Reject Journal Entry Process using a Custom Field and Saved Search Triggering an Email

 The ability to reject journal entries is still an enhancement request logged with #176673 - Journal Entry Approval process - customer would like the ability to Reject Journal Entries, similar to the Expense Report approval and rejection process                    

 

As an alternative solution, we may do the following:

 

A. Create a custom transaction body field.

1. Navigate to Setup > Customization > Transaction Body Fields

2. Label = set a name for the custom field (ex. Rejected)

3. Type = Checkbox

4. On the Applies to Tab > select Journal

5. On the Display tab
Insert Before = Unchanged
Subtab = Main
Display Type = Normal

6. Store Value = T

7. Save and Apply To Forms > on the Apply Custom Field to Forms page, select the custom form you want to show the custom field.

8. Save

B. Create a saved search that will send email once the custom field created above is checked.

1. Navigate to List > Search > Saved Searches > New

2. Click on Transaction link

3. On the Criteria tab > Standard subtab

Type = Journal

Status = Journal: Pending Approval

Rejected (Custom) = true

4. On the Results tab > add Created By

5. On the Email tab > check Send Email Alerts When Records are Created/Updated

6. On the Email tab > Recipients from Results subtab > Check Send on Update and Add Created By on the Recipient field.

7. On the Updated Fields tab > select Rejected on the Field dropdown then set When Old Value is = F and When New Value is = T

8. Put a name for the Search Title

9. Click on Save

Once the approver marks the custom field created, this will send an email to the person created the journal entry that was rejected. Once the journal entry has been corrected, the approver can edit the journal entry then unmark the custom field then check the Approved box then Save.