When configuring Journal Entry Management for the first time you will be presented with the option to save supporting documents within your Cloud Storage Provider (CSP) which is already connected to FloQast or have FloQast manage them.
The option to save to your CSP is customizable by entity. By default, the onboarding screen will assume all entities will be saved to the same destination. A user can manually select which entities they want to exclude.
Locating the Supporting Documents
When the CSP option is enabled within JEM, a new folder titled “Journal Entry Supporting Documents” is created inside every entity subfolder that this option is applied to. All supporting documents for a given entity will be saved to its corresponding Journal Entry Supporting Documents subfolder.
FAQ
Q: Can supporting documents have the same name?
A: Documents need to have unique file names; otherwise, your cloud storage may append a version number to the file name.
Q: Can I edit my file directly in my CSP without needing to re-upload to JEM?
A: Yes, files uploaded to your CSP from JEM are live and will reflect the most recent updates.
Q: How do I lock my files?
A: We are exploring the ability to lock files when a journal entry is approved. More to come soon.
Q: Will deleting my supporting documents in JEM also delete them in my CSP?
A: Yes, the file will be deleted from both the Journal Entry and the “Journal Entry Supporting Documents” folder within your CSP.
Q: What happens to uploaded supporting docs if I don’t save my journal entry (e.g. navigate away from the Create JE page without saving as In Progress or Submitting for Approval)?
A: Any supporting document that was uploaded will remain in the “Journal Entry Supporting Documents” folder in a user’s CSP. However, these documents will not be associated with any journal entry in JEM.