Journal Approval Process - · PDF fileStandard Journal Approval Process Page 3 This document is a personal asset of the author and has nothing to do with anyone. So here we can see

Standard Journal Approval Process

Page 1

This document is a personal asset of the author and has nothing to do with anyone.

Journal Approval Process

By

Ritwik Kumar Mishra

Oracle AppsFinance Functional Consultant

Table of Contents

1 INTRODUCTION: ..................................................................................................... 2

2 Employee Identification ......................................................................................... 2

3 Pre-requisites: ......................................................................................................... 3

3.1 Settings for journal approval in the primary ledger: ...................................................... 3

3.2 Setting up journal approval in journal sources .............................................................. 7

3.3 Setting the journal authorization limits for employee .................................................... 7

4 Required Profile Options ....................................................................................... 8

4.1 Approver method ......................................................................................................... 9

4.2 No self-approval ..........................................................................................................10

5 Creation of Journal ............................................................................................... 11

6 Identification of the Supervisor ........................................................................... 17

7 Log in with the user id of Mr. Brown Casey ....................................................... 20

8 Approval Notification: .......................................................................................... 23

9 Granting of approval ............................................................................................ 26

10 Conclusion: ........................................................................................................ 27


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1 INTRODUCTION:

In any accounting cycle journals become an integral part of the financial reporting system. So as part of the procedures before posting of journals decision needs to be taken whether the journals should be approved or not. So this approval related decision needs to be setup and be part of the application through which financials transactions are being done and regulated in real time scenarios. This functionality of setting up the approval process based on the journal details or amounts is called Journal Approval. Like any other ERP in oracle apps as well journal approval functionality is available.

As we know that in real time business scenarios journals are prepared by the employees who would be creating the journals so in order to set it up the approval limits for the same need to be set with the employee. So in order to do the testing we need to know the employee to whom the user ID is attached to in system administrator.

2 Employee Identification

Responsibility: System Administrator

Navigation:

So as we know that in vision instance our user name is OPERATIONS. So lets query

with our user name and see the details.

Ctrl F11


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So here we can see that our user is attached to Pat Stock for whom we need to set the

approval limits in general ledger module.

3 Pre-requisites:

Before setting the approval limit we need to do the pre-requisite set ups for this functionality. These setups are as given below

Setting of journal approval in primary ledger Setting of journal approval in journal sources Setting of journal authorization limits for the employees

Once the above mentioned above setups are done then we need to start the process.

3.1 Settings for journal approval in the primary ledger:

Responsibility: General Ledger

Navigation:

As we know that our ledger is Vision operations so first we need to query for our ledger

and attach the settings for journal approval.


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Query for our ledger

Click for changing the required settings


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Get into the primary ledger and make the required changes by clicking button

Get into the and make the changes


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So her as we can see that the box for journal approval is unchecked so in order to

enable the functionality we need to check this box as shown below.


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3.2 Setting up journal approval in journal sources

Responsibility: General Ledger

Navigation:

Query for your journal source and set the check box for as shown

below.

3.3 Setting the journal authorization limits for employee

Responsibility: General Ledger Super user

Navigation:

Select the employee as shown below


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As here as you can see that we have selected Stock Pat as the employee for setting the

journal authorization limits as it’s the employee to whom this user is attached with.

So here we have assigned the journal authorization limit for our employee that is Stock

Pat which is 20000 USD.

4 Required Profile Options

In order to test the journal approval flow we need to create a journal from the user id of Robin

the various pre-requisites are


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As part of the standard journal approval flow is concerned in case the journal authorization limits

are exceeded then the approval notification will go to the supervisor of the journal creator which

in our case is Robin More.

4.1 Approver method


Navigation: Profile > System

Next we need to enable a profile option which will define the approval method that will be used.

In this context there are four option as we can see in the below screenshot.

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 approval. The journal batch must be approved by all intermediate approvers as well.

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 preparer's direct manager receives a courtesy notice.

One Stop Then Go Direct: The journal batch is first sent to the preparer's manager for

approval. If further approvals are required, 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 default value for this profile option is Go up Management Chain. You cannot view this profile option at the user level. Your System Administrator must set this profile option at the site, application, or responsibility level. As per the requirement since there should be one line of approval so we need to go for “Go

Direct” option.


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Save it

4.2 No self-approval

If we want to have self-approval so for this we need to look into a profile option.


Navigation: Profile > System

Profile option name: Journals: Allow Preparer Approval


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As part of the conditions for journal since we don’t want self approval so we need to set the

profile option as “No”.

5 Creation of Journal

Let’s go ahead with creating a journal.


Navigation:

Click


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Enter the line details


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Here in both places you can see that we have entered a journal with amount as USD

30000 which is exceeding the authorization limits. So if this approval process is working

then the journal will not get approved and will be send for one level of approval.


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Posting of Journal

Click


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So here we can see that the journal since is above the authorization limits so has been

send for approval. This shows the fact that the approval system set by us is working

perfectly.


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6 Identification of the Supervisor

As we have seen that our employee pat has authorization limit of 20000 USD and so

the journal; of 30000 USD has been send for approval. So this journal will go for the

approval of the supervisor of Pat. For this we need to know about the supervisor of Pat.

Responsibility: Human resources

Navigation:

Query with the employee name

Click


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Click

Click


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So here we can know that the supervisor of Pat is Mr. Brown Casey. So in order to

cross check the fact that this approval notification is working or not we need to check

with the user id of the supervisor that whether he has received the approval notification

or not.


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7 Log in with the user id of Mr. Brown Casey

For this purpose we need to know the user name and password of this person which we

can know from system administrator.


Navigation:

Query with the supervisors name in the persons TAB as shown below


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Now we need to set the password for this person in order to log in.

So press TAB and enter the password of your choice as shown below

Press Tab and re-enter to confirm the password


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Again press Tab to confirm

This changing of color of the field from yellow to blue gives the indication that the

password given by us has been frozen and set.

Save it


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8 Approval Notification:

Now try to log in with the login id of CBROWN


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Change the password set by you


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Now get into the GL module


Navigation:

Over here we can see that Mr. Brown has received the approval notification for the

journal which is above the authorization limit of Pat.


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9 Granting of approval

Let’s see the notification which has come

Click to approve the journal

As here as we can see that our journal approval notification does not appear over here.

So this shows the fact that our notification regarding the approval process of journals is

working perfectly.


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10 Conclusion:

So here we have seen the whole process by which the journal approval for a particular employee can be set up. but the biggest lacunae of this process is that it facilitates parallel approval and does not facilitate if more approval lines are required.

In order to meet the requirements apart from one given in standard we need to customize the standard journal approval workflow.

Documents

Journal Approval Process - · PDF fileStandard Journal Approval Process Page 3 This document is a personal asset of the author and has nothing to do with anyone. So here we can see