launched multiple times. _ If Journal Import indicates that the data is erroneous, then correct the data using the Correct Journal Import Data window or delete it using the Delete Journal Import Data window. If you choose to correct it, then start Journal Import again using the Import Journals window.
Journal Import Group By Effective Dates Description
Journal Import Group By Effective Dates Description Journal Import now provides an option to automatically group journal lines into journal entries based on effective dates. This functionality was previously only available to customers using average balance processing. Through a new profile option called GL Journal Import: Separate Journals by Accounting Date, you can choose to separate journal lines into separate journals by different accounting dates, even if using a standard set of books. This includes journals originating from Oracle subledger applications.
Journal Import Group By Effective Dates Benefits
Journal Import Group By Effective Dates Benefits By grouping and monitoring business transactions by date, rather than by accounting period: You have greater flexibility in how you want to account for your business transactions. You can account for them by effective date or by accounting period. You facilitate financial auditing and compliance with the new Sarbanes-Oxley Act. For DBI customers, you have better information that is updated on a daily basis. This enables you to make better business decisions and react more quickly to opportunities.
How to Set Up Journal Import Group By Effective Dates
How to Set Up Journal Import Group By Effective Dates 1. Set the profile option called GL Journal Import: Separate Journals by Accounting Date. - If set to Yes, journals that pass the GL_INTERFACE table via Journal Import will be separated into separate journals by accounting date. - If set to No, journals will be grouped by accounting period. 2. Run the Journal Import process. Note: If you want journals that originated from Oracle subledgers to be separated by accounting date, you must set this profile option for each Oracle subledger application.
Using Journal Import Group By Effective Dates
Using Journal Import Group By Effective Dates If you have two journal lines in the same accounting period but with different effective dates, by setting the profile option to Yes, you can create two separate journals; one for each line that has a different effective date. Both journals will still be grouped in the same journal batch. By setting the profile option to No, the lines will be grouped by accounting period and placed in the same journal. This is the current functionality for standard sets of books.
Importing Journal References
Importing Journal References You can import subledger transactions into General Ledger in detail. The Journal Import process creates one journal entry line for every transaction line in the the subledger. To reduce the size of journal lines and speed the import process, you can choose to summarize journal entry information when you run Journal Import: Select Create Summary Journals check box to have Journal Import summarize all transactions for the same account, period, and currency into one debit and credit line. When Journal Import creates summary journal lines, all mapping back to the source information is lost. However, you can preserve transaction detail for summary journal lines in the GL_IMPORT_REFERENCES table: - Select the Import Journal References check box in the Journal Sources window for each journal entry source you wish to preserve. (N) Setup > Journal > Sources. - Oracle General Ledger populates the GL_IMPORT_REFERENCE table with one record for every transaction in your feeder system. You cannot import descriptive flexfields if you create summary journals.
Note: If you want to be able to drill down to subledger transaction lines, such as Payables invoices, from General Ledger, select the Import Journal References check box for the subledger source in the Journal Sources window whether you transfer in summary or detail from subledgers.
Reviewing Journal Import Data
Reviewing Journal Import Data Review the status of accounting data imported into Oracle General Ledger using the Journal Import Execution Report. Use the Error Key section on the report to identify the types of errors found. The journal import program rejects all transactions of a Source and Group ID if any of its journals have errors. Use the journal import verification process to identify and correct journal import errors.
Journal Import Verification Process
Journal Import Verification Process Validation When Using Open Interfaces Journal Import validates all of your data before it creates journal entries in General Ledger. If you allow suspense posting for your set of books, Journal Import assigns lines with invalid accounts to the suspense account. Journal Import rejects all other invalid lines, and they remain in the GL_INTERFACE table, where you can correct them online in the Correct Journal Import Data window or in your feeder systems. Journal Import also prints your error lines in the Journal Import Execution report. Journal Level Validation Journal Import validates the following attributes to ensure that your journals contain the appropriate accounting data: - Account combinations - Unbalanced journal entries - Periods - Foreign currency errors - Budget information
- Encumbrance information - Other miscellaneous items Correcting Journal Import Errors Online If your Journal Import results in relatively few errors, you can make online corrections to the data that was rejected, then rerun Journal Import to import the corrected data. (N) Journals > Import > Correct The Correct Journals Import window displays each field of the GL_INTERFACE table. From this window you can query import lines that have a status of Error or Corrected. Make your corrections. - If you are correcting Accounts data, you must enter an account segment value or enter a valid Code Combination ID. - Segment values override Code Combination IDs, so you must first clear all displayed segment values before changing the displayed Code Combination ID. The Status changes to Corrected after you save your changes. Select the Import Journals button to return to the Import Journals window. Deleting Journal Import Data to Correct Errors If you encountered a high number of errors from the Journal Import process, you should delete all information from the interface table and rerun Journal Import after correcting the errors. (N) Journals > Import > Delete If you delete import data that originated from an Oracle subledger, you must correct the data in the subledger and reimport it from the original source: - Delete all the import data for your journal entry source and group ID from the GL_INTERFACE table. - Correct the errors in feeder system. - Repopulate the GL_Interface table. - Rerun Journal Import. Caution: Do not delete journal import data from Oracle subledgers such as Oracle Payables or Oracle Receivables. The Oracle subledgers set flags to indicate the transactions have been sent to Oracle General Ledger. These flags must be reset before the transactions can be resent.
Using Journal Entry Sources and Categories
Using Journal Entry Sources and Categories (N) Setup > Journal > Sources Journal entry sources indicate where your journal entries originate. General Ledger supplies a list of predefined journal sources for journal entries that originate in Oracle subledger applications, such as Assets or Payables. You can define your own journal sources for non-Oracle feeder systems. For each journal source, specify whether to import detail reference information for summary journals imported from your Oracle subledger applications. This is required if you want to be able to drilldown to the original subledger transaction from balances in General Ledger. With journal sources, you can: Define intercompany and suspense accounts for specific sources. Run the AutoPost program for specific sources. Import journals by source. Freeze journals imported from subledgers to prevent users from making changes to any journals that have been transferred to General Ledger from that source. This ensures that transactions from your subledger systems reconcile with those posted in General Ledger.
Report on journals by source using the Foreign Currency Journals or General Journals reports. If you have journal approval enabled for your set of books, you can use journal sources to enforce management approval of journals before they are posted. If you are using average balance processing, select an effective date for your journal source. For more information, refer to the Oracle General Ledger User Guide or 11i General Ledger Financial Management Advanced Topic Average Balance Processing. Journal Categories (N) Setup > Journal > Categories Journal categories help you differentiate journal entries by purpose or type, such as accrual, payments, or receipts. When you create journal entries, you must choose the default or specify a category. Using categories, you can: - Define intercompany and suspense accounts for specific categories. - Use document sequences to sequentially number journals by category. - Define journal categories for accruals and estimates. Use these categories when you define criteria for AutoReverse and AutoPost. Journal categories appear in standard reports, such as the General Journals report. You can run reports by category, by source, or category and source. For example, for month end close, you might run a report listing all journals that were created for the period with a category of accruals. This way you can review the accrual entries created before finalizing your close. Caution: Oracle General Ledger does not have a standard report showing Journal Import reference information. You must create a custom report to access this information.
Defining Suspense Accounts
Defining Suspense Accounts (N) Setup > Accounts > Suspense When you define a set of books, you can optionally assign a default suspense account. When you define a suspense account, the difference of any out of balance journal entries are posted to this account. This default account uses a source and category of Other. Note: Do not assign a suspense account if you want to require balanced journal entries. Using Additional Suspense Accounts You can define additional suspense accounts, by source and category, to further segregate your out of balance postings. Additional suspense accounts must be associated with a source and category. Multiple combinations of source and category can be assigned to the same suspense account. General Ledger automatically creates a suspense account for each balancing segment value. Example: If you define a suspense account for company segment 01, General
Ledger automatically creates a suspense account for any other company segment value in your chart of accounts. Note: Any sources or categories that do not have a suspense account defined in the suspense accounts window use the default suspense account defined in the set of books window. Examples for Using Suspense Accounts Use suspense accounts to post disputed transactions. When the dispute is resolved, you can transfer the balance out of the suspense account. Note: Using suspense accounts generally increases the time it takes to reconcile transactions.
Setting Up Statistical Entries
Setting Up Statistical Entries (N) Setup > Accounts > Units Set the profile option, Journals: Mix Statistical and Monetary to Yes in order to be able to enter both monetary and statistical amounts in a single journal entry line. Identify the account segments you want to associate with a statistical unit, such as: Payroll account and hours worked Building maintenance account and square feet. In the Statistical Units of Measure window, associate units of measure with accounts. Enter only one unit of measure for each account segment. You can change this association at any time. Statistical quantities are not included in running totals or control totals.
Practice - Define Suspense and Statistical Accounts

Tasks
In this practice you will learn how to define: Suspense Accounts Statistical Accounts
Business Situation
When your company created its Set of Books within Oracle General Ledger, it allowed Suspense Posting to automatically balance out-of-balance journals. You are now going to define an additional Suspense Account. 1. Use the following to define your Suspense Account:
XX_Purchasing XX_Adjustment 01-000-1110-21XX-000 Optional
Source Category Account Code Combination Description
Assumptions
Use Vision database Login information provided by your instructor Replace XX with the number provided by your instructor Use General Ledger, Vision Operations (USA) responsibility
Solution - Define Suspense and Statistical Accounts

Task In this practice you will learn how to define: Suspense Accounts Statistical Accounts
Solution 1. Define a Suspense Account using the following information.

XX_Purchasing XX_Adjustment 01-000-1110-21XX-000 Optional
Source Category Account Code Combination Account Description
2. 3. 4. 5.
Open the Suspense Accounts window. (N) Setup > Accounts > Suspense Enter the Source, Category and Account Code Combination from the table above. Save your work. Define a Statistical Account
Note: Make sure the profile option, Journals: Mix Statistical and Monetary is set to Yes. 6. 7. 8. 9. Open the Statistical Units of Measure (N) > Setup > Accounts > Units Select the account from the list of values as assigned by instructor. Enter the unit of measure: Copy Usage Enter the description: Copies to date.
10. Save your work.
Running Journal Entry Reports
Running Journal Entry Reports General Ledger provides the following standard reports for information about journal entries: General Journal Report: Prints journal batches and journal entries by type, currency, period, source, or batch. You can run this report for posted journals, unposted journals, or error journals and trace the transaction back to the original source. Journal Batch Summary Report: Posted journal batches for a particular balancing segment value, currency and date range. Shows debit/credit totals by category. Reports actual balances only. Journal Entry Report: Journal entries for a period or range of periods. Journal Line Report: Journal entries grouped by batch for a particular category, currency and balancing segment value. Journals by Document Number Report:
Journal entry information by range of document numbers. Also reports document numbers with no journal entries. Journals General: Details for each journal entry. Use to check journal entries, entered or imported, prior to posting. Journals Day Book: Posted journal entries and details listed chronologically for a range of dates, journal source, or journal category. Journals Vouchers: Use to print journal vouchers by batch for a specific journal source, category, and document sequence. Journal Check Report: Use to check manual journal entries prior to posting. Note: Use Journal Reports to review information relevant to your journal entries for all currencies and posting statuses. The same segment security rules defined to restrict user access to segment values in your accounting flexfield are extended to these reports.
Setting Profile Options
Setting Profile Options Journals: Allow Multiple Exchange Rates - Controls whether to allow multiple conversion rates within a journal entry. Journals: Allow Posting During Journal Entry - Controls whether you can post a manual journal entry from the Enter Journals window. Journals: Default Category - Specify the default category for manual journal entries. Journals: Enable Prior Period Notification - Controls whether General Ledger notifies you when you are entering a journal for a prior period. Journals: Mix Statistical and Monetary Controls whether you can enter statistical amounts in the same journal line as monetary amounts. Journals: Override Reversal Method - Controls whether you can override the specified default reversal method.
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ADI Performance Test Scenarios

Copyright Oracle, 2005. All rights reserved.

Basic Journal Entries Chapter 3 - Page 146

Excel Versions Supported

Copyright Oracle, 2005. All rights reserved.

Basic Journal Entries Chapter 3 - Page 147

Basic Journal Entries Chapter 3 - Page 148

Basic Journal Entries Chapter 3 - Page 149

Copyright Oracle, 2005. All rights reserved.

Basic Journal Entries Chapter 3 - Page 150

Other Uses of Journal Wizard in ADI

Basic Journal Entries Chapter 3 - Page 151

Setting Up the ADI Journal Features

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Basic Journal Entries Chapter 3 - Page 152

Setting Journal Profile Options for ADI

Basic Journal Entries Chapter 3 - Page 153

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Overview of Importing Journal Entries

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Importing Descriptive Flexfields

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Multi-Table Journal Import

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Journal Import Group By Effective Dates Description

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Journal Import Group By Effective Dates Benefits

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How to Set Up Journal Import Group By Effective Dates

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Using Journal Import Group By Effective Dates

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Importing Journal References

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Reviewing Journal Import Data

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Journal Import Verification Process

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Using Journal Entry Sources and Categories

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Copyright Oracle, 2005. All rights reserved.