2 Setting Up Batch Approval and Post Security

This chapter contains the following topics:

2.1 Setting Up Management Approval by System

This section discusses how to set up manager approval of batches.

2.1.1 Forms Used to Set Up Management Approval by System

Form Name FormID Navigation Usage
System Setup W0000A Accounts Receivable Setup (G03B41), Accounts Receivable Constants

Accounts Payable Setup (G0441), Accounts Payable Constants

General Accounting Setup (G0941), General Accounting Constants

Select the system in which to set up management approval for batches.
Accounts Receivable Constants W0000D On the System Setup form, click Accounts Receivable Constants. On the Work with A/R Constants form, enter 00000 in the Company field. Click Find, and then click Select. Set up management approval of batches for the Accounts Receivable system.
Accounts Payable Constants W0000E On the System Setup form, click Accounts Payable Constants. Set up management approval of batches for the Accounts Payable system.
General Accounting Constants W0000B On the System Setup form, click General Accounting Constants. Set up management approval of batches for the General Accounting system.

2.1.2 Setting Up Manager Approval of Batches

Access the Accounts Receivable Constants, Accounts Receivable Constants, Accounts Payable Constants, or General Accounting Constants form.

Figure 2-1 General Accounting Constants form

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Description of ''Figure 2-1 General Accounting Constants form''

You choose whether to have management approve each batch of transactions before the batch can be posted. You set up management approval for AR, AP, and GL, and not for specific companies.

Manager Approval of Input

Select this check box if manager approval is required for batches. The system assigns a Pending status to the batch and a manager must approve it before it can be posted.

If you do not select this check box, the system assigns an Approved status to the batch and the batch does not require that a manager approve it before it can be posted.

2.2 Setting Up Batch Security by System

This section discusses how to set up batch security.

2.2.1 Form Used to Set Up Batch Security by System

Form Name FormID Navigation Usage
Batch Approval / Post Security Constants W00241A G/L Advanced & Technical Operations (G0931), Batch Approval / Post Security Constants Set up batch security by system and batch review security.

To print a list that shows the names of approved or restricted users for batch security, select Batch Security Rpt from the Report menu on the Batch Approval / Post Security Constants form.


2.2.2 Setting Up Batch Security

Access the Batch Approval / Post Security Constants form.

Figure 2-2 Batch Approval / Post Security Constants form

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Description of ''Figure 2-2 Batch Approval / Post Security Constants form''

G/L Batch Security, A/P Batch Security, and A/R Batch Security

Select the corresponding check box to activate batch security editing in the JD Edwards EnterpriseOne General Accounting, JD Edwards EnterpriseOne Accounts Payable, or JD Edwards EnterpriseOne Accounts Receivable system. The system performs this editing when you approve and post batches for a particular system.

After you activate batch security editing, you must set up authority for secured users and approved users.

Batch Review Security

Select this check box to restrict unauthorized users from viewing batches other than their own using the General Journal Review program.

2.3 Setting Up Approved and Secured Users

This section provides an overview of approved and secured users and discusses how to:

  • Set up approved users.

  • Set up secured users.

2.3.1 Understanding Approved and Secured Users

To have management approve each batch of transactions before the batch can be posted, you must set up two types of users:

  • Approved: Users that can approve and post batches for secured users.

  • Secured: Users that are restricted from approving and posting batches.

2.3.2 Forms Used to Set Up Approved and Secured Users

Form Name FormID Navigation Usage
Batch Approval / Post Security Constants W00241A G/L Advanced & Technical Operations (G0931), Batch Approval / Post Security Constants Set up batch security by system and batch review security.
Approved by User W00241F On the Batch Approval / Post Security Constants form, select Approved by Users from the Form menu. On the Work With Approved by Users form, click Add. Set up approved users.
Secured User W00241J On the Batch Approval / Post Security Constants form, select Secured Users from the Form menu. On the Work With Secured Users form, click Add. Set up restricted users.

2.3.3 Setting Up Approved Users

Access the Approved by User form.

Figure 2-3 Approved by User form

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Description of ''Figure 2-3 Approved by User form''

Approved By Users and Secured User

Enter the user ID of a person who is authorized to approve and post batches for a group of secured users. Secured users are restricted from approving and posting batches.

If the person has authority to approve and post all user batches, enter *ALL in the Secured User field instead of identifying each user individually.

2.3.4 Setting Up Secured Users

Access the Secured User form.

Secured User and Approved by User

Enter the address book number of a user who is restricted from approving and posting batches.

Enter the user ID of the person who is authorized to approve and post batches for the secured user in the Approved by User field.

2.4 Setting Up Workflow for Batch Approval and Post

This section provides an overview of workflow setup.

2.4.1 Understanding Workflow Setup

To approve batches or approve and post batches from the work center, you must first identify the approving managers in the appropriate workflow process. After each transaction batch is entered, the approver receives a workflow notification that the batch is ready for approval. Depending on the workflow process that you select, batches are either approved or approved and automatically submitted to post directly from the work center. Additionally, the employee who entered the batch receives notification that the batch was approved.

The system uses the workflow process in conjunction with the Batch Approval / Post Security Constants program (P00241) to determine who receives workflow messages. Because the system sends workflow messages only to workflow recipients, employees that you set up as approved users must also be set up as recipients in the workflow process.

Note:

Employees who are set up as approved users can still approve batches from the appropriate batch review program.

These workflow processes are available for approving batches:

  • JDEBCHAPR: Approve journal entry batches (batch type G).

  • JDEVBCHAPR: Approve voucher batches (batch type V).

Each workflow process has two versions:

  • Version 1: Approve batches only.

  • Version 2: Approve and post batches.

To set up the system to use workflow for approving and posting batches:

  • Activate either version 1 or 2 of the JDEBCHAPR or JDEVBCHAPR process.

  • Set up approving managers in recipient rules.

  • Set up the message queues that users can view using the Queue Security program (P01135).