Big4Guy

JOURNAL APPROVAL SYSTEM

In older versions of Oracle Payables, the Journal Approval process was accessed through menu security. Thus, if a user wanted to approve journal entries prior to posting them, same could only through the Journal Post screen. In other words, the posting process also became the approval process.

In the new Oracle Payables Release 11i, journal approvals are done through an approval process. This is possible through Oracle Workflow.

I have explained the Journal Approval Process in a step by step manner below. The Journal Approval Process can be configured in Oracle Payables as follows:

1. Step one is to install Oracle Workflow.
2. Configure and set the Journals - Allow Preparer Approval profile option.
3. Next a user has to Set the Journals - Find Approver Method profile options.
4. The Journal Approval Process has to be configured in the Oracle Workflow Builder.
5. In the Set of Books Window, one has to 'check' the Enable Journal Approval checkbox.
6. Remember that such Journal Approval checkbox has to be checked for each journal source.
7. The next important step is to define the employees for the approval of journal entries. These employees need to be defined in the 'Enter Person' window.
8. The final step in setting up the Journal Approval Process is to define an authorization limit for each employee. This can be easily configured using the Journal Authorizations window.

After the Journal Approval Process has been configured in Oracle Payables, I would recommend that on a sample basis user should try and make a dummy entry to check whether same goes through the system as defined. In case some changes are required, same can be configured before rolling out the same in the production version.