[Katie Spillane]

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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[Michael Turner]

Hello,

I want to say NAV automatically does this. If I remember right, the User ID field on the GL 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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[Lewis Rosenberg]

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
IT Manager
Mars Fishcare
Chalfont PA
http://www.apifishcare.com
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BCUG/NAVUG All-Star
BCUG/NAVUG Board of Advisors, Chairperson
BCUG/NAVUG Programming Committee

Twitter: @RosenbergL
LinkedIn: https://www.linkedin.com/in/rosenbergl
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October 6-9, 2020
Nashville, TN
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[Paul Simpson]

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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[Katie Spillane]

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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[Michael Sedlock]

Hi Katie

As 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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[Ben Baxter]

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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[Paul Smith]

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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