IFS Workflow User Guide - IFS Excalibur Manual Journal Entry

Back to Release Notes for IFS Workflow 1.5 Release Notes

1 Introduction
2 Prerequisites and System Configuration
3 Delivered Items
- 3.1 Full Map of the Workflow
- 3.2 Process Description
- 3.3 Delivered Items
  - 3.3.1 User Groups
  - 3.3.2 Tasks
  - 3.3.3 Dynaforms
- 3.4 Approval Form

Introduction

The IFS Excalibur Manual Journal Entry Workflow, built on IFS Workflow, provides a process for review and approval of journal vouchers created in IFS Excalibur, and allows for the automatic execution of the voucher being posted in GL225 if it is approved in IFS Workflow.

Prerequisites and System Configuration

IFS Workflow users need to have training and experience with IFS Workflow and this guide is not intended to be a training guide for IFS Workflow.

Additionally, users should be familiar with the IFS Excalibur system and specifically the requirements and process for Manual Journal Entry processing.

Within IFS Excalibur

COM295 – GL Voucher Approval must be turned on.
GL295 – Post Voucher Immediately must be turned off.
SAM130 – Approval levels must be set for any user of this workflow, both Approvers and Journal Creators.
COM110 – GL_VOUCHER_MASTER must be set up for full auditing

COM112 - Trigger on the GL_VOUCHER_MASTER file must be set.

RM800 – GL805 and GL225 need to be included in the Delete Hold Files section.

IO295 needs to be checked for IFS Workflow Manual Journal Entry.

Within IFS Workflow

IFS Excalibur Manual Journal Entry Scheduler must be imported and configured.

REST API must be deployed on the target environments for IFS Workflow to utilize.

The REST Service APIs are released as a part of the IFS Excalibur releases. Please refer to the IFS Excalibur versions and release notes for detail on how to install the Rest Services.

Finally, the file directory can be customized by adjusting the trigger: Export to Shared Drive and adjusting the following code:

//This is the Root of the shared drive - This should only change when the Root changes

$rootDirectory = "/mnt/workflow/";

// Add any sub-directories you want here - can have multiple levels. MUST END WITH "/"

$subDirectory = @@RCGroup.'/'.@@accountingPeriod_label.'/';

This then will start to build a repository on the target shared drive, where data for RC Group and Accounting folders will be created, and then all uploaded and generated documents will be inserted in this location.

IFS Workflow Users and User Groups Must be Setup:

The IFS Workflow users, including any Approvers must be set up in IFS Workflow. The setup must include the email address of each user for notification distribution. Additionally, each user must be assigned to the specific group(s) that they belong to and will be acting within the workflow. The Groups functionality in IFS Workflow is used to provided access to workflows and assign tasks to the groups that they belong to. The list of groups used in this workflow are:

Automated Services
GL Accountant
GL Accountant Supervisor

PM (ProcessMaker, i.e. IFS Workflow) API Table Configuration

Please refer to Environment Configuration .

Mount Network Shared Drive

As a part of this workflow, the HOLD files and output documents are shared to a network file location (this could be changed to a SharePoint site or Google Drive with some configuration changes to the workflow). To successfully export the documents to a shared network drive, the server that hosts IFS Workflow needs to be configured to the target Shared Drive. Below are the steps to mount a network shared drive to the Linux server.

Steps to create the shared drive:

1. Create a new group: sudo groupadd -g 6000 sharewindow

2. Add users to the group: sudo usermod -G sharewindow -a centos

3. Re-run line 2 and change centos to apache and then re-run for pmaker.

4. Create a new directory: sudo mkdir /mnt

5. Change owner of the new directory: sudo chown -R centos:sharewindow /mnt

6. Navigate to /mnt: cd /mnt

7. Create new dir: mkdir workflow

8. Change group owner on new folder: chgrp -R sharewindow /mnt/workflow

9. Change permission on workflow dir: chmod -R g+swrx /mnt/workflow

10. Modify the fstab: sudo vi /etc/fstab

11. Add this to fstab file:

//windowshare/sharefolder /mnt/workflow cifs username=##windowsuser##,password=##windowsuserpassword##,rw,users,uid=1000,gid=6000,forceuid,forcegid,file_mode=0777,dir_mode=0777 0 0

12. Save by pressing Esc then :wq and press Enter.

13. Mount drive. sudo mount -a

More help can be found here .

The successful creation of the mount drive to the target Network Shared Drive will allow the IFS Workflow system to automatically export all the uploaded documents and generated Output documents.

Delivered Items

Full Map of the Workflow

Process Description

The process begins when a GL Accountant creates a new journal voucher, either in GL200 or via the Upload process.

Once the user has completed the journal, the processing of GL805 without deleting the HOLD file will create a record in the WEBSERVICEQUEUE, where IFS Workflow will monitor and create a new IFS Workflow case when data is present.

The IFS Excalibur Manual Journal Entry Scheduler will pick up any records in the workflow Staging table and each record will generate a new case in IFS Workflow.

An email will be sent to the GL Accountant that created the voucher that a new case is ready for Voucher Submit.

This task allows the GL Accountant to review the journal voucher information and add comments or source documentation in the workflow system before sending it for approval to the designated GL Accountant Supervisor.

The GL Accountant Supervisor will receive an email that the voucher is ready for approval, and the Approval task allows the GL Accountant Supervisor to review the journal voucher information, add any comments, and approve or reject the journal voucher.

If the voucher is rejected, the case is routed back to the GL Accountant for review, so they can resubmit/delete.
If the voucher is approved by the GL Accountant Supervisor, the case goes into a series of automatic execution tasks to post just that voucher in the General Ledger and verify the results of that process.

The GL Accountant Supervisor would receive an email notification with the results of the posting of the voucher. All the uploaded reports, documents, and output cover sheet generated during the process will all get exported to a network shared drive. This will allow auditors to successfully see all the documents in one repository.

Delivered Items

User Groups

Automated Services
GL Accountant
GL Accountant Supervisor

Tasks

Manual JE Entry

Voucher Submit This task contains details of the journal voucher created by the GL Accountant in the General Ledger. The GL Accountant can add comments, source documents and resume later or submit for approval.

Voucher Approval This task contains details of the journal voucher created by the GL Accountant in the General Ledger for the GL Accountant Supervisor to review. The GL Accountant Supervisor can add comments and reject/approve the voucher for posting.

Resubmit/Delete This task occurs when the GL Accountant Supervisor has rejected the voucher in the Approval task and the voucher is sent back to the GL Accountant for review/resubmit/deletion. The GL Accountant can see past comments, add additional comments, and re-submit for approval or delete the case.

Execute POST Request This is a script task that will execute the POST request to perform validations and post the voucher in the General Ledger.

Error Handling This is a script task that will handle if the voucher failed any initial validations (before the Posting process is ran) and will route the case back to the GL Accountant Supervisor for review.

Get GL225 Report This is a script task that will retrieve any output documents that were generated from the posting process.

Export to Shared Drive The final task is to take all the information and upload it into a shared drive for audit purposes. The IFS Workflow system will take the information and create a file directory in the configured Network Shared Drive with all the case information allowing easy access to the case information.

Dynaforms

Self Review

Submitter Name: Automatically defaults.
Submit Date and Time: Automatically defaults.
Company: Automatically defaults from the IFS Excalibur System.
Debits: Automatically defaults from the IFS Excalibur System.
Credits: Automatically defaults from the IFS Excalibur System.
Net: Automatically calculates from the Debits and Credits.
GL805 Report: Automatically uploaded from the IFS Excalibur System.
Support Files: Allows for support documentation to be uploaded to be included in the review and approval.
All Comments: Can include comments from the approver.
Add Comments: Simply add any comments needed for this manual journal entry and review.
Approver: Originator can choose the person to approve their manual journal entry.
Send to Approver: Selection here allows a user to move forward with the workflow, save for later, or close entirely.

Approval Form

**All fields from the previous dynaform load and are read only.

Approve: Radio button to choose if the manual journal entry is Approved or Rejected.
View GL225 Report: Radio button to choose if the Approver wishes to view the final GL225 posting.
Approver Comments: Section for the Approver to enter comments regarding the Approval or Rejection of the manual journal entry.