Journal Entry Basic Approval Template

The Journal Entry Basic Approval Template creates a workflow for approval of Journal Entry records. After you create a workflow based on this template, you can edit the workflow to customize it according to your business needs. See Creating a Workflow from a Workflow Template.

The Journal Entry Basic Approval workflow implements the following rules:

• The workflow initiates after a user clicks Save on a Journal Entry record and before the record is saved to the database.

• The supervisor of a user that creates a journal entry or an administrator can approve the journal entry.

• If a user that creates the journal entry has no supervisor, for example, the user is at the top of the user hierarchy, the user can approve their own journal entry.

• Rejected journal entries can be submitted for approval again.

• The journal entry does not exit the workflow after the journal entry is approved. The record is locked to all users except administrators.

This workflow requires the Require Approvals on Journal Entries preference enabled on the account that creates the Journal Entry record. For more information about this preference, see Require Approvals on Journal Entries Preference.

Workflow Definition Properties

The following table describes the workflow definition properties for the Journal Entry Basic Approval Template’s workflow definition:

Section	Property	Value
Basic Information	Record Type	Transaction
	Sub Types	Journal Entry
	Execute As Administrator	checked
	Release Status	Not Initiating
	Keep Instance and History	Only When Testing
	Enable Logging	checked
	Inactive	clear
Event Definition	On Create	checked
	On Update	clear
	Condition	None
	Trigger Type	Before Record Submit

Workflow Fields

The following table describes the workflow fields in the Journal Entry Basic Approval Template’s workflow definition:

Workflow Field Name	Description
Approver	Stores the List/Record of the employee that must approve the journal entry.
Created By	Stores the List/Record of the employee that created the journal entry.

States, Actions, and Transitions

The following table describes each state in the Journal Entry Basic Approval Template’s workflow definition and the actions and transitions in each state:

State Name	Actions	Transitions
Initiation	Set Field Value. Sets the value of the Created By workflow field. Set Field Value. Sets the value of the Approver workflow field. Set Field Value. Sets the Approved field on the journal entry to false.	Transition to the Pending Approval state.
Pending Approval	Add Button. Adds the Approve button according to the action condition. Add Button. Adds the Reject button according to the action condition. Remove Button. Removes the Approve button included on the standard Journal Entry record form. This workflow only requires the Approve button added by the Add Button action above. Set Field Display Type. Disables the Approved field on the record form.	Transition to Approved state if the approver clicks Approve. Transition to Rejected state if the approver clicks Reject.
Approved	Set Field Value. Sets the Approved field to true when the record enters the state. Send Email. Sends an email that the journal entry was approved to the employee record in the Created By workflow field, when the record enters the state. Lock Record. Locks the Journal Entry record if the user accessing the record does not have the Administrator role.	None. The journal entry stays in the Approved state of the workflow, locked to all users except administrators.
Rejected	Send Email. Sends an email that the journal entry was rejected to the employee record in the Created By workflow field, when the record enters the state. Add Button. Adds a Resubmit for Approval button if the user accessing the record is the employee record in the Created By workflow field or if the user is an administrator. Set Field Display Type. Disables the Approved field on the record form. Remove Button. Removes the Approve button included on the standard Journal Entry record form. Lock Record. Locks the Journal Entry record if the user accessing the record is not the user that created the record. Allows the user that created the record to edit the journal entry before resubmitting for approval.	Transition to the Initiation state if the user clicks the Resubmit for Approval button.

Related Topics

Workflow Templates Reference

Purchase Order Basic Approval Template

Sales Order Basic Approval Template

Lead Nurturing Template

Creating a Workflow from a Workflow Template

General Notices