FAQ - Online Journal Entry
- When Alternate Reviewers or Alternate Final Approvers are set within a department, if one Alternate completes a Worklist task, will the task disappear from the other Alternate’s Worklist?
- When a Reviewer or Final Approver denies a submitted Journal Entry, can the denial email message sent via Workflow be sent to an email address other than the maine.edu email account?
- Can the Reviewer or Final Approver who denies a Journal Entry receive a copy of the email message that is sent via Workflow to the person who submitted the Journal Entry?
- When Alternate Reviewers are set within a department, if one Alternate approves a Journal Entry, submits it to the Final Approver and the Final Approver denies the Journal Entry, will the denial email message be sent to both Alternate Reviewers?
- How long will information be available on the GL Inquiry Pages?
- Will JEs on the Budget Ledger show positive or negative values?
- After an Originator or Reviewer has submitted a JE, can they Look it up and apply changes to it?
- If FA approves and marks a JE for posting and prior to the JE actually being posted, the Reviewer looks up the JE, applies changes to and re-submits the JE for approval, is there anyway the JE can be specially flagged as being a re-submitted JE when it reappears on the Final Approver’s worklist? Is there anyway for the Reviewer to note what changes have been applied to the JE?
- In cases where the Final Approver looks up JEs that still require approval and are still sitting on a Reviewer’s worklist, if the FA applies changes/corrections to a JE, edits it and then submits it, will the changes that the FA applied to the JE display on the Journal Entry where it sits on the Reviewer’s worklist?
- If a person chooses to save a worklist item prior to submitting it, does a message display that asks if they really want to save the item and provides info that saving will remove the item from the worklist and that the item will NOT be submitted?
- Can security be set so a JE Originator only sees/can select the “Actuals” Ledger group/Ledger?
- If a person enters an already existing JE ID on the “Journal Entry/Add a New Value” page, when are they notified that the ID already exists?
Yes, when an Alternate Reviewer approves a JE and then submits it, the JE is removed from the other Alternate Reviewer’s worklist, as well.
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No. Employees will either need to login to their maine.edu email account to access the denial messages or set their maine.edu account to forward messages to their preferred email account.
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No
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No. Once an Alternate Reviewer approves and submits a JE, the JE becomes associated with that Reviewer’s User ID. Therefore, Workflow only sends the denial email message to that Reviewer.
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5. How long will information be available on the GL Inquiry Pages?
Indefinitely.
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6. Will JEs on the Budget Ledger show positive or negative values?
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7. After an Originator or Reviewer has submitted a JE, can they Look it up and apply changes to it?
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8. If FA approves and marks a JE for posting and prior to the JE actually being posted, the Reviewer looks up the JE, applies changes to and re-submits the JE for approval, is there anyway the JE can be specially flagged as being a re-submitted JE when it reappears on the Final Approver’s worklist? Is there anyway for the Reviewer to note what changes have been applied to the JE?
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In this situation, when the FA applies changes to the JE and runs it through the edit process the JE is removed from the Reviewer’s worklist. This is because the edit process automatically saves a JE and whenever a JE is saved it is removed from ALL Worklists. After the FA approves a JE it can only be accessed by doing a Look up for it.
In situations where a Final Approver Looks Up a JE that is still listed on a Reviewer’s Worklist and the Final Approver approves the JE without making any changes to it, the JE will not disappear from the Reviewer’s Worklist. This is because no changes were made to the JE so it was not run through the edit process. The only method to remove the JE from the Reviewer’s Worklist is for the Reviewer to select the link to the JE from their Worklist and then Save the JE. When the Reviewer Saves the JE, it will fall off their Worklist.
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No such warning message displays when a person chooses to Save a JE prior to submitting it.
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11. Can security be set so a JE Originator only sees/can select the “Actuals” Ledger group/Ledger?
Yes. The Security Administrator on each campus can apply this setting through the “Manage Employee Access” system.
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When a person enters an already existing JE ID and then selects the “Add” button to create the JE, the following page displays:
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