Running the Exp Workflow - Approval in Process Query

   Overview   

Use the UGA_TE_ER_WORKFLOW_PENDING query to review the expense reports in your department or unit that are pending approval.

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 to view the status of expense reports in the approval process.

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 Reports/Queries tab highlighted

Click the Reports/Queries tab.

4. Step 4

Business Management Workcenter page displayed with the Workflow - Approval in Process link highlighted

In the Expense Reports section, click the Workflow - Approval in Process link.

5. Step 5

UGA_TE_ER_WORKFLOW_PENDING query page displayed with the Dept% field highlighted

The parameters for the UGA_TE_ER_WORKFLOW_PENDING query are displayed.

This 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.

Example shown here: " 17 " in front of the wildcard (%).

6. Step 6

UGA_TE_ER_WORKFLOW_PENDING query page displayed with the View Results button highlighted

Click the View Results button to run the query.

7. Step 7

UGA_TE_ER_WORKFLOW_PENDING query page displayed with the Minimize Business Management Workcenter icon highlighted

Click the  Minimize Business Management Workcenter  icon to close the menu to see more of the query results.

Note : Data has been distorted to protect employee information.

8. Step 8

UGA_TE_ER_WORKFLOW_PENDING query results page displayed and highlighted

The results of the query are displayed and show the expense reports that are still in the approval process.

Results include the name of the employee who completed the travel; the ID and description assigned to the expense report; the status of the document; the dates of creation, submission and resubmission of the expense report; and the travel destination.

9. Step 9

UGA_TE_ER_WORKFLOW_PENDING query results page displayed with the 0100008453 link highlighted

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

Click the Report ID of the expense report you want to view. I

Example shown here: 0100008453 link.

10. Step 10

Original expense report displayed with the lower Scroll bar highlighted

A new page opens with the original expense report displayed in summary mode.

This shows the total due the employee and gives information on the purpose of the travel. You can also see the Approval History status.  

11. Step 11

Original expense report displayed with the Expense Details link highlighted

For further review of this expense report, click the Expense Details link on the right side of the page to view the details.

12. Step 12

View Expense report page displayed with the report details highlighted

The top of the details page shows the destination, the travel authorization ID (if linked), and the current status of the expense report.  

13. Step 13

View Expense report page displayed with the Expenses section highlighted

The Expenses section shows each line that makes up the expenses total on the report.  

14. Step 14

View Expense report page displayed with the Expand All link highlighted

From this page, you can view the accounting chartstrings for each line of the report.

Click the Expand All link.

15. Step 15

Expense report page displayed with the Expand Accounting Lines button highlighted

To review the chartstring for any line, click the Expand Accounting Lines button.

16. Step 16

Expense report page displayed with the Chartfields tab highlighted

You can scroll through the ChartFields to see what makes up the chartstring for the selected line.

17. Step 17

Expense report page displayed with the Collapse All link highlighted

When you complete your review, click the Collapse All  link.

18. Step 18

Expense report page displayed with the Summary link highlighted

After you have reviewed the details, click the Summary link to return to the Summary page.

19. Step 19

Expense report page displayed with the Close [x] tab highlighted

You are returned to the search page.

Click the Close Tab button to close the page.

20. Step 20

UGA_TE_ER_WORKFLOW_PENDING query results page displayed with the Submit for Approval link highlighted

You can also view the status of the report lines from the query results by clicking the status in the Exp Rpt Status line.

Click the status for the line you want to review. In this example, click the first line .

21. Step 21

The new query results displayed and highlighted

The results shown here are the result of another query that shows the approval activity on each line of the expense report.

22. Step 22

The new query results displayed

Close the results when you complete your review.

23. Step 23

The new query results displayed with the Excel SpreadSheet link highlighted

You can download the data into an Excel SpreadSheet for further analysis, if needed

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

24. Step 24

Excel Spreadsheet displayed with the Close [x] 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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