Journal Loader is used to bulk-load journals with a large number of lines by allowing you to copy journal header and line data from a spreadsheet and load into FinancialForce Accounting. A journal with up to 50,000 lines can be loaded in one session.
Journal Loader splits your spreadsheet data into a number of separate journals. You specify how many journal lines you want per journal. You do this using the custom setting Document Line Volume Settings (FF) | Manual Journal Batch Line Limit. The default is 1000 lines. Where the number of journal lines in your spreadsheet is greater than the value set in this custom setting, Journal Loader splits the data into separate journals, each journal containing the number of lines specified in the custom setting.
Each journal created through the Journal Loader process is given a part number. This tells you how many parts the original journal has been split into. For example, on your main Journal Loader page, you might have loaded a 10,000 line journal, which has been split into 10 separate journals, each containing 1000 lines. Each line on this page tells you the number of lines that journal contains, and the part number for this journal. In this example, you will see 11 lines of information, each with a journal description labeled “part 1” to “part 11”.
A balancing line is generated for each journal created by the Journal Loader process. The first line of each newly created journal displays the balancing entry that is posted to the Suspense GLA. This is also displayed as a column header in the Journal Details dialogue.
Setting up your source spreadsheet
Journal data can be pasted directly from an MS Excel spreadsheet or Google Sheet. The spreadsheet must be in a valid journal format, for example, contain header and line details. Click here for a sample spreadsheet.
Your Journal Loader spreadsheet must contain:
- One row of column headers
- One row of header data
- One or more blank lines
- One row of line headers
- One or more rows of line data
Custom fields are supported, allowing you to tailor the spreadsheet to the needs of your business. If you are using custom fields on your journal header or line headers, ensure you have already added them in Setup | Object Manager.
Date and number formats
The date and number format in your spreadsheet must match your user locale settings.
To enter a valid date, you need to know:
- The date order, for example, mm/dd/YYYY
- The date separator, for example, "/"
For example, in an English user locale, the number format displays as “1,000.50”. In a German user locale, the number format displays as “1.000,50”.
For more information, see the Salesforce Help.