Denying a Budget Journal

   Overview   

The responsibility of the Journal Approver is to review the ChartFields and ensure that they are correct on the lines that are charged to their units. They should also review attachments and confirm that the journal has appropriate and accurate information and is within policies and procedures.

Each Journal Approver may approve one or more lines on a budget journal. Each line can be evaluated separately. You can choose to approve one or more lines on a journal and deny another or you may deny all lines. Denying one or more lines will impact the entire budget journal and it will have to be remediated before being posted.

In this article, you will learn how to deny lines on a Budget Journal.

1. Step 1

The Employee Self Service page is displayed with the Approvals tile highlighted.

First log onto https://hcm-sso.onehcm.usg.edu/

Click the Approvals tile.

2. Step 2

The Pending Approvals page is displayed with the View By panel highlighted, showing the All and Budget Journal options.

This is the Pending Approvals page where you will see all the items waiting for you to review and approve.

The organizer on the left arranges these documents by Type (as a default). This divides al approvals in the list by the type of approval and you may click on the menu item to only see transactions of that type.

This and the other available options make it easier for you to review multiple items.

Note: Data has been distorted to protect employee information.

3. Step 3

The Pending Approvals page is displayed with the View By panel highlighted, showing the All and Budget Journal options.

Narrow your Pending Approvals list to only the Budget Journals.

4. Step 4

The Pending Approvals page is displayed with the appropriate accounting journal information.

Find the journal you want to review and click on the line to review the accounting information.  

5. Step 5

The Budget Journal page is displayed with the general information highlighted.

The Budget Journal page is displayed and gives you information on what you need to review.  

6. Step 6

The Budget Journal page is displayed with the Summary section highlighted.

The Summary section includes the header information from the Budget Journal. This includes the Journal ID.

7. Step 7

The Attachments section is highlighted.

The Attachments sections provides a link for you to review any attachments the initiator has included for justification or information.  

8. Step 8

The View Attachments pop-up window is displayed and highlighted.

The View Attachments page is displayed.

There are hyperlinks to any attachments the initiator uploaded with permission for the approver to review. Click on the hyperlinks to review the information which may help you decide to approve or deny the journal.

9. Step 9

The View Attachments pop-up window is displayed with the X button highlighted.

Close the page when you finish reviewing the attachments.

10. Step 10

The Budget Journal page is displayed with the Lines section highlighted.

The Lines section contains the accounting information for the Lines you need to review.

11. Step 11

The Budget Journal page is displayed with the scroll bar highlighted.
Scroll to the bottom of the list.

12. Step 12

The Select checkbox used to select all lines is highlighted.

After reviewing the ChartField information, you are ready to enter your approval decision.

Click the Select checkbox in front of the row you want to deny. If you want to deny all lines, click the Select checkbox in the header.

13. Step 13

The Deny button is highlighted.

When you deny the journal, it will be sent back to the initiator to correct and resubmit for approval.

14. Step 14

The Deny pop-up window is displayed with the Submit button highlighted.

Enter the reason you are denying the journal so that the initiator will know what to correct.

15. Step 15

The Pending Approvals page is displayed.

The Budget Journal you denied is no longer in the queue and the number of journals to be approved on the left menu is reduced.
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