Approve or reject held journal entries

Entries that a person types by hand get a second look before they are final. Manual journal entries and transfers between accounts, as well as the entries posted for fixed assets, are saved with the status Pending. The Transfer restrictions screen lists them so that a reviewer can approve each one or reject it.

How held entries work

• The amounts are already in the books. A pending entry changes account balances the moment it is posted. Approval does not post it again: it only confirms it and changes its status to Approved.

• Rejecting reverses it. When you reject an entry, the system posts a new entry with every line on the opposite side, under a new batch number. The balances return to where they were, and the original entry shows Rejected.

• Year-end waits for the review. A fiscal year cannot be closed while it still contains pending manual entries. Clear this screen before you close the year.

Before you start

• To see the screen you need the transfer restrictions view permission.

• To approve or reject you also need the journal approval permission. Without it, the list shows no Approve or Reject buttons.

Review the pending entries

1. Open Accounting › Transfer Restrictions. The screen lists the Pending account transactions awaiting approval, one row per entry.

2. Read each row: Reg. no is the entry's batch number, Account and Code show the entry's first account, then Amount, Note, Created by and Created at.

3. To see every line of an entry before you decide, open Accounting › Transactions › Transactions in another tab and type the Reg. no in Batch #.

Approve an entry

1. Select Approve on the entry's row.

2. Confirm in the Approve journal entry dialog.

The message Journal entry approved confirms it, and the row leaves the list. Nothing changes in the balances.

Reject an entry

1. Select Reject on the entry's row.

2. Read the warning in the Reject journal entry dialog: a reversing entry will be posted, and this cannot be undone.

3. Confirm.

The message Journal entry rejected confirms it. The reversing entry is dated today, so today's fiscal year must be open for your branch. If the person who made the mistake still needs the entry, they post a corrected one, which arrives on this screen as a new pending entry.

Common questions

Do invoices and receipts appear here? No. Entries that documents create on their own, such as sales invoices, purchase invoices and customer receipts, are not held for approval.

Can I approve my own entry? The screen does not stop it. Decide in your own procedures who posts and who approves, and give the approval permission only to the reviewers.

The list is empty but the year will not close. Check that the entries dated in that year are all approved or rejected, and refresh this screen. Then see Close a fiscal year.