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Last Updated: 2024-09-20
Example: Route Journals to Different Approvers Based on Ledger Accounts

Example: Route Journals to Different Approvers Based on Ledger Accounts

This example illustrates how to configure the
Accounting Journal Event
  business process to route journals to different approvers based on the ledger. Workday evaluates every journal line for this configuration which can degrade performance for larger journals.
Your company wants to route journals with the
2050:Accrued Liabilities
 ledger account to Accounting Manager Steve Serrano for approval and all other journals to Accountant Morgan Reynolds.
  • Set up financial accounting structure.
  • Security: These domains in the System functional area:
    • Business Process Administration
    • Custom Field Management
    • Manage: Business Process Definitions
  1. Access the
    Create Calculated Field
     task.
  2. Enter these details for the calculated field:
    Option Description
    Field Name
    CF - TF Ledger Account is 2050
    Business Object
    Journal Line
    Function
    True/False Condition
  3. Click
    OK
    .
  4. In the
    Calculation
     tab, select:
    Option Description
    And/Or
    And
    Field
    Ledger Account
    Operator
    in the selection list
    Comparison Type
    Value specified in this filter
    Comparison Value
    2050:Accrued Liabilities
  5. Click
    OK
    .
  6. Click the
    Create Another Calculation
     button.
  7. Enter these details for the calculated field:
    Option Description
    Field Name
    CF - CRI Ledger Account from Journal Line
    Business Object
    Journal Entry
    Function
    Count Related Instances
  8. Click
    OK
    .
  9. In the
    Calculation
     tab, select:
    Option Description
    Related Field
    Journal Line
    Count
    Instances where condition is true
    Instances where condition is true
    CF - TF Ledger Account is 2050
  10. Click
    OK
     and
    Done
    .
  11. From the related actions menu of the
    Accounting Journal Event
     business process, select
    Business Process
    View Definition
    .
  12. Click
    OK
    .
  13. From the related actions menu of a step on the
    Business Process Step
     tab, select
    Business Process
    Create Condition Rule
    .
  14. Specify these condition rule details:
    Option Description
    Description
    Journal contains Account 2050
    And/Or
    And
    Source External Field or Condition Rule
    CF - CRI Ledger Account from Journal Line
    Relational Operator
    greater than
    Comparison Type
    Value specified in this filter
    Comparison Value
    0
  15. Click
    OK
    .
  16. From the related actions menu of the
    Accounting Journal Event
     business process, select
    Business Process
    View Definition
    .
  17. Click
    OK
    .
  18. From the related actions menu of a step on the
    Business Process Step
     tab, select
    Business Process
    Create Condition Rule
    .
  19. Specify these condition rule details:
    Option Description
    Description
    Journal does not contain Account 2050
    And/Or
    And
    Source External Field or Condition Rule
    CF - CRI Ledger Account from Journal Line
    Relational Operator
    equal to
    Comparison Type
    Value specified in this filter
    Comparison Value
    0
  20. Click
    OK
    .
  21. From the related actions menu of the
    Accounting Journal Event
     business process, select
    Business Process
    Edit Definition
    .
  22. Click
    OK
    .
  23. In the
    Business Process
     tab, add these business process steps:
    Order
    Type
    Group
    c1
    Approval
    Accountant
    c2
    Approval
    Accounting Manager
  24. Click
    OK
    .
  25. From the related actions menu of step
    c1
     on the
    Business Process Step
     tab, select
    Business Process
    Maintain Step Conditions
    .
  26. Add an entry condition row.
  27. Enter the
    Rule
    Journal contains Account 2050
    .
  28. Click
    OK
    .
  29. From the related actions menu of step
    c2
     on the
    Business Process Step
     tab, select
    Business Process
    Maintain Step Conditions
    .
  30. Add a entry condition row.
  31. Enter the
    Rule
    Journal does not contain Account 2050
    .
  32. Click
    OK
     and
    Done
    .