How to Implement Journal Entry Approvals with Imaging By Miguel Abreu Sean Blake Kathy Le

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About Drexel University Founded in 1891 in Philadelphia Three campuses 26,000 Students 4500 Faculty and Staff

Introduction Implementing Banner Journal Entry Approval Queues with Nolij imaging provides the following: Increased internal controls over journal entries by routing entries to an approval queue. Queues can be set for different thresholds/dollar limits. Multiple queues can be maintained for General Accounting, Research Accounting and Budgets. Eliminates paper documentation. More efficient and thorough review process.

Agenda How to Set-up and Maintain Banner Approval Queues for your journal. How to Approve or Reject a Journal Entry. How to Resubmit a Journal Entry. Approval Processes and Reviewing History. How to Attach, Edit, or Delete Documentation Using the Nolij Imaging System.

How to Set-up and Maintain Banner Approval Queues for your journal. Topic #1 How to Set-up and Maintain Banner Approval Queues for your journal. and Maintain Banner Approval Queues for Journal Entries w to Set-up and Main-up and Maintain Banner Approval Queues for How to Set-up and Maintain Banner Approval Queues for Journal How to Set-up and Maintain Banner Approval Queues for Journal Entries Queues for Journal Entries ow to Set-up and Maintain Banner Approval Queues for Journal Entries

Set-up Forms The following forms require set-up to enable Journal Entry Approval Queues: FTMAPPQ – Approval Queue Maintenance Form FTMRUCL – Rules Maintenance FOMRGRC – Rule Group/Rule Class Security Maintenance FOMAQRC – Approval Queue Routing Codes Form FOMPROF – User Profile Maintenance Form FOMUSRG – Rule Group Security Maintenance FOASYSC – System Control Maintenance Form

FTMAPPQ – Approval Queue Maintenance General Accounting Approval Queue Use the form FTMAPPQ to create each queue. You will need to update the form after creating each queue if you want to utilize the next queue feature.

FTMAPPQ – Approval Queue Maintenance Nonsufficient Funds Queue If NSF Checking is turned on, then you will need an NSF queue which will catch any entries that do not have sufficient funding. These entries can only be overridden by people with authority to the NSF queue and with NSF Override capabilities on FOMPROF – User Profile Maintenance Form.

FTMRUCL – Rules Maintenance Recommendation for Research Accounting Queue: Clone BD01 and BD02 and Make RB01 RB02 for the RABU Rule Group. Clone JE16 and make a series of RJXX entries for each staff member and map to RAJV.

FOMRGRC – Rule Group/Rule Class Security Maintenance Form Recommendation: Create Clones of JE16 and assign to staff members in General Accounting (GJXX) and Research Accounting (RJXX) on FTMRUCL. Do the same for BD01 and BD02 for Research budgets by creating RB01 and RB02. This will also enable you to put only the GJ rule codes in the JVCG rule group. BDXX rule codes in the BUDG rule group. You can then create a separate rule group for the Research Budgets (RABU) and Research journals (RAJV) and put the RBXX and RJXX rule codes in those groups, respectively.

FOMAQRC – Approval Queue Routing Codes Form General Accounting Approval Queue General Accounting Queue: Add a record for the rule groups ENCG and JVCG that are defined in baseline Banner. These groups are the only items that use the document type of “JV”.

FOMAQRC – Approval Queue Routing Codes Form Budget Office Queue The Budget Office Queue only has access to the Budget Rule Group. Be sure to add any custom rule codes to your rule groups as necessary.

FOMAQRC – Approval Queue Routing Codes Form Research Accounting Approval Queue Research Accounting has three types of entries routing to them because they complete budget and actual journals. They may want to use indirect cost encumbrances in the future, so that was also mapped. Clone the BD01 and BD02 entries and name them RB01 and RB02. Clone JE16 and use RJXX to point those journal rule codes to this rule group so it flows to the Research Accounting Approval Queue.

FOMUSRG – Rule Group Security Maintenance Users who process and approve journals must have the rule groups defined on FOMAQRC – Approval Queue Routing Codes Form in the profile on FOMUSRG – Rule Group Security Maintenance.

FOMPROF – User Profile Maintenance This step is necessary if you have NSF Checking turned on for Journal Entries on FOASYSC.

FOASYSC – System Control Maintenance Final Step in Set-up Process. This form enables the approval queue. Three types of approvals: Explicit Approvals Implied Approvals Bypass Approvals

Topic #2 How to Approve or Reject a Journal Entry

Approving/Rejecting Journal Entries The following forms can be used to approve or reject journal entries: FOAUAPP – User Approval Form FOQJVCD – Journal Voucher Approval Form FOAANIP – Document Approval Form The following form provides notifications of approvals pending: FOIAINP – Approvals Notification Form

FOAUAPP – User Approval Form Approver will only see journals for the queues they are assigned. If there are multiple levels of approval, unchecking “Next Approval” will allow the approver to see all entries in the queues they are assigned. If you remove User ID from the form anyone can see what documents need to be approved.

FOQJVCD – Journal Voucher Approval Form When you click “detail” on FOAUAPP – User Approval Form, you will be taken to this form which will enable you to review the entry in detail. Typically the review is done in tandem with the document’s image in Nolij on a second screen.

FOAANIP – Document Approval Form This form requires that you know the document number. Features include identifying which approval queue the document is in and the people who can approve it.

FOIANIP – Approvals Notification Form This message will appear when you first sign-on to Banner if you are an approver. If you want to approve documents at that time you can go to the Options menu and Select the User Approver Form. Otherwise you can exit the form and approve later.

Topic #3 How to Resubmit a Journal Entry After Rejection

How to Resubmit a Journal Entry after Rejection When a journal is rejected is returns to incomplete status. The forms involved in notifying a user and any approvers of a journal rejection are: GUAGMNU – General Menu GUAMESG – General Message The submitter can then go to one of the journal forms below and correct the issue and complete the entry again. It will then flow back into the approval queue. JGAJVCD – Journal Voucher Entry JGAJVCM – Journal Voucher Mass Entry JGAJVCQ – Journal Voucher Quick Form

Banner Messages The Green Checkmark is a notification that there is a rejected journal.

GUAMESG – General Message When an entry is rejected, the originating user who completed the entry gets a message and so does any approver in the queue. In this scenario, a staff member named Sean had an entry rejected by the Sender (KL386), but because PJR27 is an approver the message also appears in GUAMESG for the approver(s). To clear the message, click on the button next to “Complete”.

Topic #4 Approval Processes and Reviewing Approval History

Approval Process When the Journal Voucher Approval process is turned on in FOASYSC, documents are held on the unapproved document table (FOBUAPP) until the Approvals process (FORAPPL) is run. The document then moves to the approvals in process table (FOBAINP). The Approvals process (FORAPPL) needs to be run again to move it to the approved document table (FOBAPPD). Finally, the Posting Process (FGRACTG) can be run for it to post to the appropriate ledgers.

FOIAPPH – Document Approval History Form Use this form to inquire as to when an entry was approved, who submitted it and who approved it.

FOIAPHT – Approval History Form This form shows the history of the entry being approved. We use the underlying table to this form to generate a daily audit report to ensure that approvers don’t approve their own journal entries.

Topic #5 How to Attach, Edit or Delete documents using Nolij Imaging System.

Using Nolij to Link Images to Journal Entries There are three roles defined for journal entries in Nolij: GA Supervisor-Add, View, Delete GA Staff – Add and View Auditor – View Only

Using Nolij to Link Images to Journal Entries There are three roles defined for journal entries in Nolij: GA Supervisor-Add, View, Delete GA Staff – Add and View Auditor – View Only

Summary Journal Entry Approval Queues can be set-up and tested in a matter of days. Provides enhanced internal controls and efficiencies when used with Nolij or another document imaging system. Reduces time for pulling requests for auditors.

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Contact Information   Miguel Abreu Executive Director of Finance Competency Center Drexel University jma337@drexel.edu Sean Blake General Accounting Manager seb353@drexel.edu Kathy Le Assistant Comptroller kl386@drexel.edu