Finance User Manual ENG -> 4. Imports -> 4.2 Headquarter (HQ) Expenses -> LUFI-40202 F: How to Validate HQ Entries
LUFI-40202 F: How to Validate HQ Entries
When HQ entries have been reviewed, an authorised user can validate (Hard-post) and synchronize them.
Once the HQ entries are validated at Coordination level, they become validated at the HQ instance in the HQ entries sub module so that HQ can follow which HQ entries have been validated by each mission. HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. There will be no more entry sequences containing several HQ entries in the same sequence. (one entry sequence per HQ journal entry)
Go to Accounting/HQ/HQ Entries
- –>A list of HQ entries to validate displays
List of draft HQ entries displayed in the {HQ Entries List} Search view
- Tick the check-boxes of the entries you want to validate. Note that selecting one split entry will lead to validation of lines involved in the split (original entry and all related split entries).
- Go to the {Actions} menu and select {Validation}.
{Validation} action
–>A {Validation} wizard displays
{HQ Entries Validation} wizard
3. Select {Validate}
–>HQ entries are validated. From this moment they become accounting entries and are reflected in the {HQ} journal. After this step changing entries is only possible through accounting corrections.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. Same for Analytic Journal Items (one entry sequence per HQ journal entry)
Validated HQ entries displayed in {Journal Items} Search view
Validated HQ entries displayed in {Analytic Journal Items} Search view
When an HQ entry is corrected before validation for account or analytical distribution or when the entry is split, automatic correction entries in OD journal are created. This means that the original HQ entry is reversed and corrected with a separate entry. The original entries have the correction history wizard available.
Corrections History viewed from the Analytic Journal Items
How to track changes on HQ entries:
1. The fields used as headers in the list view of the HQ entries.
2. The transition to “Validated” (the tag on which the filters To Validate and Validated depend), so that we can spot when the HQ entries have been posted.
3. The split and unsplit of entries. Note: lines coming from a split will be identifiable because the “Original HQ Entry” will have a value for these lines (contrary to the “original” lines).
4. Analytic reallocation
5. Change Account
