How to Approve/Reject Multiple Journal Vouchers

Multiple journal vouchers in a queue can be selected, reviewed and approved or rejected.

1. Click on the Business tab, click Journal Entry, and select Journal Voucher Approvals.

Note: When accessing the Journal Voucher Approvals screen, all the journal vouchers for the approver that is logged in, will be retrieved and displayed in the grid. If necessary, perform a journal voucher search. Follow Steps 2 through 5 below; otherwise proceed to Step 6.

2. If applicable, click on the calendar icon to enter the Start Date and/or End Date.

3. If applicable, click on the Batch Code drop-down menu to select one or more options. Use the Search field to enter specific information, use the Select All button to select all available options or use the Select None button to remove all selected options.

4. If applicable, in the Approver section, select the All or Me (selected by default) radio button.

5. Click on the Search button. The journal vouchers that meet the search criteria will be retrieved and displayed in the grid.

6. Select as many or as few requisitions from the results displayed in the grid, by clicking the corresponding check mark beside each requisition or click the check mark at the top of the grid to select all requisitions.

7. Click on the Group Actions drop-down menu and select one of the following: Review All or Review Selected.

Then

NO changes are required

1. Click on the Approve to approve the journal voucher; or click the Reject button to reject the journal voucher.

Note: By clicking save the system will automatically move to the next journal voucher. Click on the Next button to skip a journal voucher, click on the Previous button to go back to a journal voucher.

If any changes have been made, click on the Undo button to remove all changes and reset the fields to the original journal voucher's values; proceed with the actions above. Click on the Cancel Queue button to return to the Journal Voucher Approvals screen without saving changes. The Save button will be disabled if no notes are entered in the New Note field.

2. Proceed to the Next Step.

Changes are required

1. If applicable, click on the Period drop-down menu to update the period.

Note: The Year field is defaulted to the current year the user is logged into and is read-only.

2. If applicable, click on the JE Batch Code drop-menu to update the batch code.

3. If applicable, update the JV Description.

4. If applicable, select or deselect any of the following selection boxes to add or remove the options as columns in the grid: Pre-commitments and/or Commitments.

Note: The Expenses selection box will be selected by default and is not available to deselect.

5. If applicable, click on the Add button to add a line item.

Note: The Add button can be selected to add as many line items as necessary. An empty line will also be added when exiting the last field of the last line of the grid using Enter or Tab keys.

6. If applicable, enter or update the G/L Account for each line item or click on the Search icon to search for a G/L Account.

Note: Refer to How to use G/L Search Wizard for more information on how to use this feature.

G/L Account Description will auto-populate when the G/L account is selected and is read-only.

7. If applicable, enter or update the amounts in the Pre-commitments and/or Commitments columns for each line item.

8. If applicable, enter or update the amount in the Expenses column for each line item.

Note: The Summary section will be updated with the data entered. The Difference must equal zero in the Pre-commitments, Commitments and Expenses columns to enable the Send for Approval button.

9. If applicable, update the Description columns individually for each line item.

Note: To update the Description for multiple line items, click on the Group Actions drop-down menu and select Modify Description.

10. If applicable, enter or update the Reference columns individually for each line item.

Note: Click on the Delete icon to remove a line. To remove all line items, click on the Group Actions drop-down menu and select Delete All.

11. If applicable, in the Documents section, update existing files or upload new files by click on the corresponding tab.

Note: Refer to How to Upload a File for more information on how to use this feature.

12. Enter a note in the New Note field.

Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.

13. Click on the Save button.

14. Click on the Approve to approve the journal voucher; or click the Reject button to reject the journal voucher.

15. Proceed to the Next Step.

Then

Approve button is selected

1. Click on the Period drop-down menu to select an option.

Note: The Year field is defaulted to the current year the user is logged into and is read-only.

2. Click on the OK button or click on the Cancel button to cancel the approve journal voucher process and return to the Journal Vouchers screen.

Reject button is selected

1. If applicable, enter a note in the Note field.

2. Click on the OK button or click on the Cancel button to cancel the approve journal voucher process and return to the Journal Vouchers screen.

10. Repeat steps 8 through 9 until all journal vouchers have been processed. The system will then return to the Journal Voucher Approvals screen.