GL_JournalApproval

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1Setting Up Journal App roval

Journal Approval

Setting Up Journal Approval

Use General Ledger s Journ al App roval feature to ensu re that journ al

entries and batches are approved by ap propriate management

personnel before the journ als can be p osted to you r accoun t balances.

Journ al App roval uses Oracle Workflow to control and mon itor the

app roval process, send ing notifications to journal batch prep arers and

app rovers wh en needed. Some of the Journal App roval comp onents

can be customized to meet you r organizations specific needs. See:Journ al App roval Overview: page 13.

Before you u se Journ al App roval, you mu st enable journ al app roval for

your set of books. You m ust also set up you r journ al sources to use

journ al app roval. Finally, you m ust create an app roval hierarchy and

define your approver authorization limits.

Prerequisites

Before you use Journ al Approval, you or you r system ad ministrator

must:

u Set up O racle Workflow. See: Setting Up Oracle Workflow, Oracle

Workflow Guide

u Set the tw o profile options Journ als: Allow Preparer App roval and

Journ als: Find App rover Method . See: Setting General LedgerProfile Op tions, Oracle General Ledger Users Guide

u Configure the GL Journ al Ap proval Process in Oracle Workflow

Builder. Specifically, you m ust set the perform er for the N otify

System Ad ministrator No App rover and N otify System

Administrator No Approver Manager activities. Also, you can

change the default settings for Request Ap proval From App rover

timou t and th e Reached Manager Notification Resend Limit. See:Journ al App roval Overview: page 13.

" To enable Journal Approval for your set of books:

H When you define your set of books, mark the Enable Journ al

App roval check box on the Set of Books window.

See: Defining Sets of Books, Oracle General Ledger Users Guide


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2 Oracle Gen eral Led ger Jou rn al Ap proval

" To specify journal sources that require journal approval:

H On th e Journ al Sources wind ow, mark the Require Journ al

App roval check box for each journal sou rce that shou ld be su bject

to app roval.

When a journ al entry or batch is created using one of these journ al

sources, the journ al must be app roved before it can be posted.

See: Defining Journal Sources, Oracle General Ledger Users Guide

" To create an approval hierarchy:

H If your organ ization uses a shared installation of Oracle Hum an

Resources, use the Enter Person window in Oracle General Ledgerto enter all of your em ployees who are involved in prep aring and

app roving journ al entries and batches.

See: Entering a New Employee: page 4

If your organization u ses a full installation of Oracle Hu man

Resources, you m ust log in with a H um an Resources responsibility

to enter your emp loyees in the People window. The Enter Person

window will not be available from General Ledger.

See: Entering New People

Oracle Human Resources Users Guide

When you enter an em ployee, you also enter the emp loyees

sup ervisor or manager nam e. The sup ervisor is the default next

app rover for journ al entries and batches. Likewise, the

sup ervisors manager is the next app rover after the sup ervisor.

" To define authorization l imits:

1. Navigate to the Journal Authorization Limits window.


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3Setting Up Journal Ap proval

2. Enter the Emp loyee 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 you r work.

See Also

Journ al App roval Overview: page 13

Defining Sets of Books

Defining Journal Sources

Oracle General Ledger Users Guide

Entering a New Employee: page 4


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Entering a New Employee

Use the Enter Person wind ow to enter and maintain basic personal

information, addresses, and work assignment d etails for your

employees.

The system warn s you if you enter two p eople with the same name and

birth date.

Note: You cannot u se this wind ow if Oracle Hu man Resourcesis installed at your site. You m ust u se the HR Person wind ow,which maintains a datetracked history of any changes youmake to emp loyee records.

Prerequisites

u Select your employee num ber generation meth od in the Financial

Options window.

" 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

emp loyee nu mber and national iden tifying num ber (such as Social

Security Nu mber in the US).

If your enterp rise uses automatic nu mber genera tion, enter a

national iden tifying num ber only. The emp loyee nu mber

automatically displays when you save your entries in this w indow.

3. Enter the emp loyees hire date in the first of the Emp loyment 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 Hom e or Office to indicate the employees

preferred mail address. For examp le, Oracle Payables mails

emp loyee expense checks to this add ress.

6. Save your work and choose More... to enter a new ad dress or work

assignment information.


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5Entering a New Emp loyee

Entering Addresses

You can en ter as many ad dresses as necessary for each em ployee in the

Address region of the Person Information wind ow.

Prerequisites

u Set up an y add ress types you want to use (such as home or office)

as Qu ickCodes for th e Qu ickCode Type ADDRESS_TYPE.

" To enter an address:

1. Select a national address style.

A w indow opens w ith the add ress format for the country youselect.

2. Enter your address information in this window and choose OK.

This returns you to the Ad dress window.

Attention: If you p lan to create a sup plier from th is emp loyeeautom atically dur ing Invoice Impor t, the address lines mu st

not exceed 35 characters. Oracle Payables creates exceptionsdu ring Invoice Imp ort for employees with addresses thatexceed 35 characters.

3. Select an add ress type, such as home, or weekend, or office.

4. You can check Primary for the address you are creating, to identify

the emp loyees main address. By default, the first add ress you

enter is the Primary ad dress.

Only one address at any time can be a persons Primaryaddress.

Additional Information: Default add ress styles arepred efined for man y coun tries. You can create address stylesfor other countries.

See: Oracle HRMS Technical Reference Manual

Entering Employee Work Assignments

You enter informat ion about an em ployees work assignm ents in the

Assignmen t region of the Person Information wind ow.


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Prerequisites

u If you w ant to assign th e emp loyee to an organization, job, or

position, you mu st define these work structures first.

See: Creating an Organization

Defining Jobs

Defining Positions

(Oracle Human Resources Users Guide)

u Enter the work ad dress of the assignmen t in the Location window.

See: Setting Up Site Locations

(Oracle Human Resources Users Guide)

u Set u p your Accoun ting Flexfield.

See: Defining Your Accoun t Structu re, Oracle General Ledger Users

Guide

" To enter a new assignment:

1. Select the organization to which you w ant to assign the employee.

The default organization is the Business Group .If a location is d efined for this organization, it also appear s as a

default.

2. Select the job, position, and sup ervisor for the employees

assignment.

The employees sup ervisor is the default next app rover for all

pu rchasing docum ents if the Use App roval Hierarchies check box

in the Financial Options w indow is checked.

3. The Set of Books field d isplays the set of books for your

installation. The Default Expense Accoun t field d isplays the

concatenated d escription of the Accoun t.

In some app lications, you can select another flexfield structure that

the emp loyees expenses should d ebit. Oracle Payables uses this

information to generate expense reports for your employees.

4. Select a location for the assignment. The add ress of this location is

displayed.


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7Entering a New Emp loyee

Updating Employee Assignments Over Time

Project Accounting u sers can select the Assignment History region to

view and up date emp loyee assignments over time.

The date fields in this region display the start and end d ates of theassignment.

In the New Assignmen t region, you can insert a change to the

assignmen t, as from a particular start da te. The Assignmen t 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 d ates shown at th e bottom of the Assignment H istory

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 w indow.

2. In the New Assignment region, enter the start date of the change.

The other fields in this region display th e 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.


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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 u se the Enter Person wind ow to view information about a

person or about groups of employees or other p eople.

" To find selected people:

1. If the Find People window does not open automatically, choose

Find from the Query m enu.

2. You can enter any combination of the following criteria:

a persons name or employee num ber

a national identifying num ber (such as social security num ber)

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 qu ery.

See Also

Setting Up Journ al App roval: page 1

Journ al Approval Overview: page 13

Defining Your Account Structure

Defining Sets of Books

Oracle General Ledger Users Guide


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9Journa l App roval Profile Options

Journal Approval Profile Options

Journals: Allow Preparer Approval

Specify whether preparers can approve their own journal batches. The

following va lues are available to you:

Yes: Preparers are allowed to app rove journ al batches that fall

within their authorization limit.

No: Preparers cannot app rove their own journ al batches.

The default valu e for this profile option is N o.

You can on ly view th is profile opt ion at the u ser level. Your System

Administrator m ust set this profile option at the site, app lication,

responsibility or user level.

Journals: Find Approver Method

Specify the default app roval method for the Journ al App roval process.

The following values are available to you:

Go Up Management Chain: The journal batch moves u p theapp roval hierarchy u ntil it has been ap proved by an ap prover

whose authorization limit is sufficient to allow ap prova l. The

journal batch mu st be app roved by all intermediate approvers as

well.

Go D irect: The journ al batch is sent d irectly to the first app rover in

the app roval hierarchy w ho has an au thorization limit high enough

to allow ap prova l. The preparer s direct manager receives acourtesy n otice.

One Stop Then Go Direct: The journ al batch is first sent to the

prep arer s manager for app roval. If further app rovals are required ,

the journal batch is sent directly to the first app rover in the

app roval hierarchy w ho has an authorization limit high enough to

allow app roval.

The default value for this profile option is Go Up Managem ent Chain.You cannot view this p rofile option a t the user level. Your System

Administrator m ust set th is profile option at the site, application, or

responsibility level.


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10 O racle Gen er al Led ger Jou rn al Ap prov al

Using Journal Approval

Submitting Journal Batches for ApprovalIf Journ al App roval is enabled for your set of books, journ al batches

wh ose journal source requires approval mu st be app roved by a

manager w hose authorization limit is high enough to allow app roval.

You w ill not be able to post you r batch to the genera l ledger u ntil you

receive this app roval.

" To submit a journal batch for approval:

1. Navigate to the Find Journals window.

2. Query the journal batch you want to submit for approval.

3. Select the batch from the Enter Journals window.

4. (Optional) Choose Review Batch or Review Journal if you w ant to

review the batch information or journ al details before you submit it

for approval.

Note: The Statu s region on the Batch wind ow w ill disp lay thecurrent statu ses for Posting, Fun ds reservation, and journa lApproval.

5. From either the Enter Journals, Batch, or Journals window, choose

the More Actions button .

6. Choose the Approve Batch button.

After you sum it your journ al batch for approva l, you shou ld

receive a message indicating the result of your requ est. The

message w ill inform you th at your journal batch:

Was selfapproved , if you are auth orized to app rove your own

journal batches, or

Has been sent to an approver, or

Was invalid.

Invalid batches mu st be corrected and resu bmitted for approva l. If

your journa l batch w as sent to an ap prover, period ically check your

notifications for a response. For more information abou t checking

and viewing you r notifications:

See: Overview of Notification H and ling

Oracle Workflow Guide


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11Using Journal App roval

See Also

Overview of Journ al App roval: page 13


Creating Journal Batches, Oracle General Ledger Users Guide

Approving Journal Batches

If Journ al App roval is enabled for your set of books, journ al batches

wh ose journal source requires approval mu st be approved by a

manager w hose authorization limit is high enou gh to allow ap proval.When th e journ al batch is subm itted for approval, it will move through

your organ izations app roval hierarchy, based on th e app rover method

specified by the Journals: Find App rover Method profile option.

Each ap prover will receive a notification w hen their approval is

required. For more information about checking and view ing your

notifications:

See: Overview of Notification H and lingOracle Workflow Guide

" To review and approve or reject a journal batch:

1. Check your notifications. Journal app roval requests will display

the following in the Subject field of the N otifications Summary

window:

A journal batch for

requires your approval.

2. Open the notification that requests your approval.

3. (Optional) Review the batch information or journal details before

you ap prove or reject it. If your cur rent responsibility allows you

access to the journ al batchs set of books, you can dr ill dow n from

the Notifications wind ow to the Enter Journ als window to reviewthe batch. Otherw ise, you can use General Ledger s journ al

inquiry feature to review the batch.

See: Perform ing a Journa l Entry Inqu iry, Oracle General Ledger Users

Guide

Suggestion: The journ al app roval notification you receive willinclud e the batch name, total batch am oun t, fun ctional


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currency, preparer s nam e, monitor URL, and p reparer scommen ts. Use this information to query the journ al batch.

4. With the journal batch approval request displayed in the

Notifications wind ow, choose the Respond button .

5. Select Approve or Reject from the Action poplist.

6. (Optional) Enter a Comment.

7. Choose OK to save your work.

See Also

Overview of Journ al App roval: page 13Setting Up Journ al App roval: page 1


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13Journal Approval Workflow Description

Journal Approval Workflow Description

Journal Approval OverviewThe GL Journ al App roval Process obtains the necessary managem ent

app rovals for manual journ al batches. The process validates the

journ al batch, determ ines if app roval is required, submits the batch to

app rovers (if required ), then n otifies approp riate ind ividua ls of the

approval results.

The process has a resu lt type of GL Journ al App roval Process Result

that gives one of four results:

Approval Not Required: The journ al batch does not n eed

approval.

Approved: The journ al batch was ap proved by all necessary

app rovers. In some cases, this may be the preparer.

Rejected: The journ al batch was rejected by an ap prover.

Validation Failed: The journ al batch failed the valida tionprocess and was n ever submitted to the ap prover.

The process consists of 5 uniqu e activities, some of w hich are reused, to

comp rise the 9 activity nodes that ap pear in th e workflow diagram:


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Customizing Journal Approval

Journ al Approval can be customized to meet your organizations

specific needs. We provide three custom ization mechanisms:

Profile options: There are two profile options th at affect how Journal

App roval operates:

Journals: Allow Preparer Approval determines wh ether

preparers can app rove their ow n journals.

Journals: Find Approver Method set the default m ethod for

seeking approval.

See: Setting Genera l Ledger Profile Options, Oracle General Ledger

Users GuideWorkflow activity settings: You can change the d efau lt settings for

the:

Request Approval From Approver timeout the stand ard

setting is 7 days. After this time has expired, Journ al Approval

notifies the preparer that n o app rover response has been

received.

Reached Manager Notification Resend Limit the standardsetting is 1 notification. Journ al App roval will resend

notifications to the ap prover u ntil the limit is reached .

Caution: If you decide to change th ese settings, be carefulwhen selecting your new va lues, since the settings worktogether w ith a comp ounding effect. Specifically, the app rovertimeout is processed for each m anager notification sent.

For example, if the app rover timeout is 7 days and thenotification resend limit is 3, a journ al batch w ill remain in theapp roval cycle for 21 days if the ap prover d oes not respond .

Default Error Notif ication Journ al App roval uses Oracle

Workflows stand ard error p rocessing to hand le runtime errors.

You can choose to send a notification to you r system

administrator wh enever such errors occur. Open the Journ al

App roval work flow file in Oracle Workflow and set thePerformer for th e Default Error N otification, in the Default Error

process, to your system administrator s userid.

Customizable activities: We have provid ed four activities and on e

process that you can customize:

Customizable: Is Journa l Batch Valid activity

Custom izable: Does Journ al Batch N eed App roval activity


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GL Journal Approval

Process Activities


Custom izable: Is Preparer Au thorized to Ap prove activity

Customizable: Verify Authority Process

Customizable: Verify Authority activity

Caution:

We strongly recommen d that you modify only theseactivities and p rocesses when customizing the GL Journ alApp roval Process.

Following is a description of each activity listed by th e activitys

function nam e. You can create all the components for an activity in the

graphical Oracle Workflow Builder except for the PL/ SQL stored

procedu res that th e function activities call. All fun ction activitiesexecute PL/ SQL stored procedu res which you m ust create and store in

Oracle8. The nam ing convention for the PL/ SQL stored procedu res

used in the GL Journ al App roval process is:

GL_WF_JE_APPROVAL_PKG.

GL_WF_JE_APPROVAL_PKG is the name of the package that groups all

the p rocedu res used by th e GL Journ al Approval process, except the

customizable procedures. represents the nam e of theprocedure.

Customizable procedu res are grouped together in the p ackage nam ed

GL_WF_CUSTOMIZATION_PKG . The nam ing convention is the same

as described for the GL Journ al App roval package.

Start (Node 1)

This is a Standard function activity that simp ly marks th e start of the

process.

WF_STANDARD.NOOP

None

GL Initialization & Validation Process (Node 2)

This activity is a su bprocess that p erforms initialization, then validates

the journal batch. If the journ al batch is valid, the su bprocess also

determ ines whether the batch requires approval. To view the

subp rocess, choose GL Initialization & Validation Process u nd er th e

Processes branch of the Workflow Builder navigator tree. See: GL

Initialization & Journal Valida tion Process: page 17.

Function

Result Type


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GL Initialization & Valida tion Process Result

GL Preparer Approval Process (Node 3)

This activity is a subprocess that d etermines if the journ al batch

preparer is authorized to app rove his/ her own journal batch. If so, the

batch is approved , the approver n ame is set, and notifications are sent.

To view the subp rocess, choose GL Preparer Approva l Process und er

the Processes branch of the Workflow Builder navigator tree. See: GL

Preparer App roval Process: page 21.

GL Preparer Ap proval Process Result

GL Initialization & Valida tion Process

GL Approval Process (Node 4)

This activity is a subp rocess that find s all necessary ap provers, seeks

journ al batch approval, and sends notifications of app roval or rejection.

To view the subp rocess, choose GL Approval Process under th eProcesses branch of the Workflow Builder navigator tree. See: GL

App roval Process: page 23.

GL App roval Process Result

GL Initialization & Valida tion Process, GL Preparer

App roval Process

End (N odes 5 through 9)

This function activity marks the end of the process. Although the

activity itself does n ot hav e a resu lt type, each nod e of this activity in

the process must have a process result assigned to it. The process

result is assigned in the prop erty page of the activity node. Since the

GL Journ al App roval process activity has a result type of GL Journ alApp roval Process Result, each End activity nod e mu st have a p rocess

result matching one of the lookup codes in the GL Journ al App roval

Process Result lookup type.

WF_STANDARD.NOOP

None

Result Type

Result Type

PrerequisiteActivities

Result Type

PrerequisiteActivities

Function

Result Type


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GL Initialization & Validation Process

The GL Initialization & Valida tion Process per forms initializat ion, then

validates the journal batch. If the journ al batch is valid, the subp rocess

also determ ines whether the batch requires app roval.

The process has a resu lt type of GL Initialization & Valida tion Process

Result that gives one of three results:

Approval Not Required: The journ al batch does not n eed

approval.

Approval Required: The journ al batch needs to be app roved

before fur ther action can be taken by the preparer.

Validation Failed: The journ al batch failed the valida tionprocess and was n ever submitted to the ap prover.

The process consists of 12 un ique activities, some of wh ich are reused ,

to comp rise the 14 activity nodes that app ear in the workflow d iagram:

Start (Node 1)


process.

WF_STANDARD.NOOP

None

Function

Result Type


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Retrieve Set of Books Attributes (Node 2)

This fun ction activity retrieves your set of books attributes.


GET_SOB_ATTRIBUTES

None

Retrieve Journal Batch Attributes (Node 3)

This fun ction activity retrieves your journal batch attributes, which are

then u sed to d etermine if the journ al batch is valid.


GET_JEB_ATTRIBUTES

None

Is Journal Batch Valid (Node 4)

This fun ction activity determ ines if the journal batch is valid. If the

batch is valid, the procedu re returns a va lue of Yes. If the batch is not

valid, the procedu re returns a valu e of No.

GL_WF_JE_APPROVAL_PKG.IS_JE_VALID

Yes/ No

Customizable: Is Journal Batch Valid (Node 5)

With th is fun ction activity you can customize the journal batch

validation process. If the batch is valid, the procedu re returns a value

of Yes. If the batch is not valid, the procedure returns a value of No.

GL_WF_CUSTOMIZATION_PKG.IS_JE_VALID

Yes/ No

Function

Result Type

Function

Result Type

Function

Result Type

Function

Result Type


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Does Journal Batch Need Approval (Node 6)

This function activity determines w hether the journ al batch need s

app roval. If so, the procedu re returns a value of Yes. If not, the

procedu re returns a v alue of No.

GL_WF_JE_APPROVAL_PKG.DOES_JE_NEED_APPROVAL

Yes/ No

Customizable: Does Journal Batch N eed Approval (Node 7)

With th is fun ction activity you can custom ize the process ofdeterm ining wheth er a journ al batch needs app roval. If the batch does

need ap proval, the procedure returns a value of Yes. If not, the

procedu re returns a v alue of No.

GL_WF_CUSTOMIZATION_PKG.

DOES_JE_NEED_APPROVAL

Yes/ No

Update Journal Batch Status to Invalid (Node 8)

This fun ction activity up da tes the journ al batch ap proval statu s to

Invalid.

GL_WF_JE_APPROVAL_PKG.SET_JE_INVALID

None

Update Journal Batch Status to Approval Not Required (Node 9)

This fun ction activity up da tes the journ al batch ap proval statu s to

App roval Not Required.


SET_APPROVAL_NOT_REQUIRED

None

Function

Result Type

Function

Result Type

Function

Result Type

Function

Result Type


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Notify Preparer of Invalid Journal Batch (Node 10)

This activity notifies the preparer th at the journal batch was invalid.

The message includ es Send or Respond attributes th at d isplay the

batch nam e, invalid journa l entry error message, the monitor URL, and

the Enter Journ als window.

Notify Prep arer of Invalid Journ al Batch

None

Notify Preparer of N o Approval Required (N ode 11)

This activity notifies the journ al batch prepa rer that no app roval isrequired. The message includ es Send or Respond attributes tha t

disp lay the batch name, the monitor URL, and the Enter Journ als

window.

Notify Preparer of No Ap proval Required

None

End (Nodes 12 through 14)





GL Initialization & Journal Validation p rocess activity has a result typ eof GL Initialization & Journal Valida tion Process Result, each End

activity nod e mu st have a process result matching one of the lookup

codes in the GL Initialization & Journa l Valida tion Process Result

lookup type.

WF_STANDARD.NOOP

None

Message

Result Type

Message

Result Type

Function

Result Type


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GL Preparer Approval Process

The GL Preparer Ap proval Process determ ines wheth er the preparer is

authorized to app rove his/ her own journal batch. If so, the batch is

app roved, the app rover name is set, and notifications are sent.

The process has a result type of GL Preparer Ap proval Process Result

that gives one of two resu lts:

Approved: The journal batch w as app roved by th e preparer.

Not Approved: The journ al batch cannot be app roved by the

preparer.



Start (Node 1)


process.

WF_STANDARD.NOOP

None

Function

Result Type


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Is Preparer Authorized to Approve (Node 2)

This function activity determ ines whether the prepa rer is authorized to

app rove his/ her own journal batch. If the preparer can app rove, the

procedu re returns a v alue of Yes. If the preparer cannot app rove, the

procedu re returns a value of No.


CAN _PREPARER_APPROVE

Yes/ No

Customizable: Is Preparer Authorized to Approve (Node 3)With th is fun ction activity you can custom ize the process of

determining whether a preparer can app rove his/ her own journal

batch. If the preparer can approve, the procedu re returns a value of

Yes. If the preparer cannot app rove, the procedu re returns a value of

No.


CAN _PREPARER_APPROVE

Yes/ No

Approve Journal Batch (Node 4)

This fun ction activity upd ates the journ al batchs app roval status to

Approved.

GL_WF_JE_APPROVAL_PKG.APPROVE_JE

None

Set Approver Name (Node 5)

This function activity sets the journ al batchs app rover nam e.


SET_APPROVER_NAME

None

Function

Result Type

Function

Result Type

Function

Result Type

Function

Result Type


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Notify Preparer of Journal Batch Approval (Node 6)

This activity notifies the preparer that the journal batch has been

app roved. The message includ es Send or Respon d attributes that

disp lay the batch name, app rover s nam e, mon itor URL, enter journ als

wind ow, and app rovers comm ent.

Notify Preparer of App roval

None


This function activity marks the end of the process. Although theactivity itself does n ot hav e a resu lt type, each nod e of this activity in



GL Preparer App roval process activity has a result typ e of GL Preparer

App roval Process Result, each End activity nod e mu st have a p rocess

result matching one of the lookup codes in the GL Preparer Ap proval

Process Result lookup type.

WF_STANDARD.NOOP

None

GL Approval ProcessThe GL App roval Process finds an app ropriate approver, seeks journ al

batch approva l, and sends notifications of app roval or rejection.

To determ ine the approp riate app rover, this process will comp are each

poten tial approver s auth orization limit to the largest net journal line

amoun t in the entire batch. In determining the largest net journ al line

amoun t, the process looks at absolute values. For example, assum e the

journ al batch includes th e following th ree journ als:

Journal #1 (M isc Cash Receipt)

10 Cash................ 10,000

20 Misc. Revenue 10,000

Message

Result Type

Function

Result Type


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Journal #2 (A ccrual Adjustment)

10 Deferred Income.... 20,000

20 Rent Expense....... 15,000

30 Misc. Revenue.......... 20,000

40 Prepaid Expenses....... 15,000

Journal #3 (Consolidation Entry)

10 Intercompany Payables....... 80,000 40,000

20 Intercompany Receivables.... 15,000 35,000

The largest net absolute amou nt is $40,000, the net of the intercompan y

payables amoun ts. $40,000 is the amoun t that w ill be compared to eachpoten tial app rover s authorization limit.

The process has a result typ e of App roval that gives one of two results:

Approved: The journ al batch w as app roved by all necessary

approvers.

Rejected: The journ al batch was rejected by an ap prover.

The process consists of 14 un ique activities, some of wh ich a re reused ,to comp rise the 15 activity nodes that ap pear in the w orkflow d iagram:

St t (N d 1)


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Start (Node 1)


process.

WF_STANDARD.NOOP

None

Find Approver (Node 2)

This fun ction activity determines w ho the n ext approver is for the

journ al batch by checking the app roval hierarchy and th e app rover

method. If an app rover is found , the procedu re returns a value ofYes. If an app rover is not found , the procedu re returns a value of

No.

GL_WF_JE_APPROVAL_PKG.FIND_APPROVER

Yes/ No

Notify System Administrator No Approver (Node 3)

This activity notifies your System Ad ministrator if no ap prover can be

found for the journ al batch. The message includ es Send or Respond

attributes that d isplay the batch nam e, the preparers nam e, the

mon itor URL, and a note by the System Ad ministrator tha t the problem

has been resolved.

No App rover Found

GL Problem H as Been Fixed

Additional Information: This activitys perform er is set to theSYSADMIN user w hen you first install Journal Approval. Youcan change this to any oth er user as follows:

Using Oracle Workflow Builder, choose File > Load Rolesfrom Database from th e main m enu, then load your system

administrator role.

Select the GL Approval Process and op en the process detail

diagram.

Choose the Notify System Administrator No App rover

activity to open the control properties wind ow.

Function

Result Type

Function

Result Type

Message

Result Type

Change the Performer as needed


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Change the Performer as needed.

Notify Preparer No Approver Problem Fixed (Node 4)

This activity notifies the prep arer when the no app rover problem has

been fixed by the system ad ministrator. The message includ es a Send

or Respon d attribute to display the batch nam e.

Notify Preparer N o App rover Problem Fixed

None

Notify Preparer of N o Approver Found (Node 5)

This activity notifies the preparer if no ap prover can be found for the

journ al batch. The message includ es Send or Respon d attributes tha t

disp lay the batch nam e, the prep arer s name, the mon itor URL.

Notify Preparer That No Ap prover was Found

None

Customizable: Verify Authority Process (Node 6)

This activity is a subp rocess. If your organ ization has unique needs,

use th is activity to customize the p rocess of verifying an app rover s

authority to app rove the journ al batch. To view the subp rocess, chooseCustom izable: Verify Au thority Process under the Processes branch of

the Workflow Builder navigator t ree. See: Custom izable: Verify

Au thority Process: page 35.

GL Pass or Fail Result Type

Record Forward From Information (Node 7)

If a selected app rover is not authorized to approve the journal batch,

this procedu re saves the selected ap provers nam e and other

information. The saved information is used internally within Oracle

Workflow.


RECORD_FORWARD_FROM_INFO

Message

Result Type

Message

Result Type

Result Type

Function

NoneResult Type


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None

GL Request Approval Process (Node 8)

This activity is a subp rocess that seeks journ al batch app roval from th e

selected app rover. To view th e subp rocess, choose GL Request

App roval Process un der the Processes branch of the Workflow Builder

nav igator tree. See: GL Request Ap proval Process: page 29.

Approval

Reject Journal Batch (Node 9)


Rejected.

GL_WF_JE_APPROVAL_PKG.REJECT_JE

None

Notify Preparer of Journal Batch Rejection (Node 10)

This activity notifies the prep arer that the journal batch w as rejected.

The message includ es Send or Respond attributes that d isplay the

batch nam e, the app rover s nam e, the monitor URL, the Enter Journ als

wind ow, and the app rovers comm ent.

Notify Preparer of Rejection of Journal Batch

None

Verify Authority (Node 11)

This fun ction activity verifies that a selected app rover is auth orized toapp rove the journ al batch. If the app rover is authorized , the procedu re

return s a value of Pass. If the app rover is not auth orized, the

procedu re returns a value of Fail.


VERIFY_AUTHORITY


Result Type

Result Type

Function

Result Type

Message

Result Type

Function

Result Type


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Notify Preparer of Further Approval Required (Node 12)

This activity notifies the prepa rer that furth er app roval is required

beyond th e cur rently selected ap prover. The message includes Send or Respon d attributes that disp lay the batch name, the app rover s

name, and the mon itor URL.

Verification of approval authority failure

None

Approve Journal Batch (Node 13)


Approved.

GL_WF_JE_APPROVAL_PKG.APPROVE_JE

None

Notify Preparer of Journal Batch Approval (Node 14)

This activity notifies the prep arer that the journal batch has been

app roved. The message includ es Send or Respon d attributes that

disp lay the batch name, app rover s nam e, mon itor URL, enter journ als

wind ow, and app rovers comm ent.

Notify Preparer of App roval

None


This function activity marks the end of the process. Although theactivity itself does n ot hav e a resu lt type, each nod e of this activity in



GL Approval process activity has a result type of Approva l, each End

activity nod e mu st have a process result matching one of the lookup

codes in the Ap proval lookup type.

WF_STANDARD.NOOP

Message

Result Type

Function

Result Type

Message

Result Type

Function

NoneResult Type


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GL Request Approval Process

The GL Request Ap proval Process seeks journ al batch app roval from

the selected ap prover.

The process has a result typ e of App roval that gives one of two results:

Approved: The journal batch w as app roved by th e app rover.

Rejected: The journ al batch was rejected by the approver.The process consists of 7 uniqu e activities, some of w hich are reused, to


Start (Node 1)


process.

WF_STANDARD.NOOP

None

yp

Function

Result Type


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Is This the First Approver (Node 2)

This fun ction activity determ ines if the selected app rover is the first

app rover, based on the ap prover method , to whom the journal batchhas been sent for approva l. If so, the procedu re returns a value of

Yes. If not, the procedu re returns a valu e of No.

GL_WF_JE_APPROVAL_PKG.FIRST_APPROVER

Yes/ No

Is Approver the Direct Manager (Node 3)

This fun ction activity determ ines if the first app rover is also the

prep arer s direct manager. If so, the procedu re returns a value of Yes.

If not, the procedu re returns a value of No.


MGR_EQUALTO_APRV

Yes/ No

CC Direct Manager (Node 4)

This activity notifies the prep arer s direct manager w hen he/ she is not

the first app rover for the journ al batch. The message includ es Send or

Respond attributes that d isplay the batch name, total batch amount,functional cur rency, preparer s nam e, app rover s nam e, and mon itor

URL.

CC Direct Manager

None

Request Approval From Approver (Node 5)

This activity notifies the selected app rover that his/ her approval is

requested . The message includ es Send or Respon d attributes that

disp lay the batch name, total batch amoun t, fun ctional currency,

prep arer s name, monitor URL, and prep arer s comm ent.

Request Ap proval from App rover

Function

Result Type

Function

Result Type

Message

Result Type

Message

ApprovalResult Type


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Note: The defau lt timeou t for this activity is 7 days. You cancustomize this valu e to meet you r organizations specific needs.

Use Oracle Workflow Builder to op en to activitys p ropertysheet, then select the Details tab. Enter the Timeout value indays, hours, and minutes.

GL No Approver Response Process (Node 6)

This activity is a subp rocess that p rovides handling options and actions

to take when the app roving man ager has not respond ed to a journal

batch app roval request. To view the subprocess, choose GL NoApp rover Respon se Process und er the Processes branch of the

Workflow Builder n avigator tree. See: GL No Ap prover Response

Process: page 31.

None






GL Request Ap proval p rocess activity has a resu lt type of App roval,

each End activity node mu st have a p rocess result matching one of the

lookup codes in the Ap proval lookup type.

WF_STANDARD.NOOP

None

GL No Approver Response Process

The GL No App rover Response Process provides handling options and

actions to take when the app roving m anager has not responded to a

journ al batch app roval request. This includ es resend ing the request

un til a certain limit is reached , then p roviding the prep arer with the

option to resend th e approval request to the approver or to send the

request to the approver s manager.

Result Type

Function

Result Type

The process has no resu lt type.


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compr ise the 10 activity nodes that app ear in the workflow diagram :

Start (Node 1)


process.

WF_STANDARD.NOOP

None

Reached Manager Notification Resend Limit (Node 2)

This fun ction activity determ ines if the nu mber of request app roval

notifications sent to the app rover has reached a p redeterm ined limit. Ifthe limit has been reached, the procedure retu rns a value of Yes. If

not, the procedure returns a value of No.


NOTIFYPREP_NOAPRVRESP

Yes/ No

Function

Result Type

Function

Result Type

Note: The default timeout for this activity is 1 notification.You can customize this value to meet your organizations


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You can customize this value to meet your organization sspecific needs. Use Oracle Workflow Builder to expan d theactivity in the Navigator. Choose the Nu mber of times tonotify manager subfunction, then change the Default Value as

needed.

Notify Preparer No Manager Response (Node 3)

This activity notifies the preparer th at the selected ap prover h as not

respond ed to the request for journ al batch app roval. The message

includ es Send or Respond attributes that disp lay the batch name,

app rover s name, the mon itor URL, and two options for further action.

No Manager Response

Employee Action For Manager

Record Forward From Information (Node 4)

This fun ction activity saves the app rover s nam e and other

information. The saved information is used internally within OracleWorkflow.


RECORD_FORWARD_FROM_INFO

None

Get The Manager of The Approver (Node 5)

This function activity determines who is the app rover s manager. If the

app rover s man ager is foun d, the p rocedu re returns a va lue of Pass.

If not, the p rocedu re retu rns a value of Fail.


GET_APPROVER_MANAGER


Notify System Administrator No Approver Manager (Node 6)

This activity notifies your system ad ministrator if the app rover s

manager cannot be found . The message includ es Send or Respond

Message

Result Type

Function

Result Type

Function

Result Type

attributes that d isplay the batch nam e, the approvers name, the

monitor URL and any n ote by the system ad ministrator that the


34/36


monitor URL, and any n ote by the system ad ministrator that the

problem has been resolved.

App rovers Manager Not Found

GL Problem H as Been Fixed

Additional Information: This activitys perform er is set to theSYSADMIN user w hen you first install Journal Approval. Youcan change this to any oth er user as follows:

Using Oracle Workflow Builder, choose File > Load Roles

from Database from the m ain menu , then load your system

administrator role.

Select the GL Approval Process and op en the process detail

diagram.

Choose the Notify System Administrator No App rover

Manager activity to open the control properties wind ow.

Change the Performer as needed.

Notify Preparer No Approver Problem Fixed (Node 7)

This activity notifies the prep arer when the no app rover problem has

been fixed by the system ad ministrator. The message includ es a Send

or Respon d attribute to display the batch nam e.

Notify Preparer N o App rover Problem Fixed

None

Notify Preparer of N o Approver Found (Node 8)

This activity notifies the preparer if no ap prover can be found for the

journ al batch. The message includ es Send or Respon d attributes tha t

disp lay the batch name, the prep arer s name, the monitor URL, and

any notification by the System Ad ministrator that the problem h as been

resolved.

Notify Preparer That No Ap prover was Found

None

Message

Result Type

Message

Result Type

Message

Result Type



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This fun ction activity marks the end of the process. The activity does

not have a result type and no p rocess result is returned .

WF_STANDARD.NOOP

None

Customizable: Verify Authority Process

This process verifies an app rovers authority to approve journ albatches. If your organ ization has unique need s for verifying app rover

auth ority, you can custom ize the process.

The process has a result type of GL Pass or Fail Result Type that gives

one of two results:

Pass: The approver is authorized to ap prove the journ al batch.

Fail: The approver is not authorized to ap prove the journal

batch.



Start (Node 1)


process.

WF_STANDARD.NOOP

Function

Result Type

Function

NoneResult Type


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Customizable: Verify Authority (Node 2)

Custom ize this fun ction activity as needed to meet you r organizationsneeds. If the app rover is au thorized to app rove the journ al batch, the

procedu re returns a va lue of Pass. If not, the procedu re returns a

value of Fail.


VERIFY_AUTHORITY


End (N odes 3 through 4)




result is assigned in the prop erty page of the activity node. Since theCustom izable: Verify Au thority p rocess activity has a result typ e of GL

Pass or Fail Result Type, each End activity nod e mu st have a p rocess

result matching one of the lookup codes in the GL Pass or Fail Result

Type lookup type.

WF_STANDARD.NOOP

None

See Also


Function

Result Type

Function

Result Type

GL_JournalApproval

Documents