1 of 30 g/l journal authorisation / da00594-w1 last updated: 05-00 g/l journal authorisation

G/L Journal Authorisation / DA00594-w1

Last updated: 05-00 1 of 30

G/L JournalAuthorisation



Master Files

Some modifications to the master files are required for

Journal Authorisation



G/L User Activity- General LedgerThis is a new option:

This new master file allows you to create authorised General Ledger users and place them in a hierarchical structure and provide each one with value base restrictions on the journals that they may authorise.

This new master file allows you to create authorised General Ledger users and place them in a hierarchical structure and provide each one with value base restrictions on the journals that they may authorise.

Browsing the user name allows you to select either G/L Users or Other Users.

Browsing the user name allows you to select either G/L Users or Other Users.

Other Users



Once you have entered your user name, you can enter the user details

Once you have entered your user name, you can enter the user details

F2-Browse valid Department codes previously set up in General Supporting Files, Department Code Maintenance

F2-Browse valid Department codes previously set up in General Supporting Files, Department Code Maintenance

G/L User Activity- General Ledger

These fields define where the user is placed in the hierarchy and whether he is allowed to authorise a journal

These fields define where the user is placed in the hierarchy and whether he is allowed to authorise a journal

Note:A value of -1 in the authorisation limit indicates no limit



The hierarchy of users is defined by:

Allocating a manager user to each user is defining the next user up in the hierarchy. This also represents the default authoriser for the user.

The higher the authorisation limit, the higher in the hierarchy that user is.




By selecting F8-Others, a sub-menu appears allowing you to either reassign this user’s place in the hierarchy to another user, or enter a password for this user

By selecting F8-Others, a sub-menu appears allowing you to either reassign this user’s place in the hierarchy to another user, or enter a password for this user


The Reassign option, can only be performed by a user higher in the hierarchy than the user who is to be reassigned. The highest user in the chain can reassign himself

The Reassign option, can only be performed by a user higher in the hierarchy than the user who is to be reassigned. The highest user in the chain can reassign himself



Note:

Users can only be reassigned if:

. the replacement user is an existing one

. the user’s authorisation limit is not lower than any subordinates

. the user’s authority has not reached the expiry date

. no circular references will be created.

Any users that reference the original user will be changed to reference the replacement user. Additionally, any unauthorised journals where the authoriser field is set to the original user will have the authoriser replaced with the replacement user.

If any of the required journals are locked during reassignment, you will have the opportunity to retry or abandon the reassignment.





By selecting Password, another window appears in which the password may be entered for the user being set up

By selecting Password, another window appears in which the password may be entered for the user being set up



Note:The password must be confirmed




General Ledger Tasks



Journal Entry



Journal Entry - General LedgerThis option has been amended:

If the user entering the journal has not been set up in G/L User Activity, before the journal can be entered, the user will be asked to enter a name that exists in the G/L User Activity file

If the user entering the journal has not been set up in G/L User Activity, before the journal can be entered, the user will be asked to enter a name that exists in the G/L User Activity file

Note:There is no browse. If the user name that is entered has a password, it must also be entered.


The name entered here will be recorded against any journals created as the creator of that journal

The name entered here will be recorded against any journals created as the creator of that journal



Journal Entry - General Ledger

Once you have entered the journal header details, the Authoriser field displays the user’s login name if that user has authorisation capability. Otherwise it defaults to the next highest G/L user in the hierarchy who has authorisation capability

Once you have entered the journal header details, the Authoriser field displays the user’s login name if that user has authorisation capability. Otherwise it defaults to the next highest G/L user in the hierarchy who has authorisation capability

F2-Browse shows a list of users who lie above the current user in the hierarchy, who have the authority to authorise journals

F2-Browse shows a list of users who lie above the current user in the hierarchy, who have the authority to authorise journals




Note:If you are accessing a journal that has already been authorised, you will have the option, at this point to De-authorise the journal.

Note:If you are accessing a journal that has already been authorised, you will have the option, at this point to De-authorise the journal.

F8-Deauthorise allows you to re-suspend the journal, and will require authorisation again before posting

F8-Deauthorise allows you to re-suspend the journal, and will require authorisation again before posting




Once you have accepted the detail lines, depending on whether you are the authoriser or not, the journal can either be posted (if your system allows) or suspended ready for authorisation. If the authorised user does not have sufficient authority to authorise the journal, a message is displayed to that effect




By pressing CR-OK to accept the message, will automatically display the next user in the hierarchy who has authority to authorise journals

By pressing CR-OK to accept the message, will automatically display the next user in the hierarchy who has authority to authorise journals

Note:When a journal requires authorisation from another user other than the user entering it, the user will not have the option to post the journal, but only to F7-Amend or F8-Suspend.

Note:When a journal requires authorisation from another user other than the user entering it, the user will not have the option to post the journal, but only to F7-Amend or F8-Suspend.




Also Note:If the user who entered the journal is also the authoriser, the user may have the option to post the journal immediately. This will also be authorisation of the journal.

Also Note:If the user who entered the journal is also the authoriser, the user may have the option to post the journal immediately. This will also be authorisation of the journal.



With the exception of some Inter-Entity journals, a journal can be amended or deleted by any user within the following option:

Journal Entry

Journals must then be authorised before they can be posted from the following new option:




Journal Authorisation - General LedgerThis is a new option:

As with Journal Entry, The appropriate user must be entered in order to access this option.





Journal Authorisation - General Ledger

Enter the ranges of selection criteria required. Journals that fall into these selections will be included on the browse screen

Enter the ranges of selection criteria required. Journals that fall into these selections will be included on the browse screen

A minimum of one sort level must be entered. This will determine the sequence in which a browse of journals meeting the criteria will be displayed

A minimum of one sort level must be entered. This will determine the sequence in which a browse of journals meeting the criteria will be displayed

These fields are only available if the Inter-Entity Accounting module is installed

These fields are only available if the Inter-Entity Accounting module is installed

This screen allows you to select the journals that will be included in the next browse screen

This screen allows you to select the journals that will be included in the next browse screen

Note:A user may only view journals where the authoriser is him/herself or a subordinate in the user hierarchy

Note:A user may only view journals where the authoriser is him/herself or a subordinate in the user hierarchy

F8-Errors will run the Journal Re-Evaluation Report.

F8-Errors will run the Journal Re-Evaluation Report.




Tick this check box to include all suspended journals

Tick this check box to include all suspended journals




Tick this check box to include journals with lines in dispute. This is only relevant if G/L Journal Extensions project is switched on.

Tick this check box to include journals with lines in dispute. This is only relevant if G/L Journal Extensions project is switched on.




The order that these columns are displayed depends on the sort order defined on the previous selection screen. In this example, Authoriser was selected as the first sort and Journal Number as the second sort

The order that these columns are displayed depends on the sort order defined on the previous selection screen. In this example, Authoriser was selected as the first sort and Journal Number as the second sort

This screen displays the browse of journals that meet the selection criteria entered on the previous screen

This screen displays the browse of journals that meet the selection criteria entered on the previous screen

This will select all the journals displayed for authorisation

This will select all the journals displayed for authorisation



This will select only the current highlighted journal for authorisation

This will select only the current highlighted journal for authorisation

Note:At this point no journals have actually been authorised, only selected for authorisation. The next screen will allow you to authorise the selected journals

Note:At this point no journals have actually been authorised, only selected for authorisation. The next screen will allow you to authorise the selected journals


This will then display the selected journals ready for authorisation

This will then display the selected journals ready for authorisation




This screen displays the selected transactions ready to be authorised. Alternatively, you can view the individual journal lines in more detail and even make some amendments to them

Highlight the journal you wish to authoriseHighlight the journal you wish to authorise

Note:Journals marked with an asterisk (*) are awaiting authorisation

Note:Journals marked with an asterisk (*) are awaiting authorisation

This will authorise the highlighted journalThis will authorise the highlighted journal

This will display the individual lines of all the journals

This will display the individual lines of all the journals




This screen displays the individual lines of the selected journal

This screen displays the individual lines of the selected journal

This displays further details of the highlighted detail line

This displays further details of the highlighted detail line

Note:Only certain aspects of the line details can be amended

Note:Only certain aspects of the line details can be amended



Only the G/L posting code can be amended on a journal detail line, or as in this example, if Project accounting is installed, the project code and/or expense code

Only the G/L posting code can be amended on a journal detail line, or as in this example, if Project accounting is installed, the project code and/or expense code

This screen displays further details of each journal line and certain aspects can be amended

This screen displays further details of each journal line and certain aspects can be amended





Note:If project details are amended, they will be re-mapped to a new G/L posting code

Note:If project details are amended, they will be re-mapped to a new G/L posting code



Once you have authorised the relevant journals, they can then be posted on one of the following ways, depending on how your system has been set up:

Post individual journals via Journal Entry

Post a batch of journals via Journal Batch posting

1 of 30 g/l journal authorisation / da00594-w1 last updated: 05-00 g/l journal authorisation

Documents

gl journal authorisation

gl users

user higher

replacement user

original user

highest user

manager user

users authorisation