Journal Entry Approval - Documentation Acosys

Used By

accounting or finance staff

Data Type

transaction

Search Keys

Invoice

When to Use This Form

When a manual journal needs to be checked by finance before being used as the basis for reports.
When a supervisor wants to make sure the journal is balanced and uses the right accounts.
When there is a correction journal that needs an approval trail.

Before You Start

Make sure the division on the journal matches the unit that created the transaction.
Check the supporting evidence, memo, and reason for the correction before the journal is approved.
Make sure the debit and credit accounts are correct, especially for adjusting or correction journals.

Workflow

Open Approvals / Approver Work / Journal Entry Approval.
Check the invoice number, date, time, division, and journal note.
Check every Journal Entry line, including the account, debit/credit position, and amount.
Make sure the journal amount is balanced and the supporting evidence makes sense.
Change the approval status once the journal is fit to be processed, then save.

Key Fields

Field	Explanation for Users	Status
Invoice `jtid`	Invoice is the number of the journal awaiting approval.	Required
Date `jtdate`	Date shows the period of the journal to be approved.	Required
Time `jttime`	Time helps distinguish journals made on the same date.	Required
Division `division`	Division indicates the business unit that owns the journal.	Required
Journal Entry `journaltrans`	Journal Entry contains the debit and credit account lines that must be checked before approval.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Journal Entry needs to be checked line by line because a wrong account or amount directly affects the financial reports.

What Happens After Saving

The journal approval status is saved as a trail of the finance review.
An approved journal can be used in accounting processes and related reports.
If an account, amount, or required field is not valid, the application rejects the save and shows a validation message.

Common Problems

Journal cannot be approved: check the required fields, journal status, and the validation message shown.
Journal amount is not balanced: re-check the debit and credit lines in Journal Entry.
Journal is hard to trace: make sure the invoice number, date, division, and note are clear.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Invoice `jtid`	Invoice is the number of the journal awaiting approval.	Required
Date `jtdate`	Date shows the period of the journal to be approved.	Required
Time `jttime`	Time helps distinguish journals made on the same date.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Change Note `memoedit`	Change Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Division `division`	Division indicates the business unit that owns the journal.	Required
Journal Amount `journalvalue`	Journal Amount helps the reviewer see the journal total before giving approval.	Optional
Approved `approved`	Approved shows whether the journal has passed the finance review.	Optional
Printed `printed`	Printed shows the print status of the document.	Optional
Journal Entry `journaltrans`	Journal Entry contains the debit and credit account lines that are the basis for approval.	Required
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Invoice number, date, time, and division of the journal are correct. Debit and credit accounts have been checked until balanced. The memo and supporting evidence are sufficient for a re-check. Approval status is only given to journals that are fit to be processed.

Menu Location

Approvals / Approver Work / Journal Entry Approval
/form/approvejournal