Journal Entry

Journal Entry Overview

The Journal Entry Workflow allows school districts to create, route, and approve manual entries before posting them to the General Ledger, ensuring accuracy, compliance, and audits of financial records.

Features

The streamlined approval process overcomes legacy limitations, empowering stakeholders to make timely decisions and maintain accurate financial records.
Regardless of where the journal entry is initiated and sent for approval, the initiators will have visibility of these entries in the batch screens until they receive full approval.
Account approvals that require multiple approvers—based on matching account conditions—can now be configured at any approval level or even omitted entirely. (Unlike the previous version, where such approvals were always forced at the first level.)
Approvals pending for action are displayed on the dashboard apart from the email notifications.
Approvers can act on requests from both EAC and the core system.
Approvers can access real-time budget exceedance information before making decisions.
Provides a comprehensive audit history for journal entries, allowing stakeholders to review past actions, enabling effective tracking and accountability.
Complete audit history for the posted journal entries will be available in the Display Journal Entries screen.
Validations and error handling are implemented during journal entry creation, routing for approval, and the post-approval process to ensure the accuracy of posted journal entries.
Delegation is supported from the approval list and detail screens.

When Journal Entries are enabled, the advanced workflow will be enabled in the following modules:

Batch Journal Entries
Batch Last Year Journal Entries
Journal Entry Templates (Standard Journal Entry)
Post Journal Entries
Post Last Year Journal Entries
Display Journal Entries (Copy and Reverse JE)

Security Resources Resources and Authorizations for Journal Entries

Resource	New Description
117	May Submit/ Post Batch Journal
123	May Release Batch Journal

Resource Assigned	Advanced Workflow Enabled Profile
117 or 123	Release/Submit button is enabled
Only 117	User can proceed with SubmitOnly
Only 123	User can proceed with Release Only
117 and 123	User can proceed with Release Only Submit Only Release and Submit

Journal Entry Statuses

Batch Status	New JE Status	Remarks	Authorization to delete a Journal Entry
Entry	In Progress	When the "Save In Progress" button is clicked in the journal entry detail screen	Requester or Reviewer
Entry	On Hold	When the journal entry is created by clicking on accept.	Requester or Reviewer
Entry	Released	When “Release Only” action is done. Applicable to journal entries with status as On Hold.	Requester or Reviewer
Review	Submit Error	When there is an issue while when routing for approval. Resubmit is possible.	Requester or Reviewer
Review	Submitted	Routed for approval after the release and submit actions are completed. Applicable to journal entries with “Released” status. Resubmit is possible. (If no approvals then direct posting to tables.)	Reviewer
Review	Correction	Approver sends back the journal entry for correction. Resubmit possible.	Requester or Reviewer
Review	Denied	Approver denies the journal entry and no further modification is possible and the process ends	Reviewer
Review	Partially Approved	Until the final approval is done. Post final approval the entry will go off from the batch	Reviewer
Review	Posting Error	When final approval is done but error during posting to the tables. Journal Entry can be edited and resubmitted. For reposting a journal entry with this status, the “Post” button will be enabled.	Reviewer

Menu path

To access the setup page for Advanced Workflow, follow the steps below:

From the menu, select System Administration.
From System Administration, select Workflow.
From Advanced Workflow, select Workflow Setup.
Select Journal Entry.

The workflow must be enabled in the workflow configuration profile.

Create a group

From the menu, select System Administration.
From System Administration, select Workflow.
From Advanced Workflow, select Workflow Setup.
Select Groups.
Select Create Group.

Once selected, a form will be available for you to input the required information. The following fields are required in the form:

Field	Details
Group Title	Required custom text field for the group’s name
Workflow Area	Required to determine what area the group has access to.
Description	An optional short description for the group.
Status Active	Select the button to make the group active in the dropdown list.

Group Criteria

If you would like to set up Group Criteria, you can configure custom criteria grouping with your group as well. For example, you may want to create a group of all active employees. To do so, you could set up a group criteria to only pull active employees in the system. The following fields are available in the group criteria section

Field	Details
Group	Select to group two or more criteria together
And/Or	Dropdown option for And/OR validation
Area	Tables based on the workflow area selected.
Filed Name	Field Name based on the area selected
Condition	=equals >( is greater than) >= ( is greater than or equal to) < ( is less than) <= ( is less than or equal to) is in ( comma delimited list) is not in( comma delimited list) < > ( is not equal to) is blank starts with contains
Value	Custom numeric value

Requisition Area Options

Area	Field Name
Budget	Check Budget Balance Check Cash Balance Disbursement Fund Flag Enterprise Indicator Flag Fund Key Organization Level Level 10 of Organization Level 2 of Organization Level 3 of Organization Level 4 of Organization Level 5 of Organization Level 6 of Organization Level 7 of Organization Level 8 of Organization Level 9 of Organization Local Use Per-Encumber Requisitions Flag Prior Year Organization Project Project Link Title Total Flag Year
Employee	Address Line 1 Address Line 2 Base Location Birth City City Department Email Address Employee Number First Name Hire Date Information Release Flag Last Name Middle Name Original Hire Date Personal Email Address Preferred Name Previous Last Name Send E-Voucher State Suffix Supervisor Login User Login Zip Code
Employee Personnel Information	1st Extra Curricula Preference Code 2nd Extra Curricula Preference Code 3rd Extra Curricula Preference Code 4th Extra Curricula Preference Code 5th Extra Curricula Preference Code 6th Extra Curricula Preference Code 1st Personnel Job Skill Code 2nd Personnel Job Skill Code 3rd Personnel Job Skill Code 4th Personnel Job Skill Code 5th Personnel Job Skill Code 6th Personnel Job Skill Code Cell Phone Number Current Job Class Start Date Date of Last Salary Increase Date of 2nd Last Salary Increase Date of 3rd Last Salary Increase EEO Category EEO Function EEO Race Code EEO Reported Emergency Contact Emergency Contact Cell Phone Emergency Contact Phone Employee Location Code Employee Number Ethnicity First Prior Class Gender Gender Identity Handicap Flag Home Phone Include in Summer Pay Last Date to Pay Last Date Worked Last TB Test Date Listed Flag Other Phone Number Part Time Code Percent of Last Salary Increase Percent of 2nd Last Salary Increase Percent of 3rd Last Salary Increase Personnel Bargaining Unit Personnel Employee Type Code Personnel Status Code Personnel Termination Code Personnel Workers Compensation Physician Name Physician Phone Second Prior Job Class Seniority Date Start Date of 1st Prior Class Start Date of 2nd Prior Class State Staff ID Status Date Tenure Date Work Phone Years Employed Years in State Years in Total
Fund Account	1st Sub-Account 2nd Sub- Account 3rd Sub-Account Account Local Use Requisition/PO/Payments Flag Salary Charges Title Warehouse Charges Flag
Journal Entry	Account Number Accounting Period Accounting Year Amount of credit Amount of debit Control number Enter by Entry date Hold flag Journal Entry description Journal entry number Key organization Line item description Project account Project number row ID Source Status Total Credit Amount Total Debt Amount
Project	Check Budget Balance Funding Source Level Level 1 Project Level 2 Project Level 3 Project Level 4 Project Level 5 Project Level 6 Project Level 7 Project Level 8 Project Overhead Rate1 Overhead Rate2 Overhead Rate3 Overhead Rate4 Project Is Closed Flag Project Key Start Date Stop Date Title