Approved and Approved By is not updated in General journal

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Posted on by SouravDam

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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.

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.

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

Categories:

Financial Management

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Satish Panwar 14,671 Moderator on at

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Hi Sourav,

Verified this on PU24 GJ upload (one side is GL account, another side is customer account). Approved by and approved are both getting populated automatically. Let me get back to you on what setting needs to be undone/done so this does/doesn't work.

Thanks,

Satish Panwar

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SouravDam 11,730 on at

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Hi Satish Panwar,

Thanks for your response.

I have checked in these environments as available with me Ver 8.0 and PU23 & 24 and getting same issue after uploading. Appreciate if you kindly provide any hint for this.

Will be waiting for your next post

Best regards,
Sourav Dam

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Sukrut Parab 71,710 Moderator on at

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Hi Saurav ,

I used General Journal entity a lot and did some customizations in it as well. Out of the box entity does not import Approved by and Approved fields . You have to customize this entity to add those fields and write logic to initialize those fields as standard does. You can also try using ExpenseJournalLineEntity, with this entity those fields get populated.

I don't have latest environment. This observation is from PU20. something might have changed later.

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Satish Panwar 14,671 Moderator on at

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On users page, it's the person field that gets used.

Once you save person on users form, maintain version button gets enabled. click on that person and it will open GAB record. if you notice the role is showing worker number.

This worker is what get selected automatically during upload in approved field.

Please know i cleared person field and it didn't populate the approved by field. However approved was still set to yes. Looking at it further.. found that in LedgerJournaEntity has code where approved is set to yes by default and for approver following code is being used:

HcmApprover approver = HcmWorker::userId2Worker(curUserId());

Hope this helps you troubleshoot this further and help resolve your issue.

Thanks,
Satish Panwar
Please take time to click 'Yes' against the answers that help you guide in right direction to help other community members.

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Sukrut Parab 71,710 Moderator on at

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I checked version 10 PU 28 and following piece of code is added in createJournalLines method , so Once you have person set up on user it should work ,unless you are on old version.

Approved approved = NoYes::Yes;

HcmApprover approver = HcmWorker::userId2Worker(curUserId());

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Satish Panwar 14,671 Moderator on at

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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.

Thanks,

Satish Panwar

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SouravDam 11,730 on at

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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

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Beth Zapadka 190 on at

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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

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SouravDam 11,730 on at

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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".

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

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

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Sten Baumgarten 12 on at

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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

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