Running the GL Entry - Journals Pending Query

   Overview   

Use the UGA_GL_JRNL_PENDING_POST query to review the general ledger journals for your department or unit that have been entered into the system but have not yet been posted. This will help you monitor the journals that need attention.

You can also access this query using Query Viewer, accessed from the tile on the UGA Financials homepage.

In this article, you will learn the steps to run a query in the Business Management Workcenter to find pending General Ledger Journals by department.

1. Step 1

UGA Financials page displayed with the Classic Home tile highlighted

First, log into the Financial Management System

Click the Classic Home tile.

2. Step 2

Classic Home page displayed with Business Management Workcenter link highlighted

To navigate to the Business Management Workcenter , select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

Business Management Workcenter page displayed with the Report/Queries tab highlighted

The Business Management Workcenter is displayed.

Click the Reports/Queries tab.

4. Step 4

Business Management Workcenter page displayed with the Entry - Journals Pending link highlighted

In the GL Journals section, click the Entry - Journals Pending link.

5. Step 5

Business Management Workcenter page displayed with the Minimize Business Management Workcenter button highlighted

Click the  Minimize Business Management Workcenter  button to close the menu to the left.

6. Step 6

UGA_GL_JRNL_PENDING_POST query page displayed with the Dept% field highlighted

The parameters for the UGA_GL_JRNL_PENDING_POST query are displayed.

The search uses Department ID. You can search using an entire ID number, or you can search for departments using a partial ID number by inserting a % sign as a wildcard. For example, 17% would return all departments starting with 17.

Leave only the % sign in the field if you want to view all departments.

 

Enter appropriate information into the Dept field.

Example shown here: " 17 " in the Dept field.

7. Step 7

UGA_GL_JRNL_PENDING_POST query page displayed with the View Results button highlighted

Click the View Results button to run the query.

8. Step 8

UGA_GL_JRNL_PENDING_POST query results page displayed with the 1000013078 ID highlighted

The Results of the query are displayed and list the GL journals that have not been completed through posting.

Columns on the report show the name of the person that entered the journal,

the ID assigned to the journal, the date it was entered, the status of the journal, the description of the journal, the source that generated the journal, and the budget status. The remainder of fields on the page are used to generate the query.

Note: Data has been masked to protect employee information.

9. Step 9

UGA_GL_JRNL_PENDING_POST query results page displayed with the 1000013078 ID highlighted

Hyperlinks in the query results can link to original documents or pages in view only mode to give more information.

Click the Journal ID of the journal you want to view. 

Example shown here: 1000013078 link.

10. Step 10

Header page of the selected journal displayed with the Lines tab highlighted

The Header page of the selected journal is displayed.

The Header page gives basic information about the journal such as the date it was entered, the description, and when and by whom the journal was entered.

The chartstring used for the transaction is found on the Lines page.

11. Step 11

Line information displayed and highlighted

The Lines section shows the ChartFields that make up the accounting distribution for the selected transaction.  

12. Step 12

Line information displayed and highlighted

The right side of the page displays the amount and journal line description.  

13. Step 13

Line information displayed with the Totals section highlighted

The Totals section shows how many lines are on the report and the total amount for both Debits and Credits. The Journal Status and Budget Status are also displayed.

14. Step 14

Line information displayed with the Close [x] tab highlighted

Close the report when you finish your review.

15. Step 15

Query results page displayed with the Budget Status link highlighted

The Query results also contain another hyperlink that allows you to review details on the budget status.

Click the Budget Status link for the row you want to view.

16. Step 16

GL Journal Exceptions page displayed with the Budget Chartfields tab highlighted

The GL Journal Exceptions page is displayed showing the reason the journal did not pass the budget.

17. Step 17

GL Journal Exceptions page displayed with the Close [x] Tab button highlighted

The Budget Chartfields page is displayed and shows the Bud Ref, the Fund and the Department where the budget is charged. You can use this information to look up further information on the budget error.

Click the Close Tab button when your review is complete.

18. Step 18

UGA_GL_JRNL_PENDING_POST query results page displayed with the Excel SpreadSheet link highlighted

You can download data into an Excel spreadsheet for further analysis, if needed.

Click the Excel SpreadSheet object and follow the prompts to open as an Excel document.

19. Step 19

Excel Spreadsheet displayed with the Close button highlighted

Once the Excel spreadsheet opens, you can add filters to help you sort and view the information you need.

When you are finished, click the Close button.
 
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