When a journal or journal line is denied, it is sent back to the initiator to correct and resubmit. Because the change in the journal may affect the money differently, the journal will be sent back through the approval path when resubmitted.
This means that the initiator needs to correct the journal line and run all of the processing steps to finalize and submit the journal so that it is introduced back into the approval path.
An email will be sent to the initiator when a journal or journal line is denied. The message contains the Journal ID and Journal Date. Having this information will make the journal much easier to find.
Click here to see a sample GL Journal denial message.
Click here to see a sample Budget Journal denial message.
In this article, you will learn the steps to correct a denied journal and resubmit for approval in the UGA Financial Management System.
When a journal is denied, the initiator will be notified via email. You will need to copy and use the Journal ID number for the best results when searching. (See samples for the denial messages on the concept pane for this topic.)
In this example, you have received an email message that Journal 1000125698 has been denied.
First, log into the UGA Financial Management System.
Click the Employee Self Service drop-down menu.
Click the UGA Financials link.
The UGA Financials homepage is displayed.
Click the General Ledger tile.
The General Ledger page is displayed. Budget and GL Journals are resubmitted on the same pages where you created the original journal. Since this is a denied GL Journal, you will navigate to the Journal Entries page and follow this navigation in the left side menu:
Journal Transactions > Journal Entries
Click the Journal Entries link.
Click the Collapse Menu button to create a larger workspace.
The Create/Update Journal Entries page is displayed.
To locate a previously denied journal, click the Find an Existing Value tab.
Within the Search Criteria fields, enter the appropriate information to locate the journal you want to edit.
Note : The most direct way to access the journal you want to edit is to enter the denied journal information in the Journal ID field.
In the Journal Header Status filter menu, choose the appropriate operator for the journal you want to edit.
Note : You cannot edit a journal that has posted to a ledger.
Example shown here: the not= option in the Journal Header Status Drop-down list.
From the Journal Header Status description Drop-down menu, select the appropriate option.
Example shown here: Posted to Ledger(s) option.
Click the Search button.
The search results are displayed.
Choose the appropriate Journal ID from the displayed results.
Example shown here: the 1000125698 link.
To review the approver's note for the denial, click the Approval tab.
Open the Comments for the line where the journal was denied.
Click the Expand button.
You can read the comments which should help you correct the journal.
Return to the lines page to make the correction.
Click the Lines tab.
Make the suggested corrections by entering the appropriate information into the Program field.
Example shown here: "11100" in the Program field.
A list of values that match may appear beneath.
Click on the appropriate link.
Example shown here: 11100 link.
Click the Save button.
A message displays confirming the Journal is saved.
Click the OK button.
Since you have made corrections to the original journal, you will need to resubmit for approval.
Click the arrow in the Process Drop-down box.
Click the Edit Journal option.
Click the Process button.
A pop-up message asks if you would like to wait for confirmation that the Edit process has completed.
Click the Yes button.
You are now ready to resubmit the journal.
Click the Submit Journal option.
When the Journal Status and Budget Status both display "V" (Valid), you can resubmit the journal into the approval process.
Click in the Approval Tab.
Reviewing this page shows that the status is Pending Approval. You can also review the workflow path of the journal.