GL Approval Process (Oracle General Ledger Users' Guide)


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GL Approval Process

The GL Approval Process finds an appropriate approver, seeks journal batch approval, and sends notifications of approval or rejection.

To determine the appropriate approver, this process will compare each potential approver's authorization limit to the largest net journal line amount in the entire batch. In determining the largest net journal line amount, the process looks at absolute values. For example, assume the journal batch includes the following three journals:

Journal #1 (Misc Cash Receipt)

`10 Cash................`		`10,000`
	`20 Misc. Revenue`		`10,000`

Journal #2 (Accrual Adjustment)

`10 Deferred Income....`		`20,000`
`20 Rent Expense.......`		`15,000`
	`30 Misc. Revenue..........`		`20,000`
	`40 Prepaid Expenses.......`		`15,000`

Journal #3 (Consolidation Entry)

`10 Intercompany Payables.......`		`80,000`	`40,000`
`20 Intercompany Receivables....`		`15,000`	`35,000`

The largest net absolute amount is $40,000, the net of the intercompany payables amounts. $40,000 is the amount that will be compared to each potential approver's authorization limit.

The process has a result type of Approval that gives one of two results:

Approved: The journal batch was approved by all necessary approvers.

Rejected: The journal batch was rejected by an approver.

The process consists of 14 unique activities, some of which are reused, to comprise the 15 activity nodes that appear in the workflow diagram:

Start (Node 1)

This is a Standard function activity that simply marks the start of the process.

Function WF_STANDARD.NOOP

Result Type None

Find Approver (Node 2)

This function activity determines who the next approver is for the journal batch by checking the approval hierarchy and the approver method. If an approver is found, the procedure returns a value of 'Yes'. If an approver is not found, the procedure returns a value of 'No'.

Function GL_WF_JE_APPROVAL_PKG.FIND_APPROVER

Result Type Yes/No

Notify System Administrator - No Approver (Node 3)

This activity notifies your System Administrator if no approver can be found for the journal batch. The message includes 'Send' or 'Respond' attributes that display the batch name, the preparer's name, the monitor URL, and a note by the System Administrator that the problem has been resolved.

Message No Approver Found

Result Type GL Problem Has Been Fixed

Additional Information: This activity's performer is set to the SYSADMIN user when you first install Journal Approval. You can change this to any other user as follows:

Using Oracle Workflow Builder, choose File > Load Roles from Database from the main menu, then load your system administrator role.

Select the GL Approval Process and open the process detail diagram.

Choose the Notify System Administrator - No Approver activity to open the control properties window.

Change the Performer as needed.

Notify Preparer - No Approver Problem Fixed (Node 4)

This activity notifies the preparer when the no approver problem has been fixed by the system administrator. The message includes a 'Send' or 'Respond' attribute to display the batch name.

Message Notify Preparer - No Approver Problem Fixed

Result Type None

Notify Preparer of No Approver Found (Node 5)

This activity notifies the preparer if no approver can be found for the journal batch. The message includes 'Send' or 'Respond' attributes that display the batch name, the preparer's name, the monitor URL.

Message Notify Preparer That No Approver was Found

Result Type None

Customizable: Verify Authority Process (Node 6)

This activity is a subprocess. If your organization has unique needs, use this activity to customize the process of verifying an approver's authority to approve the journal batch. To view the subprocess, choose Customizable: Verify Authority Process under the Processes branch of the Workflow Builder navigator tree. See: Customizable: Verify Authority Process.

Result Type GL Pass or Fail Result Type

Record Forward From Information (Node 7)

If a selected approver is not authorized to approve the journal batch, this procedure saves the selected approver's name and other information. The saved information is used internally within Oracle Workflow.

Function GL_WF_JE_APPROVAL_PKG. RECORD_FORWARD_FROM_INFO

Result Type None

GL Request Approval Process (Node 8)

This activity is a subprocess that seeks journal batch approval from the selected approver. To view the subprocess, choose GL Request Approval Process under the Processes branch of the Workflow Builder navigator tree. See: GL Request Approval Process.

Result Type Approval

Reject Journal Batch (Node 9)

This function activity updates the journal batch's approval status to Rejected.

Function GL_WF_JE_APPROVAL_PKG.REJECT_JE

Result Type None

Notify Preparer of Journal Batch Rejection (Node 10)

This activity notifies the preparer that the journal batch was rejected. The message includes 'Send' or 'Respond' attributes that display the batch name, the approver's name, the monitor URL, the Enter Journals window, and the approver's comment.

Message Notify Preparer of Rejection of Journal Batch

Result Type None

Verify Authority (Node 11)

This function activity verifies that a selected approver is authorized to approve the journal batch. If the approver is authorized, the procedure returns a value of 'Pass'. If the approver is not authorized, the procedure returns a value of 'Fail'.

Function GL_WF_JE_APPROVAL_PKG. VERIFY_AUTHORITY

Result Type GL Pass or Fail Result Type

Notify Preparer of Further Approval Required (Node 12)

This activity notifies the preparer that further approval is required beyond the currently selected approver. The message includes 'Send' or 'Respond' attributes that display the batch name, the approver's name, and the monitor URL.

Message Verification of approval authority failure

Result Type None

Approve Journal Batch (Node 13)

This function activity updates the journal batch's approval status to Approved.

Function GL_WF_JE_APPROVAL_PKG.APPROVE_JE

Result Type None

Notify Preparer of Journal Batch Approval (Node 14)

This activity notifies the preparer that the journal batch has been approved. The message includes 'Send' or 'Respond' attributes that display the batch name, approver's name, monitor URL, enter journals window, and approver's comment.

Message Notify Preparer of Approval

Result Type None

End (Nodes 15 through 16)

This function activity marks the end of the process. Although the activity itself does not have a result type, each node of this activity in the process must have a process result assigned to it. The process result is assigned in the property page of the activity node. Since the GL Approval process activity has a result type of Approval, each End activity node must have a process result matching one of the lookup codes in the Approval lookup type.