This article explains when a journal entry (JE) in Journal Entry Management (JEM) can be edited, deleted, reviewed, or synced, from first draft through posting to your ERP.
- Before a JE is posted to your ERP, you can edit or delete it in JEM, as long as it is not in review or waiting in an export queue.
- Once a JE has been successfully posted to your ERP, it is locked in JEM. It can’t be edited or deleted there, whether or not your team uses approval workflows.
- To change a posted JE, make the change in your ERP. If your ERP has a direct integration with JEM, use Sync in JEM to pull the change back into FloQast so both systems match.
What You Can Do at Each Stage:
Use this table to see which actions are available at each stage of a journal entry, from first draft through posting to your ERP.
| Stage | Edit | Delete | Submit | Approve / Reject | Sync from ERP |
|---|---|---|---|---|---|
| Draft | Yes (preparer) | Yes (preparer or admin) | Yes | No | No |
| Prepared (submitted) | Yes (preparer; returns it to draft) | Yes | N/A | No | No |
| In review | No | Yes | N/A | Yes (assigned reviewer) | No |
| Rejected | Yes (preparer) | Yes | Yes, resubmit | No | No |
| Approved, not yet sent to ERP | Yes | Yes | N/A | N/A | No |
| Queued for batch export (SFTP only) | No | No | N/A | N/A | No |
| Sent to or posted in ERP | No | No | N/A | No | Yes (direct integrations only) |
| Failed to post | Yes (preparer), then resubmit | Yes | N/A | Reviewer can send it back as rejected | No |
| Posted with errors (Workday only) | Yes, fix it in JEM | No, if the ERP created a record | N/A | Reviewer can send it back as rejected | No |
Things to Know:
- Only the preparer can edit. Reviewers and approvers can approve or reject, but can’t change the journal entry’s content.
- Approval actions need approval workflows turned on, and the user must be an assigned reviewer who did not prepare the entry.
- Scheduled (auto) reversals can’t be edited. Edit the original entry instead.
- Deleting is blocked for entries that are queued for batch export, already exported by SFTP, already have an ERP record, or have a linked reversal. Admins with full JE permission can delete entries they did not prepare.
- Sync is available only for ERPs with a direct integration. With approval workflows on, any user can sync an entry that is approved or in review. With workflows off, only the preparer can.
How to Correct a JE That Is Already Posted:
- Make the correction in your ERP, or post a reversing or correcting entry. Once an entry has been posted to your ERP, it can no longer be edited from JEM.
- If you use a direct integration, click Sync on the entry in JEM so the ERP change is reflected there. The entry returns to a "review" status so it can be re-approved.
- If you can’t sync (for example, a file-based integration), leave the JEM entry as is and correct it in a separate entry.