Journal entry approval is available in 22.4 and later and uses Advanced Workflow.
To use the journal entry approval process, your organization must complete Advanced Workflow Setup for journal entry approvals.
Each level of approval is handled individually. If a user is assigned to more than one approval level, the user must approve each level separately. This also applies if a user delegates an approval to the next-level approver. For example, if a Level 2 approver is unavailable and delegates approval to a Level 3 approver, that user needs to approve at Level 2 for the delegation, and again at Level 3 as their assignment. This maintains the audit trail by identifying the approver for each level.
Workflow approvals page
Review outstanding items that require your attention on the workflow approvals page.
Menu path
If your organization has set up advanced workflows for journal entries, you can access the page in various ways, including:
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Employee Access Center:
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Select Workflow Approvals. If needed, select the Journal Entries tab.
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PowerSchool ERP:
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Select the Journal Entries card on the dashboard.
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From the Fund Accounting menu, select Entry and Processing. From the General Ledger menu, select Approve/Deny Journal Entries.
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The page displays each process on a tab. Select the tab for journal entries.
Journal entry list
You are assigned to take action on the listed journal entries. The journal entry list displays a summary of information for each journal entry. The default order is descending by the last modified date and time. The list page does not display account information.
Fields and descriptions
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Field |
Description |
|---|---|
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Select / Select All |
Select one or more checkboxes to take bulk action. To select all items, select the checkbox in the header. A bulk action bar appears and replaces the Options ellipsis on each line item. Select Cancel to close the bulk actions bar. |
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Year |
The fiscal year of the journal entry |
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Period |
The fiscal period of the journal entry |
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Control Number |
The control number entered by the submitter |
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Journal Entry Number |
The assigned journal entry number |
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Transaction Date |
The date the journal entry was submitted for approval |
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Total Debit |
The total amount of debits in the journal entry |
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Total Credit |
The total amount of credits in the journal entry |
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Description |
The description entered by the submitter |
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Budget Exceeded |
When budget checking is active, icon indicates if the journal entry approval will cause a warning or fatal occurrence. |
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Attachments |
Icon displays the number of attachments. Select the icon, then select the desired attachment to display it. |
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Options |
Select the ellipsis to take action on the journal entry on the list page. It is recommended to select the journal entry and review the detail page before taking an approval action. Select Options to process the journal entry, then select the action you want to take. If you select Deny or Needs Correction, a dialog box appears with a required text field to enter the reason.
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Journal entry details page
Select the journal entry number from the list page to display the details page.
Select the ellipsis and select an option:
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Action |
Description |
|---|---|
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Approve |
Complete your approval. If you are the final approver, the journal entry is posted to Fund Accounting tables and details are added to the Display Journal Entries page. Otherwise, the journal entry is routed to the next approver. |
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Deny |
Deny the journal entry. Enter the reason and then select Deny and Submit. |
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Needs Correction |
Route the journal entry back to the submitter for corrections. Enter the reason and then select Needs Correction and Submit. |
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Delegation |
Assign the journal entry to another approver. Select a user and then select Delegate. |
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Approval History |
Displays the journal entry history, including approvers, completion dates, status, and comments. Select OK to close the Approval History. There may be a brief period of time after you process an item until it is reflected in Approval History. A message may appear while the system is processing the updated status. |
Fields and descriptions
Budget Exceeded Log
Click Budget Exceeded Log to review details produced by budget checking when it is set to Warning or Fatal. This option only appears when a budget checking occurrence is pending on the journal entry approval.
Budget checking is performed in real time against the database. If a user enters a budget adjustment that resolves the budget checking occurrence, a page refresh will remove the budget checking icon and log from the journal entry in the list.
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Field |
Description |
|---|---|
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Account Number or Budget Unit and Account or Project |
Format depends on whether your organization uses Full Account Structure (FAS). FAS is available in 22.4 and later.
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Budget Checking |
Identifies the level of budget checking: Warning or Fatal |
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Balance Type |
Identifies the account type for the balance checking: Budget, Cash, or Project |
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Current Balance |
Current balance of the account |
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Total Entries |
The total balances on the journal entry for the account |
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Projected Balance |
The resulting balance if the journal entry is approved |
General Information
|
Field |
Description |
|---|---|
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Journal Entry Number |
The assigned journal entry number |
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Control Number |
The control number entered by the submitter |
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Year |
The fiscal year of the journal entry |
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Period |
The fiscal period of the journal entry |
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Description |
The description entered by the submitter |
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Transaction Date |
The date the journal entry was submitted for approval |
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Submitted By |
The name of the employee who submitted the journal entry |
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Attachments |
Icon displays the number of attachments. Select the icon and then select the desired attachment to display it. |
Account Number
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Field |
Description |
|---|---|
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Account Number or Budget Unit and Account |
Format depends on whether your organization uses Full Account Structure (FAS). FAS is available in 22.4 and later.
|
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Project and Project Account |
Populated if entered by the submitter |
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Debit Amount |
The debit amount entered by the submitter |
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Credit Amount |
The credit amount entered by the submitter |
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Item Description |
Populated if entered by the submitter |
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Total |
Total debit and credit amounts of the line items |
Back to Journal Entry List
To return to the journal entry list without taking action on the journal entry on the detail page, select Back to Journal Entry List.
Approval History
In Progress
While a journal entry is awaiting final approval, users with permissions who are not involved in the approval process can review details and approval status on the Batch Journal Entries or Batch Last Year Journal Entries page, depending on the fiscal year and period.
Approvals completed
After the final approval is completed:
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The journal entry is posted and Fund Accounting tables are updated.
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Details and approval history are moved to the Display Journal Entries page.