Override a flagged journal entry (Senior Accountant only)

Who does this: Senior Accountant · Platform Admin When: A journal entry is flagged for reviewer attention but you've verified the classification is correct and want to clear the flag without re-running classification or re-routing the entry Result: The entry's flag is cleared with a recorded justification. The entry stays in its current status (typically FLAGGED → moves on to APPROVED after you approve it normally), and the override is on the audit log against your name.

Most flagged entries get resolved by editing the classification and approving — that's the standard workflow in Review a journal batch. Override-flag is a separate action for the case where the classification is correct but the platform was conservative — e.g. the entry is a non-base-currency transaction (NON_BASE_CURRENCY flag) but you've reviewed it and the FX is fine, or it's flagged KEYWORD_MATCH_ONLY because vendor-master didn't fire but you've manually verified the account is right.

The override is gated to Senior Accountant and Platform Admin because it bypasses the platform's safety net. A Bookkeeper hits a "Senior approval required" message instead — they should escalate the entry instead.

Before you start

• [ ] You are signed in as Senior Accountant or Platform Admin. Bookkeepers can't see the Override button.
• [ ] You have already opened the entry and verified the classification is correct on the merits — the right account, right tax code, right amount, right date.
• [ ] You have a one-line justification ready. The override demands a non-empty reason — "reviewed and confirmed" is not enough. Be specific: "Vendor-master row for AWS pending; account 6020 is correct per prior period."

IMPORTANT

Override is irreversible — the entry's flag is cleared and the action lands on the audit log. There is no "un-override" button. If you're unsure, escalate the entry instead so a peer can review.

Steps

1. Open Journal batches in the staff dashboard sidebar.
2. Open the batch containing the flagged entry.
3. Find the row — the Flags column shows badges like keyword match only, reviewer attention required, non base currency. Status will be FLAGGED.
4. Click into the entry to open the review panel.
5. In the Flags section, click Override flag. (Bookkeepers don't see this button — they see only Approve / Reject / Escalate.)
6. In the dialog:
   • Read the flag list — confirm you're clearing the right one(s).
   • Enter a Justification in the text area. Required, must be at least one non-whitespace word. The text is preserved verbatim on the audit log.
   • Click Confirm override.
7. The dialog closes. The entry's status remains as it was — overriding does not approve. To complete the entry, click Approve as you normally would.

How to know it worked

1. The Flags column on the entry's row goes blank (or shows only flags you didn't override — overrides are per-flag).
2. The entry's audit panel (bottom of the review drawer) shows a journal_entry.flag_overridden event with your name, timestamp, and the justification you typed.
3. The activity log (sidebar → Activity log) carries the same event filterable by the entry ID.
4. After you approve the entry, the batch's Approved counter increments and the entry's status flips to APPROVED.

Common situations

If you see…	It means…	What to do
The Override flag button is missing	You're signed in as a role without OVERRIDE_JOURNAL_FLAG (Bookkeeper, Payroll roles)	Either escalate the entry to a Senior Accountant via the Escalate button, or get a Senior Accountant to log in and override
Dialog rejects with "Justification is required"	You left the text area blank or typed only whitespace	Type a substantive reason; the platform won't accept the override without one
The entry was already APPROVED and you can't override	Approved entries are terminal — flags are advisory, not blocking, once approved	If the approval was wrong, talk to your Senior Accountant; rejecting an already-approved entry isn't possible from the UI and needs a ledger-side correction
The flag re-appears the next time the batch is touched	Flags are produced by classify-and-draft, not by the override action — overriding clears them on this entry only	If you want this kind of flag to stop firing for this vendor in the future, fix the underlying cause (add a vendor master row, tighten a keyword) instead of overriding repeatedly

When to override vs. when to fix the source

Situation	Override	Fix the source
One-off entry, vendor will never appear again	Override is fine	—
Recurring vendor flagged on every monthly invoice	Don't override repeatedly	Add a vendor master row pointing at the right account
Whole category of documents lands KEYWORD_MATCH_ONLY	Don't override	Tighten or expand keywords on the chart-of-accounts row
NON_BASE_CURRENCY on an entry where the FX is right	Override is fine	—

Related runbooks

• Review a journal batch — the normal flagged-entry workflow
• Configure chart of accounts and keyword triggers — fix the root cause for KEYWORD_MATCH_ONLY
• Add vendors to vendor master — fix the root cause for vendor-driven flags
• RBAC matrix — full picture of which roles can do what
• Journal entry status machine — where flagged sits in the lifecycle