JE FILTER

JE FILTER

Workflow: Journal Entry Filter

Step 1: Start

• The workflow is automatically triggered when a new or updated journal entry batch is “accepted” in the system.

Step 2: Get District Name & Count Batch Lines

• The system fetches the district name from a codes table and stores it.

• It counts how many line items (“entries”) are in the batch just received.

Step 3: Decision — Too Many Lines?

• If the batch has more than 500 lines:

  • The “TooBig” variable is set to Y (Yes).

• If the batch has 500 or fewer lines:

  • The “TooBig” variable remains N (No).

Step 4: Branch Based on Line Count

A. If TooBig = N (500 lines or fewer):

• A Journal Entry Approval instance is created for routine processing.

• After this, the workflow goes directly to the end.

B. If TooBig = Y (more than 500 lines):

• An email notification is sent to nielsent@rcgov.us saying:

  • “[User] has submitted Journal Entry [BatchId] with over 500 line items.”

• After this, the workflow goes to the end.

Step 5: Error & Exception Handling

• If an error occurs: The administrator or support group gets an error email so the team can investigate.

• If the process cannot make a decision or transition: Another admin notification is sent.

• If a batch is specifically rejected: A support email (to TS_SUPPORT@oakland.k12.mi.us) is sent.

After handling any of these, the workflow also ends.

Step 6: End

• The workflow process for this batch is complete.