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General Journal workflow approval

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Posted on by Swoolley

We have clients that typically create one General Journal batch for each user and the users create their entries over and over in those batches. I have a client that is doing this but would like to setup an approval workflow on all general journal batches. The issue we are running into is that once the batch is submitted for approval it cannot be used again until the approval is completed. Sometimes these approvals may take a few days to get approved so they can get access back to their batch.

Has anyone run into this scenario before? If so, how did you handle it? Obviously the users could create a new batch every time they want to post stuff, but I am concerned about performance when their batch list becomes very large. Any thoughts?

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Francisco Bedolla 1,123 on at

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You can create "batch approval" and "line approval"

Which one are you using?

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Swoolley 5 on at

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Francisco,

Currently they are setup as batch approvals.

Seth

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Francisco Bedolla 1,123 on at

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In the workflows, can you see the Flow related to lines? If you can do, try those ones, setup for one user and renové o put inactive his batch approval wf and when a user asks for approval in the jornal, tell him to select approve lines or selected lines instead batch

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YUN ZHU 95,540 Super User 2025 Season 2 on at

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Hi, try to use General Journal Line Approval Workflow. In this way, you can filter out the lines pending approval, when you want to process other lines.

Also as far as I know, adding multiple batches doesn't affect performance.

Hope this helps.

Thanks.

ZHU

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Swoolley 5 on at

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Thank you for the input. This may be a workable solution. The only thing I notice, and this also happened on the batch level approval, is after you submit the line for approval it is still editable. Is there a way to make the lines that are awaiting approval to be inactive?

Additionally, looking at the available fields for the general journal lines I dont see a flag that indicates a certain line is waiting for approval. Is there some indicator that you are aware of that would show the user the line has already been submitted for approval?

Thanks again for the assistance.

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Inge M. Bruvik 1,105 Moderator on at

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I think that the lines waiting for approval are added to the approval entry table.

You should check there if you can find them.

Have you checked if you get an errror if you send the journal to approval, edit it, apporove it and then try to post it ?

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AleAlonso 309 on at

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Morning yzhums,

I'm wondering if you could help me, I'm trying to get the Pending Approval field checked when the Journal is sent for approval. I've added "Set document status to Pending Approval." as a response when the approval is requested (I've used the General Journal Line Approval Workflow). The problem is that I'm getting this error: "Record type Gen. Journal Line is not supported by thus workflow response.". My workflow does not any condition, so I think the reason of the error message is because the "Pending Approval" field on a Journal is not the same "Status" field on a Purchase Order/Purchase Quote. Have you ever managed to get the Pending Approval box checked with a Journal approval process?

Many thanks

Alejandra Alonso

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