The GL Journal Approval Process obtains the necessary management approvals for manual journal batches. The process validates the journal batch, determines if approval is required, submits the batch to approvers (if required), then notifies appropriate individuals of the
approval results.

The process has a result type of GL Journal Approval Process Result that gives one of four results:

• Approval Not Required: The journal batch does not need approval.
• Approved: The journal batch was approved by all necessary approvers. In some cases, this may be the preparer.
• Rejected: The journal batch was rejected by an approver.
• Validation Failed: The journal batch failed the validation process and was never submitted to the approver.

Customizing Journal Approval
You can customize Journal Approval to meet your organization’s specific needs through three mechanisms:
Profile options: There are two profile options that affect how Journal
Approval operates:
• Journals: Allow Preparer Approval: Determines whether preparers can approve their own journals.
• Journals: Find Approver Method: Sets the default method for seeking approval.

Workflow activity settings: You can change the default settings for the:
• Request Approval From Approver timeout: The standard setting is 7 days.
• Reached Manager Notification Resend Limit: The standard setting is 1 notification.
• Default Error Notification:

Customizable activities: You can customize four activities and one process:
• Customizable: Is Journal Batch Valid activity
• Customizable: Does Journal Batch Need Approval activity
• Customizable: Is Preparer Authorized to Approve activity
• Customizable: Verify Authority activity
• Customizable: Verify Authority Process

*Modify only these activities and processes when customizing the GL Journal Approval Process.

GL Preparer Approval Process: The GL Preparer Approval Process determines whether the preparer is authorized to approve his/her own journal batch. If so, the batch is approved, the approver name is set, and notifications are sent.
The process has a result type of GL Preparer Approval Process Result that gives one of two results:
• Approved: The journal batch was approved by the preparer.
• Not Approved: The journal batch cannot be approved by the preparer.

GL Approval Process: The GL Approval Process finds an appropriate approver, seeks journal batch approval, and sends notifications of approval or rejection. To determine the appropriate approver, this process will compare each potential approver’s authorization limit to the largest net journal line amount in the entire batch. In determining the largest net journal line
amount, the process looks at absolute values.

GL Request Approval Process : The GL Request Approval Process seeks journal batch approval from the selected approver. The process has a result type of Approval that gives one of two results:

• Approved: The journal batch was approved by the approver.
• Rejected: The journal batch was rejected by the approver.

GL No Approver Response Process: The GL No Approver Response Process provides handling options and actions to take when the approving manager has not responded to a
journal batch approval request. This includes resending the request until a certain limit is reached, then providing the preparer with the option to resend the approval request to the approver or to send the request to the approver’s manager. The process has no result type.

Customizable: Verify Authority Process : This process verifies an approver’s authority to approve journal batches. If your organization has unique needs for verifying approver authority, you can customize the process. The process has a result type of GL Pass or Fail Result Type that gives
one of two results:
• Pass: The approver is authorized to approve the journal batch.
• Fail: The approver is not authorized to approve the journal
batch