Journal Approval

Setting Up Journal ApprovalUse General Ledger’s Journal Approval feature to ensure that journal entries and batches are approved by appropriate management personnel before the journals can be posted to your account balances.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: page 13.Before you use Journal Approval, you must enable journal approval foryour 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 Before you use Journal Approval, you or your system administrator must: Set up Oracle Workflow. See: Setting Up Oracle Workflow, Oracle Workflow Guide q Set the two profile options Journals: Allow Preparer Approval and Journals: Find Approver Method. See: Setting General Ledger Profile Options, Oracle General Ledger User’s Guide q 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: page 13.

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. 2 Oracle General Ledger Journal Approval

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 journalsources, the journal must be approved before it can be posted.

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 andapproving journal entries and batches.

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 Personwindow will not be available from General Ledger.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.Setting Up Journal Approval 32. 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 youwant to define authorization limits.5. Save your work.See AlsoJournal Approval Overview: page 13Defining Sets of BooksDefining Journal SourcesOracle General Ledger User’s GuideEntering a New Employee: page 44 Oracle General Ledger Journal ApprovalEntering a New EmployeeUse the Enter Person window to enter and maintain basic personal information, addresses, and work assignment details for your employees. The system warns you if you enter two people with the same name and birth date.Note: You cannot use this window if Oracle Human Resources is installed at your site. You must use the HR Person window, which maintains a datetracked history of any changes you make to employee records.

To enter a new employee:1. Enter the employee’s name. Only the last name is required.2. If your enterprise uses manual employee number entry, enter an employee number and national identifying number (such as Social Security Number in the US).If your enterprise uses automatic number generation, enter a national identifying number only. The employee number automatically displays when you save your entries in this window.3. Enter the employee’s hire date in the first of the Employment Dates fields. This must be on or before today’s date.4. In the Email field, you can enter an email user ID.5. In the Mail field, select Home or Office to indicate the employee’s preferred mail address. For example, Oracle Payables mails employee expense checks to this address.6. Save your work and choose More... to enter a new address or work assignment information.+Entering a New Employee 5Entering AddressesYou can enter as many addresses as necessary for each employee in the Address region of the Person Information window.PrerequisitesSet up any address types you want to use (such as home or office)as QuickCodes for the QuickCode Type ADDRESS_TYPE.

To enter an address:1. Select a national address style.A window opens with the address format for the country youselect.2. Enter your address information in this window and choose OK.This returns you to the Address window.Attention: If you plan to create a supplier from this employee automatically during Invoice Import, the address lines must not exceed 35 characters. Oracle Payables creates exceptionsduring Invoice Import for employees with addresses that exceed 35 characters.3. Select an address type, such as home, or weekend, or office.

4. You can check Primary for the address you are creating, to identify the employee’s main address. By default, the first address you enter is the Primary address.Only one address at any time can be a person’s Primary address.Additional Information: Default address styles are predefined for many countries. You can create address styles for other countries.

Entering Employee Work AssignmentsYou enter information about an employee’s work assignments in the Assignment region of the Person Information window.6 Oracle General Ledger Journal ApprovalPrerequisitesIf you want to assign the employee to an organization, job, or position, you must define these work structures first.See: Creating an OrganizationDefining JobsDefining Positions

Enter the work address of the assignment in the Location window.Setting Up Site LocationsSet up your Accounting Flexfield.Defining Your Account Structure, Oracle General Ledger User’s Guide

To enter a new assignment:1. Select the organization to which you want to assign the employee. The default organization is the Business Group. If a location is defined for this organization, it also appears as a default.2. Select the job, position, and supervisor for the employee’s assignment.The employee’s supervisor is the default next approver for all purchasing documents if the Use Approval Hierarchies check boxin the Financial Options window is checked.3. The Set of Books field displays the set of books for your installation. The Default Expense Account field displays the concatenated description of the Account.In some applications, you can select another flexfield structure that the employee’s expenses should debit. Oracle Payables uses this information to generate expense reports for your employees.4. Select a location for the assignment. The address of this location is displayed.

Updating Employee Assignments Over TimeProject Accounting users can select the Assignment History region to view and update employee assignments over time.The date fields in this region display the start and end dates of the assignment.In the New Assignment region, you can insert a change to the assignment, as from a particular start date. The Assignment History region shows one row for every change to the organization, job,location, manager, or billing title of the assignment. Each row is valid between the dates shown at the bottom of the Assignment History region.

To insert a change to an assignment:1. Query the assignment you want to change in the Assignment History alternative region of the Person Information window.2. In the New Assignment region, enter the start date of the change.The other fields in this region display the values that are valid at this date.3. Update any of the values in the New Assignment region, and save your changes.

Recording Employment Termination and Rehiring Ex–employees

To record employment termination:1. Query the employee in the Enter Person window.2. Enter a termination date in the second of the Employment Dates Fields, and save.To cancel a termination:1. Query the employee in the Enter Person window.2. Clear the termination date in the second of the Employment Dates fields, and save.

To rehire an ex–employee:1. Query the ex–employee in the Enter Person window.8 Oracle General Ledger Journal Approval2. Clear the termination date in the second of the Employment Dates fields.3. Enter a new hire date in the first of the Employment Dates fields,and save.

Viewing Person InformationYou can use the Enter Person window to view information about aperson or about groups of employees or other people.To find selected people:1. If the Find People window does not open automatically, choose Find from the Query menu.2. You can enter any combination of the following criteria:• a person’s name or employee number• a national identifying number (such as social security number)• work location• supervisor3. Choose the Find button to run the query.4. Choose Next Record from the Go menu to see each person retrieved by the query.