Journal Approval

Setting Up Journal Approval

Use General Ledgers 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 organizations
specific needs. See: Journal Approval Overview: page 13.Before you use Journal
Approval, you must enable journal approval for
your 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 Users 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 journal
sources, 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 and
approving 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 Person
window will not be available from General Ledger.
When you enter an employee, you also enter the employees supervisor or manager
name. The supervisor is the default next approver for journal entries and batches.
Likewise, the supervisors manager is the next approver after the supervisor.
To define authorization limits:
1. Navigate to the Journal Authorization Limits window.
Setting Up Journal Approval 3
2. Enter the Employee name, or select it from the list of values.
3. Enter the amount of the employees Authorization Limit.
4. Repeat the previous two steps for each employee for whom you
want to define authorization limits.
5. Save your work.
See Also
Journal Approval Overview: page 13
Defining Sets of Books
Defining Journal Sources
Oracle General Ledger Users Guide
Entering a New Employee: page 4
4 Oracle General Ledger Journal Approval
Entering a New Employee
Use 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 employees 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 employees hire date in the first of the Employment Dates fields. This
must be on or before todays 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 employees 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 5
Entering Addresses
You can enter as many addresses as necessary for each employee in the Address
region of the Person Information window.

Prerequisites
Set 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 you
select.
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 exceptions
during 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
employees main address. By default, the first address you enter is the Primary
address.
Only one address at any time can be a persons Primary address.
Additional Information: Default address styles are predefined for many countries.
You can create address styles for other countries.
Entering Employee Work Assignments
You enter information about an employees work assignments in the Assignment
region of the Person Information window.
6 Oracle General Ledger Journal Approval
Prerequisites
If you want to assign the employee to an organization, job, or position, you must
define these work structures first.
See: Creating an Organization
Defining Jobs
Defining Positions
Enter the work address of the assignment in the Location window.
Setting Up Site Locations
Set up your Accounting Flexfield.
Defining Your Account Structure, Oracle General Ledger Users 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 employees assignment.The
employees supervisor is the default next approver for all purchasing documents if
the Use Approval Hierarchies check box
in 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 employees

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 Time
Project 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 Exemployees

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 exemployee:
1. Query the exemployee in the Enter Person window.
8 Oracle General Ledger Journal Approval
2. 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 Information
You can use the Enter Person window to view information about a
person 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 persons name or employee number
a national identifying number (such as social security number)
work location
supervisor

3. Choose the Find button to run the query.

4. Choose Next Record from the Go menu to see each person retrieved by the query.