PF to Approve Journal Entries

We are looking to implement some workflow to review and approve Journal Entries made, and pass along the scanned documentation to the approver via email.

Find more posts tagged with

Infor Lawson Financials Group - Discussion

Comments

Legacy Contributor

We utilize a specific security role to control who can approve journal entries and a security rule that specifies that no one can approve their own entry.

For attachments we generated a network share location that holds all backup from scanned images, to emails to saved spreadsheets. Individual items are locked to prevent unauthorized changes and anyone with access to the share drive can see the backup to better understand the entry. We attach the backup to each entry with the Attachments --> Document Link --> Add URL functionality on GL40

Legacy Contributor

Thanks Calvin, we are looking for a way to automate that process somewhat, via PF.

Legacy Contributor

We use ProcessFlow to approve journal entries. It incorporates the Supervisor Org Structure in HR to provide the supervisor that would approve for the employee entering the journal entry. We also have rules around the source code that says if the journal has a "standard" source code (user defined S1 to S9) it bypasses ProcessFlow approval, regardless of the dollar amount. These are on a pre-approved list. If non-standard source code (JE), and total debits exceed $50K, then when released from GL40, it goes to the employee's immediate supervisor for approval. We have an escalation process in place that says during month-end close it is not approved in 3 hours, it escalates to the GL Manager for that company. If not approved by the GL Manager in 3 hours, it escalates to the Controller for the company and after that to the Assistant Controller, where it sits until approved. If the total debits exceed $20M, then a second approval is required by the Controller for the company. We send out an fyi email to the Controller if total debits exceed $1M. This is also used for the Recurring Journals with a little tweak. IF the RJ has a non-standard source code and total debits exceed $50K but the amounts stay the same from month to month, then it only goes through ProcessFlow approval the first time. If the amounts change from month to month, it goes through ProcessFlow every month if it is non-standard source code. We utilize the Manager In-basket and the emails to communicate journals waiting for approval. It works very well for us. The only glitch is if you utilize temp agency staff that are not in HR11. The system does not know who to send the approval to. Our finanace operations support team is also copied on the PF emails so that if there is a glitch like this, the email copy helps figure out what the problem is. We have MS Addins queries using the Workflow files to troubleshoot/identify any issues that may occur.

Copyright © 2025 Infor. All rights reserved.