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USER IDs for Created and Posted JEs

  • 1.  USER IDs for Created and Posted JEs

    Posted Jun 30, 2020 01:49 PM
    Hi All,

    Our auditors want us to provide GL support showing who created and who posted very journal entry.   NAV doesn't seem to do this easily.  The auditors gave us a guide for how to get the information out of the system, but the Created and Posted User IDs weren't included in the instructions.  Has anyone done this successfully? Thanks!

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    Katie Spillane
    Catholic Charities USA
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: USER IDs for Created and Posted JEs

    SILVER CONTRIBUTOR
    Posted Jun 30, 2020 04:11 PM
    Hello,

    I want to say NAV automatically does this. If I remember right, the User ID field on the G\L Entry table is native NAV. Have you tried opening up all your columns on the view, see if User ID is among them? Unless I am doing a specific task. I usually have all fields visible.

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    Michael Turner
    Arizona Industrial Hardware
    Chandler AZ
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: USER IDs for Created and Posted JEs

    TOP CONTRIBUTOR
    Posted Jun 30, 2020 05:49 PM
    I can confirm that the USER ID is available to display on General Ledger Entries Page 20 (table 17).

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    Lewis Rosenberg
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    www.apifishcare.com
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  • 4.  RE: USER IDs for Created and Posted JEs

    SILVER CONTRIBUTOR
    Posted Jul 01, 2020 03:42 AM
    The User ID on the G/L Entry table is the user who posted that journal. Katie has been asked to also report who entered the journal line. As NAV (at least 2013 R2 that I'm using) doesn't include the User ID of the person entering the line on the journal line itself, let alone record it in the G/L entries when posting, I don't think she will be able to do that retrospectively, will she?

    Moving forwards, consideration needs to be given to whether the need is to report who is performing both operations in case one user is doing both on a given journal, or if the real aim is to physically prevent that from happening, or both.

    I think there are a few options:
    1. If reporting is enough then the Change Log could be used to capture when journal lines are created but connecting them to the resulting G/L Entry might be tricky.
    2. If it's not possible to strictly ensure users who enter journals do not have permission to post journals (and vice versa) it might be an option to ensure each entry user has their own batch with its own unique No. Series to drive the Document No. Users would need then to only use their batch but a development should be able to enforce that without needing to touch the actual G/L posting routine.
    3. A significantly more complex development around journals and posting routines which I would naturally consider to be the last resort.




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    Paul Simpson
    Business Analyst
    Vado
    Cheddar
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: USER IDs for Created and Posted JEs

    Posted Jul 01, 2020 07:29 AM
    Thank you!  I guess my confusion is what does the USER ID represent in that case - the person that created/posted?  Or the person that approved?   The auditors would like to see both, to ensure that the person creating is not the person approving.

    Thanks!

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    Katie Spillane
    Catholic Charities USA
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    Academy - Online Interactive Learning from Experts


  • 6.  RE: USER IDs for Created and Posted JEs

    Posted Jul 01, 2020 08:35 AM
    Hi Katie

    As @Paul Simpson stated "The User ID on the G/L Entry table is the user who posted that journal. " If you need more it will be development work ​to get who entered the Journal lines.
    Best Regards,

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    Michael Sedlock
    VP of I.T.
    Dukal Corporation
    Ronkonkoma NY
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    Academy - Online Interactive Learning from Experts


  • 7.  RE: USER IDs for Created and Posted JEs

    TOP CONTRIBUTOR
    Posted Jul 01, 2020 09:15 AM
    A simple enough customization would be to add a new field for Entry User, that populates when the line is validated.  Adding the Entry User field to the related Ledger Entry tables could be an undertaking depending on what you are doing through the Journals, but you could pass the data to the ledgers at time of Posting the journal.

    The question would be, do you need to have a second field added in case a modification is made to the line after the initial entry?  Perhaps a Last Modified By field.  Again passing it to the Ledgers.

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    Ben Baxter
    Consultant
    Accent Software, Inc.
    carmel IN
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    Academy - Online Interactive Learning from Experts


  • 8.  RE: USER IDs for Created and Posted JEs

    Posted Jul 01, 2020 03:26 PM
    For who created the Journal entry, we use the field Internal Control No.  It's the creators User ID, then a bunch of numbers which I think is a date time stamp.
    Since no one yet suggested this, this field may not be standard NAV, as we have the NAV version modified by Serenic, for Serenic Navigotor for Non-Profits.  NAV2017.
    And as said previously, User ID field is who posted the JE.

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    Paul Smith
    Controller
    Human Rights Campaign
    Minneapolis MN
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    Academy - Online Interactive Learning from Experts


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