Guidelines on handling daily entries and their statuses in the system and establishing an approval system for manual accounting entries:
1. Saving Daily Entries:
-
You can save an entry as a Draft to review or modify it later before approval.
-
When clicking Save:
-
If the user has approval authority, the entry is approved directly and its status is changed to Approved and posted to the ledgers.
-
If the user does not have approval authority, the entry is saved as Awaiting for Approval and does not affect the ledgers until it is approved.
-
2. Approving Entries:
-
There is an Approve button for users who have approval authority to approve entries in the “Awaiting for Approval” status.
-
Users with read-only authority can view entries and their statuses without modifying or approving them.
-
Permissions can be managed through:
-
Go to Settings → Users → Manage Roles
-
Click Edit next to the desired role
-
3. Viewing Entry Status from the Manual Accounting Entries Page:
-
A column has been added to display the status of each entry:
-
Draft
-
Awaiting for Approval
-
Approved
-
-
You can sort and filter by status to easily track open or pending review entries through filter options.
4. Status Behavior within the System:
-
Draft: Editable and does not affect reports or ledgers.
-
Awaiting for Approval: Not posted and does not appear in balances until approved.
-
Approved: Posted immediately and becomes locked; cannot be modified except with special permissions.
5. Important Notes:
-
All previously added manual entries will have a status of “-“.
-
The feature is applied only to new manual entries.
-
Entries cannot be modified after approval in accordance with accounting standards applied.
6. Benefits:
-
Strengthen internal controls over entries.
-
Clarify review and approval stages and reduce errors from unintended posting.
-
Improve collaboration among users within financial teams.
