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GLXJEENT: Journal Entry Form Approval Does Not Work as Expected in Secondary Ledger When Approval is Not Enabled for Primary Ledger but Is Enabled for Secondary Ledger (Doc ID 2126716.1)

Last updated on MAY 23, 2022

Applies to:

Oracle General Ledger - Version 12.0.0 and later
Information in this document applies to any platform.
GLXJEENT - Journal Entry
Journal Approval

Symptoms

There is a business need to require journal approvals in the secondary ledger (SL) and to not require journal approvals in the primary ledger (PL).
The following are setup steps taken:

1. Accounting Setup Manager > primary ledger setup to not require journal approval.
2. Accounting Setup Manager > secondary ledger setup to require journal approval.
3. Create batch in primary ledger and post.
4. Batch gets created in secondary ledger with unposted status.
5. In secondary ledger, query and view the journal in Enter Journals form.
6. Select Post. Message appears stating journal needs approval. However, the Approve button is not enabled.
    Since the journal is not approved, the Post button is also not enabled. The batch/journal cannot be approved or posted.

According to the R12.2 GL User Guide:

Oracle General Ledger User's Guide
Release 12.2
Part Number E48748-03

Starting on p. 1-25:

Approving Journal Batches

If Journal Approval is enabled for your ledger, journal batches whose journal source requires approval must be approved by a manager whose authorization limit is high enough to allow approval. When the journal batch is submitted for approval, it will move through your organization's approval hierarchy, based on the approver method specified by the Journals: Find Approver Method
profile option. Approval is also required in a multi-ledger journal batch where at least one of the ledgers in the batch has Journal Approval enabled.

If you have secondary ledgers, secondary ledger journal batches created from a posted primary ledger journal batch do not need to be approved if they are posted from the AutoPost feature or if they are manually posted from the Post Journals window or from the Enter Journals window. However, if a user at least views the secondary ledger journal details in the Journals window
before posting the journal batch, the journal batch will require journal approval if the secondary ledger has Journal Approval enabled. This is so the secondary ledger journal batches created from a posted primary ledger journal batch will require approval if any modifications are made to the journal batch.

If you enter a journal batch directly into a secondary ledger that has Journal Approval enabled, the journal batch will require journal approval.

Per the User Guide the Enter Journals form for the secondary ledger journal determines that the approval is now needed because the journal was 'Viewed'.

However, nothing was actually changed on the journal. At this point, it's not possible to approve or post this journal as the Approve button and the Post button are not enabled.

NOTE: It is possible to navigate to the Post Journals form in the secondary ledger and post this journal.

Changes

None.

Cause

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