University of Wisconsin System SFS Business Process GL.2 ... · University of Wisconsin System SFS...

University of Wisconsin System SFS Business Process

GL.2.04 – Process Workflow Journals

SFS_GL.2.04_Process Workflow Journals.docx of 43

Contents

Edit, Budget Check, Submit for Approval and Post Workflow Journals Overview .................................... 3

By user from Online Journal Entry Component ..................................................................................... 3

By user from Edit Journal Request page ............................................................................................... 4

By Batch User (Maestro) and User ........................................................................................................ 4

Process Detail - By user from Online Journal Entry Component ............................................................... 5

I. Enter journal(s) ................................................................................................................................ 5

II. Edit and Budget Check Journal(s) .................................................................................................. 5

III. Submit journal(s) into Journal Entry Workflow (AWE) .................................................................... 7

Submit journal into AWE via Online Journal Entry Component ...................................................... 7

Submit journal into AWE via GL WorkCenter ................................................................................. 9

IV. Post Journals ................................................................................................................................. 10

Post via Online Journal Entry Component .................................................................................... 11

Post via Journal Request page ..................................................................................................... 12

Post via GL WorkCenter Ready for Post page ............................................................................. 16

Process Detail – By user from Edit Journal Request page ...................................................................... 17

I. Enter journal(s) .............................................................................................................................. 17

II. Edit and Budget Check Journal(s) ................................................................................................ 17

III. Submit journal(s) into Journal Entry Workflow (AWE) .................................................................. 19

Submit journal into AWE via Online Journal Entry Component .................................................... 20

Submit journal into AWE via GL WorkCenter from ‘Submit Journal in Mass’ page ..................... 22

IV. Post Journals ................................................................................................................................. 23




Process Detail – By Batch User (Maestro) and SFS User ....................................................................... 29

I. Enter journal(s) .............................................................................................................................. 29

II. Batch User Edit and Budget Check Journal(s) ............................................................................. 29

III. Batch User place workflow applicable journals on ‘Hold’ ............................................................. 29

IV. Batch User Post workflow journals ................................................................................................ 29

V. SFS User release workflow journals placed on hold .................................................................... 29

VI. SFS User summit journals into Journal Entry Workflow (AWE) ................................................... 33




Submit journal into AWE via Online Journal Entry Component .................................................... 33

Submit journal into AWE via GL WorkCenter from ‘Submit Journal in Mass’ page ..................... 35

VII. Post Journals ................................................................................................................................. 36







Edit, Budget Check, Submit for Approval and Post Workflow Journals Overview Journal Workflow is the process of automatically routing journals within PeopleSoft for approvals, which enables them to be posted to the ledger. This document describes the procedures for processing workflow enabled journals. However, not all journals require workflow approvals. To date, only journals using specific Journal Source codes are workflow enabled. And, with most processes, there are exceptions. The system is programmed to evaluate these exceptions and pre-approve certain journals within the workflow enabled Journal Source. Since the journal evaluation criteria is programmed to evaluate journals with a specific Journal Source, all journals within that Journal Source must be evaluated to determine if it requires approvals or is pre-approved. Therefor all journals within a Workflow enabled Source requires submission into Workflow. With implementation of Journal Entry Workflow Approval (AWE) all workflow applicable journals must be submitted into workflow. This is necessary in order for AWE to determine if workflow applicable journals require routing for approval or not because, all workflow applicable journal does not require approval. A Journal is workflow applicable if a specific Journal Source is used.; but not all workflow applicable journals require approval. Using a workflow Journal Source to entry a journal requires the journal to be submitted into AWE for the process to determine if the journal requires approval or not. For example, UWMSN implemented workflow via Journal Source INT and DDD with criteria to exempt some journals from requiring approval. Thirty (30) journals were entered with both INT and DDD Journal Source; 20 journals require approval and 10 do not require approval based on exemption criteria established. All 30 journals must be MAUANLLY submitted into AWE for the process to route to Approvers the 20 journals requiring approval and update remaining 10 journals ‘Journal Request Status’ to ‘Approval Not Required’. Workflow applicable journals can be edited, budget checked, submitted for approval and posted via one of three approaches...

1. By user from Online Journal Entry Component 2. By user form Edit Journal Request page 3. Combination of Overnight Batch User (Maestro) and SFS User

By user from Online Journal Entry Component

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Edit and budget check via Journal Entry Component 3. Submit journal(s) into AWE via one of two approaches below.

a. Online Journal Entry Component b. Submit Journal in Mass page from GL WorkCenter

4. Post journals via one of three approaches below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.

a. Post via online Journal Entry Component b. Post via Journal Post Request page




c. Post via GL WorkCenter Ready for Post page

By user from Edit Journal Request page

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Edit and budget check via Edit Journal Request page 3. Submit journal(s) into AWE via one of two approaches below.


4. Post journals via one of three approached below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.

a. Post via online Journal Entry Component b. Post via Journal Post Request page c. Post via GL WorkCenter Ready for Post page

By Batch User (Maestro) and User

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Batch User edit and budget check via Edit Journal Request page 3. Batch User place workflow applicable journals on ‘Hold’ 4. Batch User Post workflow journals available for posting 5. User release journals from hold status 6. User submit journal(s) into AWE via one of two approaches below.


7. User post journals via one of three approached below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.


Process Frequency Process is done in a nightly batch process or via online. Process can be done ad hoc whenever a journal needs to Edited, Budget Checked, and Posted immediately.

Dependencies Journal(s) must be successfully edited and budget checked prior to submitting into AWE. Also, journals requiring approval must be approved prior to posting.

Assumptions User is familiar with entering and approving journals

Responsible Parties Both users at the individual institutions and UWSA perform this business process.




Alternate Scenarios None

Process Detail - By user from Online Journal Entry Component

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Edit and budget check via Journal Entry Component 3. Submit journal(s) into AWE via one of two approaches below.


4. Post journals via one of three approaches below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.


I. Enter journal(s)

1. See Business Process Guide SFS_GL.1.01_Online_Journal_Create_Copy_Delete.docx OR

2. See Business Process Guide SFS_GL.1.02_Custom SQRs to Load Journals.docx OR

3. See Business Process Guide SFS_GL.1.08_Journal Entry Tool (JET) Processing.docx

II. Edit and Budget Check Journal(s)

Navigate to Journal Entry Component




1. Select Edit Journal from Process drop down list

a. After journal is edited similar message below will appear

2. Click OK button

a. Journal Lines page re-appears




3. Verify Journal Status and Budget Status is Valid (V)

III. Submit journal(s) into Journal Entry Workflow (AWE)

Submitting journal(s), with workflow applicable Journal Source, into Journal Entry Workflow (AWE) will allow the system to determine if journal(s) should be routed for approval or update ‘Journal Request Status’ to ‘Approval Not Required’. Journals can be submitted into AWE via one of two approaches…

a. Online Journal Entry Component b. ‘Submit Journal in Mass’ page from GL WorkCenter

Submit journal into AWE via Online Journal Entry Component





1. Click Approval tab

2. Click Submit button

a. Graphical approval flow will appear OR

b. Journal Request status will display ‘No Approval Required’ if journal does not require approval

OR

Journal Request status will display ‘No Approval Required’




Submit journal into AWE via GL WorkCenter

Navigation: General Ledger WorkCenter




1. Click ‘Submit Journals for Approval in Mass’ link

a. ‘Submit Journals for Approval in Mass’ page appears in WorkCenter work-area

2. Click ‘Select All / Deselect All’ hyper-link

a. All check boxes will be checked

b. Or select journal(s) to be submitted

3. Select ‘Submit Journals’ from Action drop down box

4. Click GO

5. Select refreshed button to verify journals have been submitted for approval

IV. Post Journals




Post journals via one of three approaches. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.


Post via Online Journal Entry Component

Navigation: GL WorkCenter > Find and existing value tab > Search for journal to Post

1. Select Post Journal from Process drop down list

a. Click Process button

b. Message box similar to one below will appear




2. Click OK button


3. After online posting process completes verify Journal Status is Posted (P)

Post via Journal Request page

Navigation: General Ledger > Journals > Process Journals > Post Journals




1. Process Frequency: Always

2. Business Unit: UWxxx

3. Source: Input workflow applicable journal source

4. Ledger Group: ACTUALS

5. Click Run button

a. Process Scheduler Request page appears




6. Click OK button

a. Post Journal Request page re-appears




7. Click Process Monitor hyper-link

a. Process Monitor page appears

8. Verify GL Post process ran to success

9. Navigate back to journal entry online component and verify journal(s) has a Posted (P) status




Post via GL WorkCenter Ready for Post page

Navigate to GL WorkCenter

1. Click ‘Journals Ready for Post’ link

a. ‘Journals Ready for Post’ page appears in WorkCenter work-area



b. Or Select check box(s) for journal(s) to post

3. Select ‘Post Journals’ from Action drop down box

4. Select GO





Process Detail – By user from Edit Journal Request page

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Edit and budget check via Edit Journal Request page 3. Submit journal(s) into AWE via one of two approaches below.


4. Post journals via one of three approached below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.


I. Enter journal(s)




II. Edit and Budget Check Journal(s)

Navigation: General Ledger > Journals > Process Journals > Edit Journals




1. Select Process Frequency: ‘Always’

2. Enter Business Unit: ‘UW***’

3. Enter Ledger: ‘ACTUALS’

4. Enter (Optional): Source, System Source, Journal ID, Journal Date

5. Select the following check boxes:

a. Edit

b. Post

c. Budget Check

d. Mark Journal(s) to Post

6. Select Save

7. Message below will appear if the edit process identifies journals requiring approval

8. Click OK

a. Note Mark Journal(s) to Post and Post boxes are unchecked




9. Select Run to edit and budget check journals


10. Enter Server Name: ‘PSUNX’

11. Select ‘PS/GL Journal Edit’ check box

12. Click OK

a. Select Process Monitor link and ensure process runs to success

III. Submit journal(s) into Journal Entry Workflow (AWE)


a. Online Journal Entry Component b. ‘Submit Journal in Mass’ page from GL WorkCenter




OR





Submit journal into AWE via GL WorkCenter from ‘Submit Journal in Mass’ page

Navigate to General Ledger WorkCenter




3. All check boxes should be checked


5. Click GO





IV. Post Journals











5. Click OK button












14. Click Run button





15. Click OK button






b. Process Monitor page appears














9. Select GO





Process Detail – By Batch User (Maestro) and SFS User

1. Enter journal(s) via online Journal Entry Component or via upload/interface 2. Batch User edit and budget check via Edit Journal Request page 3. Batch User place workflow applicable journals on ‘Hold’ 4. Batch User Post workflow journals available for posting 5. User release journals from hold status 6. User submit journal(s) into AWE via one of two approaches below.


7. User post journals via one of three approached below. Note, journal(s) not requiring approval can be posted immediately; journal(s) requiring approval must be approved before they are available for posing.


I. Enter journal(s)




II. Batch User Edit and Budget Check Journal(s)

1. During overnight processing all workflow applicable journals are edit and budget checked.

III. Batch User place workflow applicable journals on ‘Hold’

1. During overnight processing all workflow applicable journals, not previously submitted for approval, are placed on ‘Hold’.

a. Placing workflow applicable journals on ‘Hold’ is a precaution taken to prevent inadvertent posting of journals prior to approval.

IV. Batch User Post workflow journals

1. During overnight processing all workflow applicable journals, which does not require approval and journals completely approved, will be posted.

V. SFS User release workflow journals placed on hold




In order to continue processing workflow journals placed on hold in step # iii above, journals need to be released. This step outlines tasks required to release journals. Navigation: General Ledger > Journals > Process Journals > UW UF Jrnls Remove from Hold

1. Click Search button to Select an existing Run Control OR

2. Click Add a New Value tab to create new Run Control

a. ‘WF Jrnls Remove from Hold’ Run Control page will appear

3. Enter Business Unit

4. Click Run button





5. Select ‘Remove WF Jrnls from Hold’ check box

6. Click OK button

a. ‘WF Jrnls Remove from Hold’ page re-appear


a. View Process Request page appears

8. Verify process ran to success

a. Click Details hyper-link

b. Process Details page appears




9. Click Message Log hyper-link

a. Message Log dialog box appears

10. Verify number of journals released from hold




VI. SFS User summit journals into Journal Entry Workflow (AWE)


a. Online Journal Entry Component b. ‘Submit Journal in Mass’ page from GL WorkCenter. This approach is recommended for

large volume of journals









OR





Submit journal into AWE via GL WorkCenter from ‘Submit Journal in Mass’ page

Navigate to General Ledger WorkCenter




9. All check boxes should be checked


11. Click GO





VII. Post Journals











8. Click OK button












5. Click Run button





6. Click OK button






a. Process Monitor page appears














4. Select GO




Revision History

Author Version Date Description of Change

Donnie Doctor 1.0 08/13/2018 Initial Draft

University of Wisconsin System SFS Business Process GL.2 ... · University of Wisconsin System SFS...

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