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Suggested answer

Approved and Approved By is not updated in General journal

Posted on by 11,721

Hi Experts,

This could be the most common issue discussed many times. However, below is my understanding and finding for which I am looking for your expert advice to fix it. 

Issue: - 'Approved' check box and 'Approved by' field is not updating in general journal under Invoice section. And due to this reason, no settlement line is showing.

Example; a general journal is posted with Subsidy account - DR and Customer account - CR. Now in free text invoice, in Settle open transactions form, no such posted transaction is appearing for settlement because of this issue.

Finding: - If you manually create journal lines, then automatically both are updating. But if you are uploading lines through data management, then these two area show as Blank. General journal data entity is being used for uploading journal lines.

Below is updated when lines created manually.

2630.JPG

Check point: - Below areas already checked which is appropriate.

1) Employee is active (who is uploading journal lines). Issue is happening with Admin also.

2) Worker assignment is available with the employee ID in 'Position' form in HR module.

3) Worker position assignment also available with this employee.

4) 'User' is available and enabled with that employee.

5) 'Person' is also selected for this employee in Users form.

6) In General journal data entity, no such staging table available as 'Approved' and 'Approved by' which can be used in excel template.

2330.JPG

7) ERP is updating these two values if journal lines are created manually because it is validating the employee ID at the same time. This is not happening during upload through data management due to non-availability of selecting any staging table like 'Approved' and 'Approved by'.

Question: - 

1) Is there any other setup I am overlooking which is causing this issue ?

2) Is it possible to add staging table like 'Approved' and 'Approved by' in General journal entity ?

Best regards,
Sourav Dam

  • SouravDam Profile Picture
    SouravDam 11,721 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sten Baumgarten ,

    Appreciate for your findings. I tested that too and seems fine.

    However the challenge is; 'Approved' and 'Approved by' was not updating in general journal where most of the users are uploading their data through data management. Even this is checked through excel add-ins also but result was same.

    Best regards,
    Sourav Dam 

  • Suggested answer
    Sten Baumgarten Profile Picture
    Sten Baumgarten 8 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sourav

    I get the same error in a PU28 environment when account type vendor is selected. I works when I select customer as account type.

    If I select a Vendor invoice journal instead and make the same journal lines I don't get the error. When I Open in Excel I can add the additional fields I need and update the journal with no customizations. :-)

    Best regards

    Sten

  • SouravDam Profile Picture
    SouravDam 11,721 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sten Baumgarten,

    Sorry for late response as I didn't follow up with this thread in last couple of days!!

    I have checked the steps you mentioned but after uploading when I try to open in excel by using invoice journal line; got the below notification.

    0028.JPG

    Therefore, I have tried after changing account type from Ledger to Customer, Vendor and Bank also but keep getting this.

    You have tested this in which version? I am currently using Ver8.0 and PU24.

    Meanwhile; we already made a little customization as I mentioned in this thread before which actually solved this issue now. We have added an Approved tab to get this fixed. Unfortunately I had no choice but to go for this customization as version upgrade is not possible to do because of some pending integration works which is still going on in my client.

    Best regards,
    Sourav Dam

  • John Perry Profile Picture
    John Perry 40 on at
    RE: Approved and Approved By is not updated in General journal

    Dear Sourav,

    We had the same situation and we just followed the same as you did. It worked for us.

    Before that, I checked all possible areas which you mentioned in your 1st comment and seems everything was set already. But when uploading journal through DM, we faced this issue.

    I don't know the complexity of this customization but when I show this thread to my technical colleague, he just did it in 30 minutes :-)

    Thanks mate.

    John P.

  • Sten Baumgarten Profile Picture
    Sten Baumgarten 8 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sourav

    Did any of the suggested answers solve your issue?

    I yes please confirm the answer who solved the issue.

    Best regards

    Sten

  • Suggested answer
    Sten Baumgarten Profile Picture
    Sten Baumgarten 8 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sourav

    I had the same issue and the way I solved it was to import the transaction using Datamanagement to the general journal.

    Then I used open in Excel (Invoice journal line) added column Approved and Approved by, selected Approved Yes and Personal number for the approver (copy and paste from the first line to the remaining lines i Excel) and finally Published the data back to the General journal.

    If you need additional information about this (screen shots and explanation) please tell me and I will add it.

    Best regards

    Sten

  • Suggested answer
    SouravDam Profile Picture
    SouravDam 11,721 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Beth Zapadka ,

    Sounds great ! However the version my client is using (Ver8.0 PU23), this is not updating as I mentioned in my last few posts in this thread. Unfortunately, customization was my last resort to apply in this case.

    Hi Satish Panwar and Sukrut Parab  -- This is what we have done to fix this.

    We have added a new tab Approved in both general and vendor invoice journal. So, once the lines are uploaded, user has to manually click on this tab to set those two area updated. Once clicked on this; system will show a notification that "Approved and approver are updated".

    2625.JPG

    Now, click on Invoice section and user will find below field and check box are updated.

    417078.JPG

    Point to be noted: - 

    1) This Approved action has no relation with workflow approval process. This is just for the above validation and nothing else.

    2) This Approved will update the personnel ID of the user in 'Approved by' field who has logged in to the system and clicked on this tab in the journal.

    3) A new privilege has been created and assigned to the roles of the users who will be passing journals on daily basis.

    Thanks again for your time and valuable feedback.

    Best regards,
    Sourav Dam

  • Beth Zapadka Profile Picture
    Beth Zapadka 190 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Sourav,

    We just recently upgraded to 10.0.4 PU28 and I just confirmed that the two approval fields are updating as expected, even with journal uploads via General Journal entity.

    Regards,

    Beth

  • SouravDam Profile Picture
    SouravDam 11,721 on at
    RE: Approved and Approved By is not updated in General journal

    Hi Satish Panwar  and Sukrut Parab ,

    Thanks for your input and findings.

    I am checking internally with development team as per your suggestion and shall keep you posted here once this is fixed.

    Best regards,
    Sourav Dam 

  • Suggested answer
    Satish Panwar Profile Picture
    Satish Panwar 14,639 on at
    RE: Approved and Approved By is not updated in General journal

    Here is the codebase i have in PU24 for LedgerJournalEntity. May be the code keeps changing between version but below is standard code without any modifications.

    pastedimage1566338989493v1.png

    pastedimage1566339057851v2.png

    Thanks,

    Satish Panwar

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