Setting Up Journal Approval

Use General Ledger's 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 organization's specific
needs. See: Journal Approval Overview.
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
Set the two profile options Journals: Allow Preparer Approval and
Journals: Find Approver Method. See: Setting General Ledger Profile
Options.
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.
To enable Journal Approval for your set of books:
o When you define your set of books, mark the Enable Journal Approval
check box on the Set of Books window.
See: Defining Sets of Books
To specify journal sources that require journal approval:
o 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.
See: Defining Journal Sources

To create an approval hierarchy:

o 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.
See: Entering a New Employee
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.
See: Entering New People
When you enter an employee, you also enter the employee's supervisor or
manager name. The supervisor is the default next approver for journal
entries and batches. Likewise, the supervisor's manager is the next
approver after the supervisor.
To define authorization limits:
1. Navigate to the Journal Authorization Limits window.
2. Enter the Employee name, or select it from the list of values.
3. Enter the amount of the employee's Authorization Limit.
4. Repeat the previous two steps for each employee for whom you want to define
authorization limits.
5. Save your work.