Proposal For JE Approval Matrix

Proposal summary: 

The approval routing is required for the Journal Entry records based on the level of users. 

Requirement:

The JE approver levels are user-specific. The level of each user is represented in the screenshot below: 

User Name	User ID	Levels
Amrit Dash	amritdash@bdo.in	Level 4
Jasmeet Singh Bhandari	jasmeet.bhandari@zupee.in	Level 4
Mohit Arora	mohit.arora@zupee.in	Level 4
Raja Malhotra	rajamalhotra@bdo.in	Level 4
Vikas Gupta	vikas.gupta@zupee.in	Level 3
Roopesh Kaushik	roopesh.kaushik@zupee.in	Level 3
Hitesh Vats	hitesh.vats@zupee.in	Level 2
Sunil Gupta	Sunil.gupta@zupee.in	Level 1

The approval routing is required for the Journal Entry records based on the level of users. 

Solution:

The JE approver levels are user-specific. The users at each level of the workflow will be hard coded. 

Employee Name in Excel File	Email	Levels	Employee Name in account
Amrit Dash	amritdash@bdo.in	Level 4	BDO_Amrit
Jasmeet Singh Bhandari	jasmeet.bhandari@zupee.in	Level 4	Z00299
Mohit Arora	mohit.arora@zupee.in	Level 4	Z00196
Raja Malhotra	rajamalhotra@bdo.in	Level 4	Raja Malhotra
Vikas Gupta	vikas.gupta@zupee.in	Level 3	Z00345
Roopesh Kaushik	roopesh.kaushik@zupee.in	Level 3	Z00309
Hitesh Vats	hitesh.vats@zupee.in	Level 2	Z00333
Sunil Gupta	Sunil.gupta@zupee.in	Level 1	Sunil Gupta

The approval routing is required for the Journal Entry records based on the level of users. Level 1 users have the ability to approve level 2 and level 3 journal entries, but not level 4 users’ JEs. 

Prerequisites

• Will create a new field to store the user name of the JE’s creator. 
• Enable the approval routing feature for Journal Entry Record. 

The approval process for the Journal Entry is as follows: 

1. The users create the Journal Entry from their roles. The status of the JE will be Pending approval. 

2. Add a Submit for Approval button for submitting JE for approval after the user has completed the review. This button will be available only for JE Creator and the user with a standard Admin role. 

3. When the makers click the Submit for Approval button,  
   – An email with the record link is sent to the corresponding approvers in the given hierarchy to request them to review and approve the journal entry. 
   – The Journal will be locked for all users except Approver and Standard Admins.

4. The Approve and Reject button will be available for the approvers to approve and reject the JEs. 

5. If the approver clicks the Approve button, then 
   – The status of JE updated to Approved.
   – An email will be sent to the creator of this JE.
   – The Journal will remain locked for all users except Standard Admins.

6. If the approver clicks the Reject button, then
   – Will include a rejection option that allows to inform the creator why the approver rejected it.
   – The status of JE updated to Rejected.
   – An email will be sent to the creator of this JE with the Rejection reason.

7. The creator can edit the JE when the status is Rejected. And submit it for approval again. 

8. Repeat the same process from step 3. 

Assumption:

• Enable the approval routing feature only for Journal Entry Records. 
• The JE approver levels are user-specific. 

Risk:

• The users at each level of the workflow will be hard coded. If there are any changes to the user level in the future, the workflow should be updated according to the changes.