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Administrator Guide
Last Updated: 2023-07-14
Concept: Journal Statuses and Pending Transactions

Concept: Journal Statuses and Pending Transactions

You can use the
Ledger Period Journal Status
 report,
Update Ledger Period Status
 task, or
Mass Update Ledger Period Status
 task to review ledger period details and statuses.
Before closing ledger periods, make sure that:
  • You've posted everything for the period.
  • Everything in progress has an
    In Progress
     status.
  • Everything you need finalized is in its final state.
    If you have journals in progress that you need to finalize, you should cancel or post them before closing the period. Ensure that all journals balance because Workday prevents you from posting unbalanced journals.
On the tabs or columns of these tasks and reports, consider:
Tab / Column
Description
Journal Status
Displays how many accounting and operational journals you have for each journal status. Make sure that all the journals are in the status that you want when you close. After you close, the journals remain in these statuses:
  • Created
    : You’ve created the journal and saved it for later or created a reversal journal on or after the accounting date. Submit the created journal to start the business process to get it approved. If you want to post journals, submit them for approval. When the reversal period opens, use the
    Mass Post Reversal Journals
     task to post the reversal journals you created. Otherwise, cancel the journals, delete them, or leave them in this status when you close.
  • In Progress
    : You’ve created the journal and started the business process, but haven’t approved the journal. Approve the journal to post it or deny the journal to change it to a
    Canceled
     status. Before you can close the period, you must post or cancel
    In Progress
     journals.
    To view
    In Progress
     status journals, you must select
    Allow Accounting in Arrears
     on the
    Edit Company Accounting Details
     task.
  • Pro forma
    : The journal has allocations that you haven’t yet posted or equity pickup results waiting for your approval. Post these journals and finalize allocations before you close the period. To cancel these journals, cancel the allocation or leave them in this status when you close.
  • Posted
    : You’ve posted the journals. Review to make sure that you haven’t posted any journals in error.
  • Unposted
    : You’ve formerly posted the journals then changed your mind. Rather than leaving journals in this status, either edit the journal, or cancel the journal if you don't need it.
  • Canceled
    : Is a finalized status. Review to make sure that you haven’t canceled any journals in error. If someone cancels a transaction and the original ledger period is still open, Workday cancels the journal for the transaction. If you've closed the ledger period, perform these actions:
    • Leave the original journal posted.
    • Create a reversing journal in the next open ledger period.
  • Correct In Progress:
     You processed an accounting journal and are editing it using the
    Business Process
    Correct
     related action.
    The accounting journal status changes to
    Posted
     when you submit the accounting journal.
  • Error
    : Operational journals that have errors that you need to fix before close. To troubleshoot, use the
    Fix Operational Journals With Errors
     task.
  • Reserved
    : Workday reserves the journal when the budget check step in the accounting journal event business performs a budget verification for the ledger account and any other dimensions defined.
    The journal has a status of
    Reserved
     whether or not the budget check passes, fails, or isn’t required.
    Before you can close the period, you must approve or cancel
    Reserved
     journals.
Pending Accounting Journal Events
Displays accounting journals that have
Unpost in Progress
 statuses. Approve the journal to post it or deny the journal to return it to the
Created
 status. From there, you can cancel the journal.
Pending Operational Transactions
Displays operational transactions that you've either saved as drafts or submitted into the business process but not yet approved. Decide whether you want these transactions to post in this period or the next open period. To post to this period, approve the transaction so that Workday generates operational journals for it.
Pending Depreciation Transactions
Displays assets that have depreciation you need to record. You can post them or leave them pending for the next period. If you have depreciation transactions and select not to depreciate their value for this period, they roll forward into the next period. Workday adds them to the depreciation total for that period. To post, use the
Record Depreciation Amortization Expense
 task.
You can cancel a depreciation transaction except when it is:
  • In a ledger period with a status of
    Closed
     or
    Close in Progress
     for Operational Accounting.
  • Containing assets that you've disposed of or further depreciated.
  • An adjustment (catchup depreciation or reversal).
  • Created by an asset transfer, recategorization, or disposal because these events automatically record depreciation for periods up to the transaction period.
  • Canceled.
Pending Allocations
Displays the allocations ready for processing. Based on the allocation schedule, decide whether to:
  • Post them now and have the accounting impact this period.
  • Cancel them.
  • Run the allocations later.
To resolve the allocations that aren’t yet run or in process, use the
Allocation Work Area
.
Pending Receipt Accruals
Displays receipt accruals that you've either saved as draft or submitted into the business process but not yet approved. Workday prevents you from closing a period with pending/draft accruals to ensure that they post to the current period. For receipt accruals in draft, either submit and approve them or cancel them. For receipt accruals already processing, approve them or deny and then cancel them.
Status History
Displays status change history for ledger periods and their associated
Closed Activity
 groups on the
Ledger Period Journal Status
 report.
If any periods are in
Close in Progress
 status, you can't update those activity groups with new transaction activity.