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How are Recurring Journal Entries Approved?

When you journalize a Recurring Journal Entry, it goes through the standard JE approval flow. There is no delivered flow that looks at the Recurring Journal.

If you want the Recurring Journal Entry to be approved once when it is created and not approved each time it is journalized, a Custom IPA will need to be created to do that.

If you want changes on the Recurring Journal Entry to be re-approved when generated, make sure your custom trigger kicks off the IPA every time the Recurring Journal Entry is released.

You may then want to modify your JE approval flow to exclude transactions with the RJ system code since it was already approved – both initially and when it was changed.

The Problem of Creating Purchase Orders for Store Local Purchases

The procurement modules in large ERP systems are great for buying in bulk and keeping stock supplied for your larger purchasing needs.  Usually items are shipped to a receiving dock and are received into the ERP system by the receiving personnel.  This makes doing AP matching viable for these purchases.

What do you do with the items that your local store needs that are not shipped to a warehouse for distribution?  What about when the items are not part of a current contract or even needed on a contract? A store may need light bulbs for their light fixtures, for example, and the local manager has the authority to place an order for them without getting them in his regular warehouse deliveries.  This type of local purchase does not need approval beyond the store manager.  Waiting for a long process to establish a local supplier of light bulbs could leave the store in the dark before the process completes.

You still want these local store purchases to have an approval process that is tracked for audit compliance and a way to know what your commitments are.  How do you deal with these purchases now?  Wouldn’t it be great to have a local purchasing solution that doesn’t require a receiving department and still allows you to know:

Who approved the order

What your total corporate commitments are

Where you purchased something before for when you need to purchase them again

A solution is coming – stay tuned for more information soon!

 

 

 

 

Activities or Projects can have Multiple Types of Budgets

Activities have multiple budget types available.

They can be Life Only Budgets – just to make sure that you have not gone over the total budgeted amount for the project.  This works well when:

  1. The project spans multiple years to be completed such as a new building
  2. You are managing your project budget in a different system and just want to know if you have exceeded the total budget for a project.

They can be Annual and Period budgets – these automatically interact.  If you make a change at the period level, it will be reflected in the annual view and if a change is made to the Annual budget, it will be reflected in the Period Budgets.

There are multiple ways to create budgets:

  1. You can spread a total budget amount over multiple years or just a single Fiscal Year. You can create spread codes that allow you to determine how to spread the amounts – periodically, Quarterly, every other month, etc.
  2. You can use a Compute Statement to create the budget
  3. You can create a budget based on Last year’s Budget or Actuals
  4. You can create a budget for both or either amounts or units.

You can budget at multiple levels

  • Activity Group – least detailed – all activities in this group will be included in the budgeted amounts
  • Activity Only – this is for a specific activity and would be for all account categories
  • Activity and Summary Account Category – If you use summary account categories in your structure, you can create a higher level budget for things like CapEx and Opex instead of creating a detailed budget for each type of cost.
  • Activity and Account Category – this is the most detail level budget for each activity for each type of expense or revenue item.

Budget Edits – will not allow transactions to post to an activity if it will exceed the budgeted amount plus any tolerance specified.  A good way of getting around causing the budget edits to prevent transactions is to add a large tolerance, like 99%  – basically doubling the budget before edits will prevent new transactions.

Easily Create Upload Formatted Documents from Existing Spreadsheets

Often people have spreadsheets that they are using for data gathering and don’t want to change the familiar format to accommodate a Lawson Upload.  Especially when it is a multi-tab spreadsheet that data can change depending on which tab you are pulling data from. No problem. Using advanced Excel techniques can pull the information from the specified tab in a format needed for uploading.

In this example, time attributable to projects is entered on a multi-tab spreadsheet one tab per period.

As the tab changes on the Instructions tab, and after the macro finishes by clicking n the Create Upload button, the total count and amount can be validated that the process worked as expected.

Each tab can have a different order of users and/or different active projects across the top.

As the tab changes on the Instructions tab, and after the macro finishes by clicking n the Create Upload button, the total count and amount can be validated that the process worked as expected.

The macro extracts the non-zero time entries and formats the data in a way that the Upload Wizard can then load the data into Lawson. 

What happened to User Fields in CSF?

What happened to User Fields in CSF?

Some of them are still there in the Business Class (a file with functions built into it) none of them are on the forms.

Some forms do have tabs for user fields, there are no fields there and the fields need to be added using Configuration Console.

Attributes which have always been user fields on steroids, also go away in CSF.  Using Configuration Console any kind of custom field can be added.

In conclusion, user fields are not gone, you can still have as many as you would like, they just need to be added to the forms and sometimes to the business class using Configuration Console.  Keep in mind that the system updates every 3rd Saturday so it is best to add only those that you really need.