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Administrator Guide
Last Updated: 2024-12-27
Approve Accounting Center Batch Journals

Approve Accounting Center Batch Journals

If required, you can configure 1 or multiple Review steps in the Accounting Center Summarization Event Business Process. Configuring a Review steps enables you to approve or deny accounting center summary journals before Workday posts them to the ledger for Primary Source batch types.
You configure the Review steps after the Accounting Center Summarization Primary Process Batch/Job and before the Accounting Center Summarization and Sync Completion Batch/Job.
You don't need to configure the Accounting Center Summarization and Sync Completion Batch/Job if you don't add any Review steps.
  1. (Optional) Add the Roles - Source System security group to the
    Accounting Center Summarization Event
    security policy.
    When you grant a user access to a business process through a constrained role-based security group, Workday limits access to each accounting source based on the user role.
  2. Access the
    Accounting Center Summarization Event (Default Definition)
     business process.
  3. From the related actions of the business process definition, select
    Business Process
    Edit Definition
    .
  4. For
    Effective Date
    , select today's date.
  5. Click
    OK
    .
  6. Click
    Add Row
    .
  7. As you complete the Business Process Steps, consider:
    Option Description
    Field
    Value
    Order
    Ensure that the order for the new row comes after the Accounting Center Summarization Primary Process Batch/Job step. Example: c.
    Type
    Action
    Specify
    Review Accounting Center Summarization Run
    Group
    Select a user-based security group that's allowed to Review Accounting Center Summarization runs per the Accounting Center Summarization Event business process security policy.
    Workday automatically adds a predefined (Workday Owned) entry condition to this step. This entry condition will only execute the Review step under these conditions:
    • Accounting Center Batch Type is the Primary Source.
    • The batch has associated Accounting Center Summary Journals in
      Created
       status.
    • Process Option isn't set to Rollback.
  8. Add additional Review steps as needed. Example: You might need different Review steps for different Accounting Sources if different security groups must approve or deny specific Accounting Sources.
  9. After you’ve added all Review steps, click
    Add Row
    .
  10. As you complete the Business Process Steps, consider:
    Option Description
    Field
    Value
    Order
    Ensure that the order for the new row comes after both the:
    • Accounting Center Summarization Primary Process Batch/Job step.
    • All Review steps.
    Type
    Batch/Job
    Specify
    Accounting Center Summarization and Sync Completion.
    This job posts the summarized journals created by the summarization run.
    Run As User
    Name of the user or your integration system user that runs Accounting Center batches.
    Workday recommends you select the same user that runs the initial Summarization Primary Process job step.
    Workday automatically adds a predefined (Workday Owned) entry condition to this step. This entry condition will only execute the Review step under these conditions:
    • Accounting Center Batch Type is the Primary Source.
    • Process Option isn't set to Rollback.
  11. Add condition rules to the Review steps and any post-processing steps as needed.
  12. Click
    OK
    .
When you create summarized journals, Workday initiates the
Accounting Center Summarization Event
 business process and sends a My Tasks notification to approvers for necessary action.
The My Tasks notification contains a
Summary Journal
 grid that displays a maximum of 100 summary journals created in the batch run.
Reversal and Alternate Ledger Currency journals are not included in the unique summary grid rows, but are referenced in their parent journal rows.
The Run Status of the Summarization Run on the
View by All Runs
 tab from the
View Accounting Center Batch
 report displays a status of
Primary Process: Waiting for Approval
.
Approvers can either:
  • Click
    Approve
     to approve the batch run.
    The Accounting Center Summarization and Sync Completion job posts the summary journals to the ledger.
    You approve journals at the batch run level for all summary journals within a batch run, not by individual summary journal.
  • Click
    Deny
     to deny the batch run.
    When you deny the batch run:
    • The Summarization stage remains in progress until you cancel or rollback the batch.
    • The Run Status of the Summarization stage on the
      View by All Runs
       tab from the
      View Accounting Center Batch
       report displays a status of
      Denied
      .
    For denied batch runs, you can perform 1 of these actions:
    • Cancel the batch from the related actions of the batch.
    • Click the
      Run
       button on the
      Current View By Stage
       tab from the
      View Accounting Center Batch
       report to roll back the batch to a prior stage.
      Workday performs these actions:
      • Cancels the Accounting Center Summary journals created in the Denied batch run.
      • Starts a new summarization run event that will create new summarized journals.
      • Creates new summary journals when subsequent summarization runs are executed.
Approvers can also:
  • Add Attachments to support their actions.
  • Click each summary journal to view details of each journal.
    • Click the
      Status History
       tab to review the status history of the journal.
    • Click the
      Process History
       tab to review all business process steps executed for all summarization runs in a batch and not just the summarization run that created the journal.
      All Accounting Center journals in a batch will have the same process history and all steps shown in the Accounting Center Summary Journals Process history may display process steps not associated with the journal.