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Overview

After a journal is manually completed, it is routed to a D-level financial department approver group. If you are an authorized approver, you can review and approve journals that you are designated to approve. This article describes how to review and approve a journal.

Intended Audience

Designated journal approvers

Oracle Roles Required

Oracle job roles for department fiscal officers, such as:

UCD <department> EXPENSE TRANSFER APPROVER JR
UCD <department> REVENUE TRANSFER APPROVER JR

If you are uncertain what Oracle Role was assigned to you, see View Job Roles Assigned to You.

Before You Start

Make sure you display the Journal Approval Checklist. You will need it as you conduct the journal approval review.

Steps

This section describes the following tasks:

(Click the heading to display section contents.)

Review Journals

To review a journal:

On the Aggie Enterprise Home page, click (Notifications).

In the Notifications list that displays, look for messages labeled Action Required, and click the Journal Batch name that is applicable to your approval authority.

The <journal> Requires Approval dialog box opens.

Note: A message might appear at the top of the dialog box if none of the financial departments in the Journal Lines are a child of the Level C Financial Department of the chosen Journal Category. The message informs you of the mismatch so that you can double check it during the review. The message does not necessarily indicate an error.
In the <journal> Requires Approval dialog box, click View Journal.

Do not click Approve or Reject in this dialog box unless you have previously conducted a thorough approval review and have confirmed that the journal is accurate and complete.
In the Edit Journal page that displays, review the journal for accuracy and completeness. Use the Journal Approval Checklist.
After you finish reviewing the journal:
- If you want to approve the journal, see Approve Journals.
- If you want to reject the journal, see Reject Journals.

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Approve Journals

To approve a journal:

On the Edit Journal page, click Approve.
In the Confirmation dialog box that opens, click OK.

The journal will automatically post to the general ledger within 5 minutes.

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Reject Journals

To reject a journal:

On the Edit Journal page, click Reject.
In the Reject dialog box that opens:
1. Type the reasons for rejecting the journal in the Comment box.
2. (Optional) Attach supporting documentation.
3. Click Submit.
A notification is sent to the journal initiator, who can correct the issues and resubmit the journal.