You can add an approval process to company and group
journals before the status for the journals is set to Approved.
You set the permission to approve journals in the Maintain/Rights/Security
Groups window, on the Approval of Journals tab.
New reports are available to show unapproved journals in the Company/Approve Company
Journals and Group/Approve
Group Journals windows. The user with approval rights
can check these reports, and then approve the journals in the Company/Data
Entry - Company Journals and Group/Data
Entry/Group Journals windows.
If a consolidation is performed with unapproved journals, this
will be reflected in the consolidation report.
Procedure
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On the Maintain menu, select Configuration/General.
The General Configuration window opens. Select
the General 3 tab.
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Select the Use Report Generator for Weekly Reports check
box to enable you to select weekly actualities when generating reports.
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Select the relevant journal options:
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Debit/Credit Layout on Journal
and Investment Dialog: Displays a debit and a credit
column when entering data for company journals, group journals and investments.
If this option is not selected, the data entry windows will display
one column for entering the amount as +/-.
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Journal Update According to reconciliation Between
Accounts: Automatically posts amounts entered on specification
accounts in company or group journals to accounts on the balance
sheet or income statement, as defined in the account structure,
Reconciliation Between Accounts, Account 1. This setting only applies
to Account 1 in Reconciliation Between Accounts.
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Copy Reversing Journals According to Alternative Rules:
Select this option to be able to choose the Alternative
Copy Rules for Reversing Journals in
the menus Maintain/Account Structure/Define and Maintain/Account Structure/Movement
Extensions - Define.
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Copy Non-reversing Journals According to Alternative
Rules: Select this option to be able to choose the Alternative
Copy Rules for Non-reversing Journals in
the menus Maintain/Account Structure/Define and Maintain/Account
Structure/Movement Extensions - Define.
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Copy Journals
Without Changing the Journal Number within fiscal year:
Select this option to keep the same journal numbers within the fiscal
year, even if there are available numbers before the current journal
number.
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Copy Journals
Without Changing the Journal Number over year-end: Select
this option to keep journal numbers over the year-end. This is necessary
if you use accounts with conversion code C, such as on the translation difference
account on the Equity specification. If you select to copy only
fixed/reversing journals over the year-end, temporary journals will
be replaced by empty journals, and fixed journals will keep their
original number. New journals will get the next higher number in
the number series.
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Close Existing Journals for Changes: Locks
any journals for further changes after the journals have been created
and saved.
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Use Form Set in Data Entry - Journals:
Select this option if you want form set validation to be activated
for Data Entry - Company Journals and Data
Entry - Group Journals. If you mark this option, the
popup list for Accounts in Data Entry will
be limited and only show the accounts that are included in the form
set for the actuality and period. Note that the copy functions do
not use form sets.
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Use Approval
of Journals
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In the Number of Days Before Records in the Staging
Tables are Deleted text box, enter the number of days
you want to save records in the staging tables before they are automatically
deleted. You can not save records more than 999 days.
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In the Number of Days Before an Import Specification
Log Report is Deleted text box, enter the number of days
you want to save import logs before they are automatically deleted.
You can not save import logs more than 999 days.
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If you want to use the e-mail function for sending reports,
intercompany balances and export files via e-mail, select the Use
E-mail check box and enter the SMTP server. In the E-mail
format text box, click the Show Valid Choices button
and select the file format you want to send files in.
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Click Save and open the Conversion tab.