Last updated on SEPTEMBER 14, 2016
Applies to:PeopleSoft Enterprise FIN General Ledger - Version 8 SP1 to 9.1 [Release 8 to 9]
Information in this document applies to any platform.
Enterprise, General Ledger
This document was previously published as Customer Connection Solution 200981336
****Checked for Accuracy 8/21/2009****
****Checked for Relevance 25-Aug-2011****
****Checked for Relevance on 07-Feb-2013****
For Auditing purposes, customer need to capture the OPRD or USERID of the user who posted Journals.
The journal Tables stores the oprid of the user who created the journals. We also have auditing turned on, but the audit tables do not store the oprid of the user who posted the journal.
The journal entry process requires that each manual journal entry keyed into the PeopleSoft Ledger system be Mark for Posting within the system before it is posted. Although the alias of the user that keyed the journal entry is stored within the OPRID field on the JRNL_HEADER table, the alias of the OPRID is not stored in a field on the JRNL_HEADER table. (The alias of the person Approving a journal entry is utilized in Workflow, a separate package that customer has elected not to use.)
When one customer first installed PeopleSoft General Ledger a decision was made to not include Workflow in the scope of our original implementation. However, the customer had to develop a journal entry approval process that would record the identity of the individual that approved each manual JE. They decided that in order to maintain an audit trail for this approval, each journal entry had to be printed, signed by the approver, and retained either on paper or microfilm along with corresponding journal entry backing. Accounting personnel were required to print all manual journal entries keyed during the month and have the approver sign them to permanently record the identity of the journal entry approver.
Recently the customer decided to customize PeopleSoft to 1) add the APPROVER_ID field to the JRNL_HEADER table 2) modify the Mark Journals for Posting page to capture the approver's alias and 3) update the JRNL_HEADER temporary tables to include the APPROVER_ID field. These changes have eliminated the need to print JEs, sign (i.e. approve) and microfilm them.
This customization has been very beneficial . Company wide, it saves about 543 hours per month simply by not running GLC7501.
Note that APPROVER_ID is populated automatically with the alias of the journal entry approver when a journal entry is marked to post within PeopleSoft. However, this new field is not displayed within the Mark Journals for Posting page. The APPROVER_ID field is simply available to be queried on the JRNL_HEADER table.
This change, if incorporated into a future release, will improve the quality of our end user experience.
In addition, it would be useful if PeopleSoft displayed Approver ID in the Header information of each applicable journal page. The customer decided not implement this part of the customization but it would be useful to end users if PeopleSoft provided it in a future release. (Note a user wouldn't see Approver ID in Header info. On a new journal entry that had not yet been marked to post, but once the entry was marked to post, or posted, it would display.)
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