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Journal Approval Process

Objectives:

1. Journal approval process workflow

Pre-requisites:

1. Enabled Journal Approval in set of books.


2. Defined journal sources that require journal approval
3. Set the two profile options, Journals:
4. Enter all employees who are involved in preparing and approving
journal entries.
5. Defined Journal authorization limits.

Overview
The GL Journal Approval Process obtains the necessary management approvals for manual
journal batches. The process validates the journal batch, determines if approval is required,
submits the batch to approvers (if required), then notifies appropriate individuals of the
approval results.
The process has a result type of GL Journal Approval Process Result that gives one of four
results:
Approval Not Required: The journal batch does not need approval.
Approved: The journal batch was approved by all necessary approvers. In some cases, this may
be the preparer.
Rejected: The journal batch was rejected by an approver.

Validation Failed: The journal batch failed the validation process and was never submitted to
the approver.

Setup for Journal Approval


1. Enable Journal Approval

Step

Action

1.

Select

2.

Navigate : SetupFinancialsAccounting setup managerAccounting setups

3.

Select Petrofac E&C Shared Ledger - Click-Update

Responsibility

Step
4.

Action
Enable Journal approval option

2. Enable Journal Sources

Step

Action

1.

Select

2.

Navigate : SetupJournalsSources

Responsibility

Step

Action

3.

Select Journal Source (Manual) for which you want to enable Journal approval

4.

Enable the Require Journal Approval check box for each journal source that should
be subject to approval.

5.

When a journal entry or batch is created using one of these journal sources, journal
must be approved before it can be posted.

3. Define Employees and Hierarchies

Step
1.

Action
Select

Responsibility

2.

Navigate : PeopleEnter and Maintain

3.

We also enter employee's supervisor or manager name. The supervisor is default


next approver for journal entries and batches. Likewise, the supervisor's manager
is the next approver after the supervisor

Step

Action

4.

Select the Employee

5.

Click Assignment

Step

Action

6.

Select the Supervisor tab

7.

Enter the name of the supervisor for that employee.

8.

The supervisor is default next approver for journal entries and batches created by
this employee

4. Define Employee Authorization limits:

Step

Action

1.

Select

2.

Navigate : SetupEmployeesLimit

Responsibility

Journal Authorization Limits

Step

Action

3.

Enter the Ledger name, Employee name, or select it from the list of values.

4.

Enter the amount of the Employee's Authorization Limit.

Repeat the previous two steps for each employee for whom you want to define
authorization limits

5. Decide Journal Approval Methods

Step
1.

Action
There are two profile options that affect how Journal Approval operates

2.
Responsibility: System Administrator - Navigation: Profile System
3.
Journals: Allow Preparer Approval: Determines whether preparers can approve
their own journals.
4.
Journals: Find Approver Method: Sets the default method for seeking approval

Note:
There are two Profile Options that affect the Journal Approval process.
1. Journals: Allow Preparer Approval. Determines whether preparers can approve their own
journals. The following values are available:

Yes: Preparers are allowed to approve journal batches that fall within their
authorization limit.

No: Preparers cannot approve their own journal batches (this is the default value).

2. Journals: Find Approver Method. Sets the default method for approval. The following
values are available:

Go Up Management Chain: The journal batch moves up the approval hierarchy until it
has been approved by an approver whose authorization limit is sufficient to allow the
approval. The journal batch must be approved by all intermediate approvers as
well (this is the default value).

Go Direct: The journal batch is sent directly to the first approver in the approval
hierarchy who has an authorization limit high enough to allow approval. The preparers
direct manager receives a courtesy notice.

One Stop, Then Go Direct: The journal batch is first sent to the preparers manager
for approval. If further approvals are required, the journal batch is directly sent to the
first approver in the approval hierarchy who has an authorization limit high enough to
allow approval.

Enter a Journal

Step
1.

Action
Enter a Journal

2.
Select Post,

Step

Action

3.
A notification will appear-The Journal has been send to approval

Step
6.

Action
Log in using Approver(Manager) user login and password

Step

Action

7.
A notification will appear-

8.
Click the Notification and approve the Journal