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Journal Approval
Setting Up Journal Approval
Use General Ledgers Journal Approval feature to ensure that journal
entries and batches are approved by appropriate management
personnel before the journals can be posted to your account balances.
Journal Approval uses Oracle Workflow to control and monitor the
approval process, sending notifications to journal batch preparers and
approvers when needed. Some of the Journal Approval components
can be customized to meet your organizations specific needs. See:
Journal Approval Overview: page 13.
Before you use Journal Approval, you must enable journal approval for
your set of books. You must also set up your journal sources to use
journal approval. Finally, you must create an approval hierarchy and
define your approver authorization limits.
Prerequisites
Before you use Journal Approval, you or your system administrator
must:
K Set up Oracle Workflow. See: Setting Up Oracle Workflow, Oracle
Workflow Guide
K Set the two profile options Journals: Allow Preparer Approval and
Journals: Find Approver Method. See: Setting General Ledger
Profile Options, Oracle General Ledger Users Guide
K Configure the GL Journal Approval Process in Oracle Workflow
Builder. Specifically, you must set the performer for the Notify
System Administrator No Approver and Notify System
Administrator No Approver Manager activities. Also, you can
change the default settings for Request Approval From Approver
timout and the Reached Manager Notification Resend Limit. See:
Journal Approval Overview: page 13.
" To enable Journal Approval for your set of books:
H When you define your set of books, mark the Enable Journal
Approval check box on the Set of Books window.
See: Defining Sets of Books, Oracle General Ledger Users Guide
2 Oracle General Ledger Journal Approval
" To specify journal sources that require journal approval:
H On the Journal Sources window, mark the Require Journal
Approval check box for each journal source that should be subject
to approval.
When a journal entry or batch is created using one of these journal
sources, the journal must be approved before it can be posted.
See: Defining Journal Sources, Oracle General Ledger Users Guide
" To create an approval hierarchy:
H If your organization uses a shared installation of Oracle Human
Resources, use the Enter Person window in Oracle General Ledger
to enter all of your employees who are involved in preparing and
approving journal entries and batches.
See: Entering a New Employee: page 4
If your organization uses a full installation of Oracle Human
Resources, you must log in with a Human Resources responsibility
to enter your employees in the People window. The Enter Person
window will not be available from General Ledger.
See: Entering New People
Oracle Human Resources Users Guide
When you enter an employee, you also enter the employees
supervisor or manager name. The supervisor is the default next
approver for journal entries and batches. Likewise, the
supervisors manager is the next approver after the supervisor.
" To define authorization limits:
1. Navigate to the Journal Authorization Limits window.
3 Setting Up Journal Approval
2. Enter the Employee name, or select it from the list of values.
3. Enter the amount of the employees Authorization Limit.
4. Repeat the previous two steps for each employee for whom you
want to define authorization limits.
5. Save your work.
See Also
Journal Approval Overview: page 13
Defining Sets of Books
Defining Journal Sources
Oracle General Ledger Users Guide
Entering a New Employee: page 4
4 Oracle General Ledger Journal Approval
Entering a New Employee
Use the Enter Person window to enter and maintain basic personal
information, addresses, and work assignment details for your
employees.
The system warns you if you enter two people with the same name and
birth date.
Note: You cannot use this window if Oracle Human Resources
is installed at your site. You must use the HR Person window,
which maintains a datetracked history of any changes you
make to employee records.
Prerequisites
K Select your employee number generation method in the Financial
Options window.
" To enter a new employee:
1. Enter the employees name. Only the last name is required.
2. If your enterprise uses manual employee number entry, enter an
employee number and national identifying number (such as Social
Security Number in the US).
If your enterprise uses automatic number generation, enter a
national identifying number only. The employee number
automatically displays when you save your entries in this window.
3. Enter the employees hire date in the first of the Employment Dates
fields. This must be on or before todays date.
4. In the Email field, you can enter an email user ID.
5. In the Mail field, select Home or Office to indicate the employees
preferred mail address. For example, Oracle Payables mails
employee expense checks to this address.
6. Save your work and choose More... to enter a new address or work
assignment information.