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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 organization's specific needs. See: Journal Approval Overview.

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

   Set up Oracle Workflow. See: Setting Up Oracle Workflow

   Set the two profile options Journals: Allow Preparer Approval and Journals: Find Approver Method. See: Setting General Ledger Profile Options.

   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.

   To enable Journal Approval for your set of books:

• 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

   To specify journal sources that require journal approval:

• 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

   To create an approval hierarchy:

• 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

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

When you enter an employee, you also enter the employee's supervisor or manager name. The supervisor is the default next approver for journal entries and batches. Likewise, the supervisor's manager is the next approver after the supervisor.

   To define authorization limits:

1. Navigate to the Journal Authorization Limits window.

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

3. Enter the amount of the employee's 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

Defining Sets of Books

Defining Journal Sources