01572020, Document 276349.4 Copyright(c) 2020, Oracle Al rights reserved, ade Coniget General Ledger FAQ for Journal Approval Workflow (Doc ID 278349.1) In this Document Purpose ‘Questions and Answers 1, Documentation Is there any additional documentation for Journal Approval Setup and Workflow? Where Can I Find the User's Guide for Workflow? 2. Approval Process ‘Are there any changes to journal approval process in R12? What are the profiles that control journal approval behavior? How to setup journal approval? How to approve a Journal Batch? Can I approve journals Line by Line? How To Automatically Initiate Journal Approval, for exemple for imported journals including subledgers?. Clicking Journal Approve button does not send a notification for approval, instead a message pops up to say the journal has been approved. Why? When the journal is queried the Approve button is greyed out, This should require approval. Why is it not available? Do stat currency journals need approval? 4, About Approvers How could a journal be for the journal total? How can I find the supervisor of the preparer and the authorization limits? How are the approvers determined? (Can GL Journal Ay hierarchies? How does the profile Journals: Find Approver Method work? Can I change the due date on the notification? What happens ifthe journal is not approved by the due date? Ifthe approver is on vacation how do | handle notifications in the approver's queue? Can I setup a secondary, roval be integrated with Approvals Management Engine (AME) to build more complex a approver? Thay rover B delegates or transfers authority (or vacation rule) to the preparer A, does this override the settings for the preparer? How do I Track the Approver of a Journal? ‘Can contingent workers approve journals 2 Can the Journal approver be changed without chan the supervisor in HRMS 7 5. Workflow tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 ano01572020, Document 276349.4 How do L get Workflow Builder installed? When the Journal Approval is stuck "In Progress" what can I do to rewind it? In the journal approval notifications, the Enter Journal icon is greyed out and I cannot review the journal, Why are users not getting Email Notif Can | modify the Due Date/Timeout for Journal Approval? How can I find out who should approve a Journal? Where in the workflow process the journal is? Why am I unable to locate in Workflow Status Monitor the Journal Approval processes I need to troubleshoot? Can I modify the subject matter of notification in Journal Ay roval Process? Isis possible to get Email notifications sent to Blackberry, iPhone or other mobile devices and have users approve journals from these mobile devices? Why are auto reversed journals still requiring approval after implementing the solution in Document:428457.1? Useful sql scripts related to Journal approval workflow Still Have Questions? References Oracle General Ledger = Version 11.5.5 to 12.2.4 [Release 11.5.5 to 12.2] Information in this document applies to any platform. Form:GLXJEENT.FMB « Enter Journals/Encumbrances GLBATCH General Ledger Journal Approval Workflow FAQ 1. Documentation Is there any additional documentation for Journal Approval Setup and Workflow? Please review : ~ the white paper in Document 225815.1: Setting Up Journal Approval - White Paper. ~ the white paper in Document 66821.1: GL White Papers Where Can I Find the User's Guide for Workflow? ‘You can get the most current version of the Oracle Workflow Users Guide (2.6.4) on My Oracle Support: - Login to My Oracle Support - In the Top Right Choose the dropdown option of Documentation - Search for Oracle Workflow User's Guide (Part Num 815854-02) For R12.1.3 version you have the direct links below: + Oracle Workflow Administrator's Guide IML PDE + Oracle Workflow API Reference HTML PDE tps: suppor oracle. comlepmosaces/DocumentDisplay?_adl ctr-sale=ndgej52v_9328id=27849.1 2n001572020, Document 276349.4 + Oracle Workflow Client Installation Guide IML PDE + Oracle Workflow Developer's Guide HTML PDF + Oracle Workflow User's Guide HTML PDF 2. Approval Process Are there any changes to journal approval process in R12? ‘A) In R12 the field APPROVER_EMPLOYEE_ID in table GL_JE_BATCHES keeps the approver of the batch (eventually this may not correspond to the user that effectively did the approval, as for example in case of delegation). 8B) Journal approval feature is enhanced to include Contract or Contingent workers in the approval process from version 12.1.3 ©) GL Journal Approval be Integrated with Approvals Management Engine (AME) from version 12.1.3 What are the profiles that control journal approval behavior? ‘A. Journals: Allow Preparer Approval. Determines whether preparers can approve their own journals. B. Journals: Find Approver Method. Sets the default method for approval. For more details, please see, Document:737224.1 What Are The Profiles That Affect The Way Journal Approval Works? How to setup journal approval? ‘The basics steps to setup Journal Approval are: ) Enable Journal Approval at the Ledger level b) Setup Journal Sources for Journal Approval ) Configure the profile options that control how the approval list will be built d) Define Employees and Supervisors €) Define Approval limits for approvers f) Associate the employees to Oracle Apps users 49) Optional Workflow Configuration Ref: Document:66821.1 - GL-White Papers This note has a white paper on Journal Approval Overview. Ref: Document:225815, i: Oracle General Ledger Journal Approval - Setup and Process White Paper How to approve a Journal Batch? Perform the complete Setup for journal approval (see the notes above). Go into the applications with the preparer User, create a journal and save it. In the Enter Journals screen, click on More Details; the value for Approval is Required, (lick on More Actions: ‘The Post button should be disabled, Click on Approve Batch button and a Note window pops up with the following message: ~ Your journal batch was forwarded to an approver. ‘Accept the Note. 5, Click on More Details: the value for Approval is now Jn Process tps: suppor oracle. comlepmosfacesiDocumentDisplay?_adf cr-stale=ndgej52v_9328id=278349.1 ano Bune01572020, Document 276349.4 6. Go into the application as the approver User. 7. Go to the Find Notifications screen and find All notifications for this user (the approver). 8, Click on the Notification that involves the journal created in 3, 9, Approve the journal from the Notifications screen. 10. Go to the Enter Journals screen and look for the journal and click on More Details; the value for Approval is now Approved and the Journal can be posted. Can | approve journals Line by Line? No, the amounts are controlled by line amounts, but itis the complete batch that is approved, not the journal lines. Please review Document 848645.1: Can Journal Approval Workflow Approve Single Journal Lines? for more details, How To Automatically Initiate Journal Approval, for example for imported journals including subledgers? Currently the only way to submit approval is manually from the Enter Journals form. It is not possible to submit them automatically for approval. Please review also Document 397536.1: How To Automatically Initiate Journal Approval, and also Document 147090.1 How To Use Journal Approval (or Not) With Imported Journals from ADI and Other External Sources. Clicking Journal Approve button does not send a notification for approval, instead a message pops up to say the journal has been approved. Why? Check the value of the profile option "Journals: Allow Preparer Approval’. If this is set to Yes then as long as the preparer of the journal has an employee authorization limit (Setup > Employee > Limits) large enough to cover the journal then this will be automatically approved. itnot available? When the journal is queried the Approve button is greyed out. This should require approval. Why 1. Check that the Require Journal Approval check box (Setup > Journal > Sources) is enabled for this journal's source (Additional Information tab). 2, Also check if the Reserve Funds button is enabled or if you have already reserved funds, as the Approve button may only be available after funds are reserved. 3, For more information please review Document 1306715. Cannot Submit Journal Approval. : GLXJEENT: the Approve Batch Button is Disabled and Do stat currency journals need approval? No, Currently, STAT currency journals do not require approval. For this, there is an existing Enhancement Request/Bug 864176 - STAT AMOUNTS SHOULD REQUIRE JOURNAL APPROVAL. Refer to Document 216607. ~ Preparer Is Able To Approve Stat Journal, 3. About Preparers tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 ano01572020, Document 276349.4 What is the difference between Preparer and Creator of journal batch? Preparer is the one who initiates the journal batch approval process and may not be the same as the journal batch creator. Can the preparer of the journal batch approve the journal? ‘Yes, preparer can approve the journal when below two conditions are met: 1. When the ‘Journals: Allow Preparer Approval” profile option is set to "Yes". 2. Preparer authorization limit (Setup > Employee > Limits) is more than maximum absolute amount of Journal batch lines. In another answer below you can find a select to check the maximum amount of a batch, 3, Please review also Document 884962.1: How To Setup Self Approval for the Journals. ‘Some exceptions may exist, for example in case of Approval Delegation. 4, About Approvers How could a journal be approved by an approver without the authority for the journal total? Approver is determined by the largest journal line amount in the batch and NOT by the journal total amount, For more information please check the Document 287494.1:Journal Approval Not Using Correct User Authorization Limits How can I find the supervisor of the preparer and the authorization limits? Use below query to get the user's supervisor details and authorization limits of the user and his supervisor, sels! a.user_nane user_id ,b-full_name user_full_name, c.d_supervisor_id supervisor user id , Glauthorization limit User auth limit , e-authorization limit Supervisor auth limit from €nd user 3, per all_people_f by PER ASSIGNMENTS | gi_authorization_limits v d, gi_autherization limits v e where a.enployae_id=b.person_id and b.person_id=<.person_id(7) and aemployee_ided.enployee id(4) and c.supervisor_té-e-enployee_‘d(+) and asuser_name="spreparer_id'; How are the approvers determined? ‘The GL Journal Approval Hierarchy simply starts with the preparer of the journal (if profile set to allow preparer approval) and continues up the management chain (preparer's direct supervisor as defined in HR - Enter Person tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 sno01572020, Document 276349.4 form) until an approver is reached that has the appropriate approval authorization. Please note that the preparer is the user who submits the journal for approval, not necessarily the same as the journal creator. Can GL Journal Approval be integrated with Approvals Management Engine (AME) to build more complex approval hierarchies? Please review Document 359789.1; General Ledger Journal Approval: Is this Integrated With Approvals Management (AME)? How does the profile Journals: Find Approver Method work? ‘There are 3 options: 1, "Up The Management Chain” - the system will work as explained above, starting with the preparer and moving up the chain of command until an approver with enough authority has approved the journal 2. "Go Direct" - the system will find the approver with the appropriate authority and go right to that person, 3, "One Stop then Go Direct" ~ the system will start with the preparer and then go straight to the person with the authority Can I change the due date on the notification? ‘The due date/timeout can not be changed for a notification that is already sent, What happens if the journal is not approved by the due date? It is documented in the Oracle General Ledger User's Guide that if the Request Approval From Approver timeout is reached, then the document will go back to the preparer. It will notify the preparer of ‘no response’ and the preparer then has the option of either ‘resend to approver’ or ‘resend to approver's manager’. It will not pass the journal approval to the next in the approval hierarchy. For more information see Document 779067,1: Is it Possible to Change Journal Approval Timeout for Approval to Pass Up the Hierarchy? ‘There is a possible workaround in Document 217479.1 How to Forward Journal Approval Workflow Notifications to Another Approver?. ‘This note suggests customizing the Verify Authority Process in the workflow. If the approver is on vacation how do | handle notifications in the approver's queue? Can I setup a secondary approver? Enhancement Request Sug 3065122 has been implemented to allow Vacation Rules to be set up for use with Journal Approval. See Document 316361.1: "OTL Workflows For Employees" Is NOT Showing Up In “Item Type” LOV When Trying To Setup Vacation Rules, for more information. tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 eno01572020, Document 276349.4 If a journal approver B delegates or transfers authority (or vacation rule) to the preparer A, does this override the sottings for the proparer? ‘Yes. When approver B delegates/transfers to A, he is passing his own "approver power" to the other, so, when approving, the user A has received the power to approve as if he was approver B, therefore A will have the authorization limit or authority to approve own journal. How do I Track the Approver of a Journal? There is no standard way to do this by the time this note was last reviewed. Please review Document 2835811: How To Track the Approver of a Journal Approval Notification? for more details on this subject. Can contingent workers approve journals ? Contingent workers can now be used with the implementation of Enhancement bug:6811133., ‘The patch for R12.1. is available without a password. ‘The patch for R12.0 is under development control. Please review Document 472931.1: GLXJEENT Journal Approval Is Not Possible For A Contract Or Contingent Worker, for more details. Can the Journal approver be changed without changing the supervisor in HRMS ? As per the standard setup, the supervisor of the employee will be the approver of the Journal as well. ‘You cannot change the approver just for Journal Approval. If the approver is on vacation or leave then you can delegate Journal Approval by setting up Vacation Rules. Please review Document 863737.1: How To Delegate Journal Approvals By Setting Up A Vacation Rule, for more details on delegation. 5. Workflow How do I get Workflow Builder installed? Please follow Document 261028.1: How To Download and Install the Latest Oracle Workflow Builder (Client Tool), to install the latest client tool. When the Journal Approval is stuck “In Progress” what can I do to rewind it? Please follow the solution from Document 161382.1; Journal Approval Workflow is Stuck with Batch Approval ‘Status "In Process". tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 m001572020, Document 276349.4 In the journal approval notifications, the Enter Journal icon is greyed out and I cannot review the journal. Check your version of workflow. If it's lower than 2.6, apply Patch 1765626 and test the workflow notification again. If'an error message is received asking for a network password, apply Patch 2075805. Please check with support for latest patch if the patch is superseded released Why are users not getting Email Notifications? This can happen if the users are not setup to receive notification emails. In E-Business Suite Home Page for the username of person for whom you wish to enable Notifications: * Click on Preferences ~ Locate Notification Section ~ Select Notification Style as ‘HTML mail! - Save Refer to Document 763366.1 - R12 : Why Are No Email Notifications Being Sent For Journal Approval Can | modify the Due Date/Timeout for Journal Approval? ‘The timeout can be modified as detailed in Document 124695.1: Purchasing Setup: Automatically Forward Notifications When Users Do Not Respond. Review also Document 283612.1: How to Change the Default Timeout for Journal Approval How can I find out who should approve a Journal? Where in the workflow process the journal is? Log into Workflow Administrator Web Applications responsibilty > Administrator Workflow > Status Monitor Query for the following Item Type = GLBATCH + Item Key like % Select the problem record and click on Activity Details ‘You will see where in the workflow the journal is up to and if a notification is pending an approver, their name will be displayed in the activity history results. Why am | unable to locate in Workflow Status Monitor the Journal Approval processes I need to troubleshoot? Check if in the query page the Workflow Owned By field is populated with a specific user. If so, you will only be able to query workflows initiated by that user. The user with the WFADMIN role will be able to query all ‘workflows in the system and this person can be determined by running the following query: Select text from wf_resources ‘where name='WF_ADMIN_ROLE'; Login as that user to view other user's notifications and workflow processes. Can | modify the subject matter of notification in Journal Approval Process? tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 ano01572020, Document 276349.4 No. This can be done by customizing the workflow. Customizations are beyond the scope ‘of Journal Approval process in General Ledger. Refer to Document 243494, ~ Is It Possible To Modify The Subject Of A Notification in the Journal Approval Process? 1s is possible to get Email notifications sent to Blackberry, iPhone or other mobile devices and have users approve journals from these mobile devices? No, As of 20th March, 2011, itis not possible to use these mobile devices for journal approval. ‘There are a couple of workflow notes on this. Messages sent from Blackberry, iPhone or other mobile devices are not reliable and at the time this document was written are not certified. You might get this to work if you use text based notifications and if you are on the latest rollup patches for both ATG and your product workflow (PO, AP, etc). a, Log on as user who will receive the notification. b, Click on Preferences link (TOP), . Change the Email style field to "Plain text mail" or "plain text with HTML attachments", Refer to Document 118484¢ - Troubleshooting Inbound Email Notifications Why are auto reversed journals still requiring approval after implementing the solution in Document:428457.1? ‘The enhancement Bug 5636948 has been implemented only for automatically reversed journals since this is a setup which was agreed upon in advance by your business team for the journals involved. For manual journal reversal, approval is still required. This is because, such actions are not part of the daily business cycle like the automatic reversals ; thus, if a manager approves @ journal, that amount will increase or decrease their Budget and they are responsible for understanding and managing that change. When the amount is reversed back manually to that budget , then the manager should be aware of the reversal and authorize that as well Ref: Document:428457,1 - Journal Approval Required On Auto Reversed Journals Useful sq! scripts related to Journal approval workflow ‘A. How to find versions of files in gl workflow? GL_WE GF APPROVAL PKG" and text Like ‘tHeadext'7 This will show versions of fies: glwfjeas.pls "; D. To check if the workflow process exists or not m wf_notifications b where b.eubject 1ike "tourna bateh$* kee to_date (*09032010", 'od/an/yyyy") fe Like 'tapprover_nanet" y_status, 1.gl_s?_link id ‘@_headers ny gl_je batches b, gl_je_lines Also, please see Document:278349.1 - General Ledger Journal Approval Workflow FAQ If the users are adept with workflow scripts please see Document: 183643.1 - Workflow Scripts Still Have Questions? To discuss this information further with Oracle experts and industry peers, we encourage you to review, join or start a discussion in the My Oracle Support General Ledger Community, To provide feedback on this note, click on the Rate this document link, NOTE:1098034.1 - Oracle Diagnostic Scripts For General Ledger and Related Products NOTE:332750.1 = Unable To Approve Journal; Approve Batch Button Is Disabled NOTE:415875.1 - How to Restart Journal Approval Workflow to Resubmit a Batch “In Process" NOTE:1303725.1 = Oracle General Ledger (GL): Journal Approval Information Center NOTE:472931.1 = GLXJEENT: Journal Approval is Not Possible for a Contract or Contingent Worker Didn't find what you are looking for? tps: suppor oracle. comlepmosfaces/DocumentDisplay?_adf c-sale=ndgej52v_9328id=278349.1 ron0