Journal Entry Manager uses a cascading workflow model, enabling users to act at their assigned role level and any level below it. To maintain integrity, the system incorporates Segregation of Duties. Once a user has acted on a journal, they cannot take further action on that same journal.
The journal goes through the following states:
NOTE: When the Approval Levels Required is set to Not Required, the journal moves directly from In Process to Fully Approved without additional approval steps.
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In Process: The initial state in which the journal is editable.
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Prepared: The first non-editable state. If changes must be made, the Preparer must recall the journal or the Approver must reject the journal.
NOTE: Approvers also have access to the recall action if they prefer not to leave the journal in a rejected state.
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Partially Approved: Applies only when the journal template requires multiple levels of approval.
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Fully Approved: Indicates that the journal has completed the approval process. This includes journals approved by a final approver or journals configured with Not Required, which bypasses approval steps. The journal is ready to be confirmed as Posted.
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Rejected: A state where the journal becomes editable again. This is typically initiated by an Approver to return the journal to the Preparer’s queue for revisions.
|
Role |
In Process |
Prepared | Partially Approved | Fully Approved |
|---|---|---|---|---|
| Preparer |
Prepare |
Recall | No Action | No Action |
|
Approver |
Prepare |
Recall, Reject, or Approve | Reject, Unapprove, Approve | Reject, Unapprove, Confirm Posting, Download |
|
Administrator |
Prepare |
Recall, Reject, or Approve | Reject, Unapprove, Approve | Reject, Unapprove, Confirm Posting, Download |
NOTE: The table above displays if each role acted in this order. The available actions differ if an Approver prepares a journal. The variations in actions are dictated by OneStream maintaining Segregation of Duties for each journal entry.
Posting State
Journal Entry Manager includes an additional layer of workflow called the Posting State, which informs users of where a journal is in the posting process and what actions are required to move it to the final Posted state.
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Awaiting Approval: The initial posting state for a journal. Journals are not sent until they are Fully Approved, so this state alerts users that the approval workflow must be completed before posting can begin.
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Ready to Send (Direct Download, Schedule Reversals, and Recurring Journal Definitions only): Appears after the journal reaches the Fully Approved state in the Direct Download workflow. Since manual extraction is required to send the journal from OneStream, this state signals that the user must perform that action. This state is also used when a reversing journal has been created for a future period and is being held until the effective date to send.
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Extract Pending: When a journal is fully approved and the data extraction process is running in the background. No actions are available in this state. The journal automatically moves to the next posting state once extraction is complete.
IMPORTANT: No user action is required or available in this state. It is a short, system‑managed transition before the journal automatically moves to the next posting state.
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Awaiting Confirmation: For Direct Download, this state is triggered once the journal is downloaded. For SFTP or OneStream File Explorer, this state follows the Fully Approved status.
Example: The Posting State moves from Awaiting Approval to Awaiting Confirmation.
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Posted: After the journal is sent to the ERP, the final Approver or an administrator can confirm the posting. This is done with the Confirm icon, where the ERP ID and an optional comment can be added. Once confirmed, the journal moves to the Posted state.
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Failed to Send: If the journal fails to reach its destination folder using SFTP or OneStream File Explorer, it enters the Failed to Send state. This indicates a connection error. Once resolved, the journal can be resent.
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Failed to Post: If the journal reaches the ERP but fails to post due to validation errors, it enters the Failed to Post state. The journal can then be returned to In Process, revised, and re-submitted through the workflow.
|
Role |
Awaiting Approvals |
Ready to Send | Extract Pending | Awaiting Confirmation | Posted | Failed to Send | Failed to Post |
|---|---|---|---|---|---|---|---|
| Preparer |
No Action |
No Action | No Action | No Action | No Action | No Action | No Action |
|
Approver |
No Action |
Download | No Action | Confirm | No Action | Recall, Reject, Unapprove | No Action |
|
Administrator |
No Action |
Download | No Action | Confirm | No Action | Recall, Reject, Unapprove | No Action |
Manual Posting State Selection
When confirming a journal in the Awaiting Confirmation posting state, administrators and final approvers indicate the posting outcome by selecting Yes or No.
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If Yes is selected, indicating that the journal was successfully posted, the confirmation dialog displays fields for ERP Journal ID and Posting Details.
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If No is selected, indicating that the journal failed to post, only the Posting Details field is displayed.
This ensures that all posting outcomes are tracked and audited and enables accurate manual intervention when necessary.
IMPORTANT: If Enable Manual Posting Confirmation is set to No, the manual posting icon and confirmation dialog do not display. See Journal Template.
Reject or Unapprove a Journal and Extract Deletion
When a journal is in the Failed to Send state and is moved back to Awaiting Approvals, for example if the journal is rejected or unapproved, the system will automatically delete the previously sent journal extract from the file folder (File Share or SFTP). This ensures that if the journal is later re-approved and re-sent, no duplicate extracts exist.
NOTE: A journal can only move backwards in a Failed to Send state. Once it reaches Failed to Post or Posted, it can no longer move backwards.
The Reject and Unapprove actions are available in the following posting states:
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Awaiting Approvals
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Failed to Send (File Share/SFTP only)
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Failed to Post (File Share/SFTP only)
NOTE: Once a journal reaches the Failed to Post o r Posted states, Reject and Unapprove are no longer available.
