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Overview
UC Davis GL Journal Approvers will use these steps to complete journal approval functions including:
Intended Audience for this Guide
UCD Fiscal Officer Approver Department JR
Prerequisite Information for this Guide
• Read Knowledge Base Article Journal Approvers Checklist
• Two unposted journals routing to you for approval
Navigation Path
Home > Bell Icon (notifications)
UC Davis journal approvers will use these steps to claim a journal to approve.
Each approval group has more than one approver assigned so the approval notification is sent to multiple users. The “Claim” option allows the approver to remove the approval request from the other approvers at that approval level.
- Click on the bell icon located at the upper right-hand corner of the home page for journal approval request notifications.
2. Click on the Journal batch link present in the notification list to open the journal approval request.
3. Click the “Claim” button in the journal approval notification to claim the journal.
4. You may proceed to reviewing the journal details and approving/rejecting (see additional instructions below) or you may close the window and return to reviewing the journal at a later time (by navigating to the bell icon and selecting the journal
What if I no longer want to Claim a Journal?
From your bell income select the journal link. When the journal window opens select Actions > Release.
Do you have to claim a journal before you can approve/reject?
You do not have to claim a journal, you can proceed directly to review and approve/reject (see additional instructions below on approving/rejecting a journal)
Approve Journal Entry
UC Davis journal approvers will use these steps to approve a journal entry.
- Click on the bell icon (upper right-hand corner of the home page) for journal approval request notifications.
2. Click on the Journal batch link present in the notification list to open the journal approval request.
3. Select the “View Journal” button.
4. The Original Journal Page will display with additional details. Review the journal for accuracy and completeness.
IMPORTANT NOTE: Refer to the Knowledge Base Article, "Journal Approvals Checklist" for important information on properly reviewing a journal.
5. Based on the journal review, click on the Approve button (see below for steps on Rejecting a Journal).
6. When the journal is approved a confirmation window displays that the journal is being processed. The Batch Process will pick up the journal for posting every 5 minutes.
Can I just click the approve button without opening the journal?
You may click the Approve button directly from the Journal Approval window (instead of clicking on the View Journal button) so long as you are able to perform a thorough review of the journal prior to approving. Best practice is to open the journal (View Journal button), perform a review of the journal, and then select the Approve or Reject button.
Reject Journal Entry
UC Davis journal approvers will use these steps to Reject a journal entry.
- Click on the bell icon (upper right-hand corner of the home page) for journal approval request notifications.
2. Click on the Journal batch link present in the notification list to open the journal approval request.
3. Select the “View Journal” button.
- Note there could be a warning message at the top of the journal if none of the financial departments in the Journal Lines are a child of the Level C Financial Department of the Journal Category chosen. This is just to highlight this to the journal approver, for awareness, it does not necessarily indicate an error.
4. The Original Journal Page will display with additional details. Review the journal for accuracy and completeness.
IMPORTANT NOTE: Refer to the Knowledge Base Article, "Journal Approvals Checklist" for important information on properly reviewing a journal.
5. Based on the journal review, click on the Reject button (see steps above on Approving a Journal).
6. Enter comments in the text box indicating the reason for the rejection. If needed, upload an attachment for additional documentation. Click “Submit.” After the journal is rejected the initiator of the journal will receive a notification informing them of the journal rejection (in the bell notification on the top right of the home page).
Can I just click the Reject button without opening the journal?
You may click the Reject button directly from the Journal Approval window (instead of clicking on the View Journal button).