1. Implementing Accounting Hub
  2. Exception-Based Approvals for Manual Subledger Entries

Exception-Based Approvals for Manual Subledger Entries

Use the approvals workflow for manual subledger entries to enhance governance of subledger accounting activities.

With a simplified rule configuration, you can enable approvals for specific subledgers, journal sources, and ledgers based on configurable business attributes. Customizable approval rules ensure each manual subledger entry complies with governance policies.

Here's why this is useful:

  • Custom Workflow: Define business rules and notifications using spreadsheets to create a workflow tailored to your organization’s needs and risk tolerance.
  • Early Issue Detection: Identify and address exceptions early in the subledger accounting process to ensure transaction accuracy before they reach the General Ledger.
  • Eliminate Workarounds: Avoid makeshift solutions by integrating approvals directly into subledger accounting.
  • Maintain Transaction Validity: Ensure transactions remain valid within Subledger Accounting to maintain accurate subledger balances.
  • Granular Control: Apply detailed governance on subledger attributes, such as supporting references, which General Ledger approvals don’t cover early in the process.

Steps to Enable

Enable the feature

  1. Navigate to Setup and Maintenance work area.
  2. Search and select the Specify Ledger Options page for the applicable ledger.
  3. Under the Journal Processing section, select Enable journal and manual subledger entry approval option.
  4. Save and Close.
  5. Search and select the Manage Journal Sources page.
  6. Select the Require Manual Subledger Entry Approval option for the journal sources for which you want to enable approvals.
  7. Save and Close.

Upload approval rules

  1. Navigate to Setup and Maintenance work area.
  2. Search for Manage Workflow Rules in Spreadsheet page.
  3. Download the Manual Subledger Entry Approval template.
  4. Create the applicable approval rules.
  5. Generate the zip file and upload the spreadsheet back into the Manage Workflow Rules in Spreadsheet page.
  6. Select Done.

Enable ledger and journal source for approvals

  1. Search and select the Specify Ledger Options page for the applicable ledger.
  2. Under the Journal Processing section, select Enable journal and manual subledger entry approval option.
  3. Save and Close.
  4. Search and select the Manage Journal Sources page.
  5. Select the Require Manual Subledger Entry Approval option for the journal sources for which you want to enable approvals.
  6. Save and Close.

Things to Keep in Mind:

  • You can only enable approvals for either Subledger or General Ledger journals for a specific source, not both.
  • Uploading a new rule file will replace all existing approval rules.
  • Use the Approvals tab in the Subledger Entry view to see details of entries awaiting approval.
  • Worklist notifications and email alerts keep users updated on approval tasks. You can set these up in the Simplified Rule Configuration (SRC) Spreadsheet.
  • This workflow applies only to manual entries created from the Subledger Journal pages.

Required Permissions

Name: Manage Journal Sources

Code: GL_MANAGE_JOURNAL_SOURCES_PRIV

Description: Grants the ability to define journal sources.

Name: Specify Ledger Option

Code: GL_SET_UP_LEDGER_OPTION_PRIV

Description: Grants the ability to define and manage additional ledger attributes.