Edit journal entry when processor approval Verify General Journal Entries

[evelu_dynasys]

Dear experts,

Since T-code FBV0 can no longer be used in the public cloud, we are now using the app 'Verify General Journal Entries For Requester' to submit journal entries, which are then approved and posted by the processor.

Currently, the client requests that, similar to T-code FBV0, journal entries can be manually modified during the processor review before posting. Could you suggest how to configure in the public cloud to allow the functionality where parked journal entries can be modified before posting, as was possible with FBV0 in the previous HANA version? Thank you so much.

SAP S/4HANA Cloud Public Edition 

[ChumaDavid]

Hello @evelu_dynasys,

I couldn’t find a configuration called Allow changes to journal entry that clearly lets a processor edit a submitted parked journal before posting.

What is available?

The Help Portal's Defining Your Own Workflows for Journal Entry Verification section describes the app Manage Workflows for Journal Entry Verification, which lets you define header info, start conditions, step sequence, and activation. SAP Help Portal-Defining Your Own Workflows for Journal Entry Verification

The Workflow of Verification for General Journal Entries document explains that a requester submits a journal entry, which is then reviewed by a processor in the Verify General Journal Entries for Processor app. The processor can either Approve, Reject, or Suspend the entry. SAP Help Portal-Workflow of Verification for General Journal Entries

A blog post on SAP Community notes that if the processor rejects the journal entry, the requester has to edit and submit it again. SAP Learning-Defining How to Hold and Verify General Journal Entries

Recommended next steps are to verify your system version, check your role and authorisations, and consult SAP to see if they allow changes checkbox can be enabled in your tenant. If not, design the process around the standard “reject and resubmit by requester” method.

Hope this helps clarify the configuration options.
Kind regards,
Chuma

[YaxuanChen]

Hello @evelu_dynasys ,

Please find the app document: Verify General Journal Entries | SAP Help Portal

• For requestor, you can create, display, copy, and edit a journal entry, and then submit it for verification. 
• For processer, you can choose to approve, reject, or suspend a journal entry, and then the system changes the status accordingly in the requester’s worklist.

Therefore, for the processer cannot edit the journal entry directly before posting. If the edit before posting is required, please try the following way:

1. For requestor, withdraw a journal entry for editing before it's approved and resubmit it
2. Processor rejects the journal entry, Journal Entry status is "Rejected" and the requester has to edit  and submit it again.

Kind Regards,

[Jeremy_Deo]

Hello dear user,

Thank you for sharing the screenshot. Based on what I see, you are in the correct place, editing a step in the flexible workflow for general journal entries. However, the "Allow changes to journal entry" checkbox is only available under certain conditions.

Here’s how to make it appear:

1. Go to “Manage Workflows for General Journal Entry Verification”
2. Select your workflow, then edit the step (the one assigned to the processor).
3. In the “Recipients” tab, ensure the step is assigned to a user or role like SAP_BR_GeneralLedgerAccountant.
4. Then switch to the “Step Conditions” tab.
5. Scroll down and look for the section “Step Settings” — that’s where the "Allow changes to journal entry" checkbox should appear.

I hope this will help you answer your questions.

Best regards,

Jeremy

[evelu_dynasys]

Dear Jeremy，

Thank you very much for your detailed explanation. However, I have tried several times but still failed to find this 'Step Setting'. In the Recipient Options, I selected the role, and the user of Group 1 for Verifying G/L Journal Entries has been assigned the role SAP_BR_GL_ACCOUNTANT . But the 'Step Setting' still doesn't show up in the step condition.

Did I miss some settings? Please give me some advice. Thank you!

[Jeremy_Deo]

Hello dear user,

And thank you for asking your question in the SAP community blog.

Since transaction code FBV0 is not available in SAP S/4HANA Cloud Public Edition, the standard process now goes through the "Verify General Journal Entries for Requester" app. The requester creates and saves the entry, and the processor reviews it in "My Inbox" before posting.

The client wants to bring back the FBV0 behavior - being able to edit parked journal entries during the approval process. While it’s a bit different in the cloud version, this functionality can still be achieved with the right setup.

Here’s what we recommend:

1. Set up the two-step approval workflow

Make sure the workflow includes:

• Step 1: Requester creates and submits the journal entry
• Step 2: Processor reviews and posts it

This is done using the "Manage Workflows for General Journal Entry Verification" app.

2. Allow processors to make changes before posting

In the workflow step settings for the processor:

• Check the option to “Allow changes to journal entry”

This lets the processor open the parked entry, make necessary changes (like adjusting amounts, text, cost centers, etc.), and then post it — similar to what FBV0 allowed before.

3. Role check

The processor needs to have the role SAP_BR_JOURNALENTRY_PROCESSOR assigned to be able to do this.

I hope this will help answer your question.

Best regards,

Jeremy

[evelu_dynasys]

Dear Jeremy，

Thank you very much for your prompt reply. I operated based on your instructions, but I couldn't find this setting in the second step

• Check the option to “Allow changes to journal entry”

 The screenshot of our system is like this.

Please help guide me on where to find this setting. Thank you.