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How to create sequential approval scenarios for Journals

This guide shows how to set up sequential manager approvals for journal entries using defined approval rules.

Step by Step Guide:

Click Next to move through the walkthrough. Use Zoom to adjust the view. Select the expand icon to view all instructions on one page.

How to create sequential approvals for Journals


This feature enables sequential manager approvals for a single transaction entry and defines manager approvals based on rules created.



1. Navigate to SET UP FILES > Approval & Posting Settings.

2. Click on Approval Scenarios on the top right side of the page.

3. Click New Scenario.

4. Enter the following information:

  • Office - Select an office.
  • Transaction Type - Select Journals.
  • Show inactive lines? - Check to view inactive approval sequences.
  • Sequence - Enter the order of approvals as defined by the company's approval rules.
  • Approval Data Type - Select the data type
    • Journal
    • Interoffice Journal
  • Description - Enter a description (the description entered can be the same as the approver type).
  • Minimum Amount - Enter the minimum amount (if applicable).
  • Approver Type - Select an approver type
    • Specific Approver
    • Transaction Creator
    • Supervisor of Transaction Creator
    • Approver Nominated on Transaction
    • User Access Group
  • Specific Approver - Enter the name of a specific approver (if applicable).
  • User Access Group - Select a specific group to approve the purchase order (if applicable).
  • Message on Submit - Click on the arrow and select from one of the following options to receive notifications on submitted transactions.
    • No message or email
    • Send message only
    • Send message and email

To learn more about how to receive notifications on approval scenarios, click here.

  • Message on Approval - Click on the arrow and select from one of the following options to receive notifications on approved transactions.
    • No message or email
    • Send message only
    • Send message and email

To learn more about how to receive notifications on approval scenarios, click here.

  • Active - Check the box to keep the line item active.

5. Click Save.

Tip: Approval sequences can be created for each approval data type. 

Once Approval Scenarios are created, it is important to note that switching back to the old workflow is not possible.

Note: When using User Access Group (UAG) approvers, approval behaviour depends on office settings. Misconfiguration of UAG – Transaction Office vs UAG – Shared Office can cause approvals to be skipped. See Understanding UAG Office Settings in Approval Scenarios for details.