<< Click to Display Table of Contents >> Navigation:  General Ledger > Manual Entries > Approve Entries

Pak Accounting has the capability of requiring that General Ledger Unposted Entries be approved by someone other than the author prior to posting.  

 

Turn this option on in the General Ledger module / Company / Options / Approvals Tab. Change Number of Approvers from zero to one to enable the option.  

 

In order to set up approvers for this feature, navigate to the Utilities module / Global / User Level Security.  Click on "Utility" at the bottom corner of the screen and choose "Approver Maintenance."  In the grid, you'll place a "Y" in the "Unp" column to set a user as an approver for unposted entries. **Note: Security does NOT have to be enabled to set up approvers in Approver Maintenance.  

 

**Note:  Once these options are turned on, you'll have to exit WP and log back in for them to be enabled.

 

Once these options have been turned on, the General Ledger menu items under Manual Entries will reflect these changes and appear differently. The Post Entries menu item will now read "Submit Entries for Approval."  Also, users who are Approvers will see an additional menu item entitled "Approve Entries."

 

Once a user is ready to submit entries for approval, simply click on "Submit" in the Submit Entries for Approval menu item.  A user can also click "Unsubmit" to take back ownership of their pending entries that they created even though the screen will show "Nothing To Post". NOTE: You can only Unsubmit entries that were submitted under your User ID.

 

An Approver can go into the Approve Entries menu item, to see pending entries that have been submitted by other users.

 

The approver can double-click on an entry in the grid to view a "read only" version of the entry. The approver cannot make changes to the entry, but can leave comments and Reject or Approve the entry. If the entry is rejected, a comment needs to be entered. Once back in the Approve Unposted Entries screen, click on "Update and Exit and the rejected entry will be sent back to the author. Modifications can be made or the entry can be deleted at that point. If the entry is approved it will be posted to the General Ledger. Additionally, the approver may view a scanned document by clicking on the "View Scan" button.