1 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: G/L Journal Authorisation

2 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Master Files Some modifications to the master files are required for Journal Authorisation

3 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: G/L User Activity- General Ledger This 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. Browsing the user name allows you to select either G/L Users or Other Users. Other Users

4 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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 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 Note: A value of -1 in the authorisation limit indicates no limit

5 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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. G/L User Activity- General Ledger

6 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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 G/L User Activity- General Ledger 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

7 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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. G/L User Activity- General Ledger

8 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: G/L User Activity- General Ledger By selecting Password, another window appears in which the password may be entered for the user being set up

9 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Note: The password must be confirmed G/L User Activity- General Ledger

10 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: General Ledger Tasks

11 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry

12 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry - General Ledger This 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 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

13 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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 F2-Browse shows a list of users who lie above the current user in the hierarchy, who have the authority to authorise journals

14 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry - General Ledger 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

15 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry - General Ledger 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

16 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry - General Ledger 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.

17 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Entry - General Ledger 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.

18 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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

19 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation

20 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger This is a new option: As with Journal Entry, The appropriate user must be entered in order to access this option. Note: There is no browse. If the user name that is entered has a password, it must also be entered.

21 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger 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 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 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.

22 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger Tick this check box to include all suspended journals

23 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger Tick this check box to include journals with lines in dispute. This is only relevant if G/L Journal Extensions project is switched on.

24 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger 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 will select all the journals displayed for authorisation

25 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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 Journal Authorisation - General Ledger This will then display the selected journals ready for authorisation

26 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger 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 authorise Note: Journals marked with an asterisk (*) are awaiting authorisation This will authorise the highlighted journal This will display the individual lines of all the journals

27 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger This screen displays the individual lines of the selected journal This displays further details of the highlighted detail line Note: Only certain aspects of the line details can be amended

28 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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 Journal Authorisation - General Ledger

29 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: Journal Authorisation - General Ledger Note: If project details are amended, they will be re-mapped to a new G/L posting code

30 of 30 G/L Journal Authorisation / DA00594-w1 Last updated: 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