Workflow - General Ledger batch - how can we prevent edit after approval?

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Posted on by Community Member Microsoft Employee

We have GL batch approval working, in workflow, for GP 2015. However during testing, we found that we were able to edit the GL batch after it had been approved.

Does anyone know of a way to prevent edits to the batch, after it's approved?

Thanks.

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Lisa Payment 65 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

Hi..Yes that is the issue. The version is 2016 RTM, 16.00.0439. Will see about upgrading. Thank you.
Derek Albaugh on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

I did find the following documented issue we had with GL batches, which was fixed in Dynamics GP 2018 RTM:

"After approving a General Ledger batch so it can be posted, you can edit and add lines to a Journal Entry saved in that batch without any restriction or warning, which allows a user to post unapproved amounts or to unapproved accounts."

Is this the issue you're seeing or something different? Also, what version/build of Dynamics GP are you currently running?

Thanks
Lisa Payment 65 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

It seems we have also found that a user can edit a GJ after the batch has been approved and it can be posted without additional approval. Has this been identified for a fix?

Thank you.
Jothi Krishnan N 1,865 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

is it like...warning appears only when you add a new transaction to the approved batch...not when editing an existing transaction in the approved batch?
Mahmoud Saadi 32,738 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

As far as I know this is the standard functionality since workflow 2.0 was introduced.
Community Member Microsoft Employee on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

Thank you. Yes as I said, I did not receive any such warning on my GL batch, when testing in our GP 2015 environment (14.00.0619).

Do you know if this feature is specific to R2, or if it needs to be enabled.

Thanks for your replies.
Mahmoud Saadi 32,738 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

Hello Dee Grice

When a batch is either fully approved or pending for approval, a recall warning will pop up stating so once any addition or modification on the batch occurs. See below messages

Further details can be found below:

GP 2015 – Understanding Payable Batch Approval

GP 2015 – Understanding Receivable Batch Approval

Your feedback is highly appreciated,
Community Member Microsoft Employee on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

Thank you for your reply. I did not see such a warning when I tested this in GP 2015. Is this something that needs to be enabled?
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Mahmoud Saadi 32,738 on at

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RE: Workflow - General Ledger batch - how can we prevent edit after approval?

That's the behavior of the system, it warns the user that the batch is currently completed and approved, and such edit will result with recalling the batch.

It would be a nice feature as well to consider in future releases, such as locking the batch and prevent recalling when finally approved. You may consider sharing a suggestion on MS Connect

Work around solutions could be considered if this is a must in your environment, it could be programmed on the database level to prevent recalling when the batch is finally approved.

Let us know if you need any further assistance,