Journal Entry Approval

You can set up an approval process for journal entries before they post to your general ledger. When you enable the Require Approvals on Journal Entries accounting preference, you require that journal entries are approved by employees with Administrator roles before they are posted to your ledger accounts. If the journal entry approval preference is enabled, journal entries entered by employees without approval permission must be approved before they post to your general ledger. Employees with approval permission can mark their own journal entries approved when entering them. For information about setting this preference, see Journal Entry Preferences.

You can also use SuiteFlow to create a custom journal entry approval routing workflow. For details, see Using SuiteFlow for Journal Entry Approvals.

You can approve journal entries at Transactions > Financial > Approve Journal Entries. After journal entries are approved, they post to your general ledger. For more information, see Journal Entry Approval Overview and Approving Journal Entries.

Posting Period for Journal Entries Subject to Approval

The posting period is set upon approval of the journal entry. The Posting Period value shown for journal entries that are pending approval is subject to change.

The Posting Period value you see when a journal entry is pending approval depends on your role, accounting preferences, and the status of the period as follows:

  • If the period that maps to the journal entry date is open and not locked, you see that period in the Posting Period field.

  • If the period that maps to the date is open but locked and you have the Override Period Restrictions permission, that is the posting period you see.

  • If the matching period is open but locked and you do not have override permission, the system behaves as if the period is closed.

  • If the matching period is closed, the value you see for Posting Period is either the first open period or the current period. The accounting preference Default Posting Period When Transaction Date in Closed Periods determines which period displays.

When you approve a journal entry, you can select a different Posting Period than the one initially displayed. You cannot select a closed period. You may be able to select an open and locked period if your role includes the Override Period Restrictions permission.

When you save the approved journal entry, you may see warnings or errors, depending on the setting of accounting preference Allow Transaction Date Outside of Posting Period. For details, see General Accounting Preferences.

Related Topics

Journal Entries Overview
Approving Journal Entries
Specialized Types of Journal Entries
Manual Journal Entry Creation
Journal Entry Reversal

General Notices